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Beyond The RFI: From CYA to CBADavid Craddock . Christian Pikel . Jenna Santamaria . Mark SpiesOctober 4, 2016

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Introduction / Problem Statement

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• What’s wrong with RFIs anyway?• Rose colored glasses effect• New behavior paradigm -

Personal Accountability vs CYA• Set behavior, match tools

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Our Missteps and Learnings

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• No Punch Lists / No RFIs – Great now what?

• ‘What happened on the call?’• ‘It’s in the Box’• Efficient, Ineffective communication• Attachments, attachments, attachments• Why we meeting minutes• Tool adoption - Ease of Use• Security & Control vs Access &

Transparency• Beware the cave dwellers &

overload

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Desired Behaviors for Success

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• Owners Role/Champion• Team learning environment• Holistic approach – efficient for

team• Buy in and follow through• Match tools to Process, not

Process to tools• NO ‘set it and forget it’ mentality –

must PDCA• Go beyond one project

Kno

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Mgm

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PrinciplesBehaviors

ToolsReal World

Virtual

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Changing Behavior at Team Initiation

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• Create environment where conversations can happen (Trust)

• Fast start is critical• Initiate Design Conversations early, before

design team is “attached” to a design

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Designer / Constructor Collaboration

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• Owner’s pay for buildings, not drawings• Ask - what do craftsmen need to build?• Must have purposeful constructability conversations • Capture decisions on the drawings

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As the Team Grows

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• Early involvement of last planners• Transition into construction is critical

point in project• High functioning team enables smooth

assimilation of trade contractors• Core team engagement all the way

through the end is very important• Project team is responsible for

facilitating communication with last planners and craftsmen

• Designer flexible since it never goes exact to drawing

• Update details to actual installed for next project

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Tools & Process

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• Tools & Technology can’t solve it for us, but they can support how we want to behave and communicate

• Why?• Opportunities to automate and make

more visible• Put information at the fingertips of those

who need it

• How?• Cloud file space shared by the team• Virtual big rooms (persistent

webex/Go-to, etc)• Collaborative task management

tools: Asana• Enterprise Social• Organization level communities of

practice• Enterprise wide dashboards

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File sharing: Get files out of email

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• Lots of choices in on-line cloud storage: Box, Google Drive, One Drive, etc

• File structure and file naming must be re-thought – it’s not about what is good for one organization

• Each team needs a champion –someone to help those who ‘don’t get it’ or need additional support

• Look for frustrations and challenges: “It’s in the box” and do something about it

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Beyond Spreadsheets: Work Register to Asana

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Virtual Big Rooms

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• Resources that can help them team collaborate when not face to face

• Don’t replace face time with technology

• Interconnected systems can support each other –e.g. WebEx that can share content via Box, etc.

• Effective for information exchange and discussions

• Ineffective for team building and team health.

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To understand each other…

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• We have to understand ourselves• Tools & coaching for team concepts• Break down barriers• Perceptions color our world view &

approach

CoreClarity

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Conclusion and lessons yet to learn

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• Prevent regression, safety of the known.

• “What’s in it for me” matters • Always continue PDCA• Technology supports, but don’t

allow it to cause lazy behavior –‘It’s in the box”, “the computer told me” are not acceptable

• Think beyond the project –Knowledge Liberation Movement!

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Before we close…

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During Start-up / End User Turnover

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• Design Intent/How is it supposed to work• User manuals that explain the why not just

how