Updating Project Information #109:
Set Up Your AEC Project Description System
Welcome to the Marketers Take Flight podcast Spring Cleaning special! In this episode, I dive into the world of maintaining and updating project information in the AEC industry. Learn different methods to keep your project data organized and ensure your firm stays competitive.
Project Update Methods
I begin by discussing various project update methods, including:
- Annual updates
- Project milestones
- Pursuit-driven updates
- Award submittals
- Initiative-driven updates
It’s important to consider how you’ll use your project information in the future, which will help you determine what and when to collect.
Start with the End in Mind
Think about the ways you’ll use project information to ensure you gather the right data at the right time. For example, if you plan to submit a project for a DBIA award, collect both design and construction-related information.
Case Study: Construction Firm in Florida
I share a successful project update process implemented by a construction firm in Florida. Their marketing manager, Michelle H., shared their site visit program, which involves:
- Sending a Project Information Profile (PIP) before the meeting.
- Scheduling a meeting with key project staff and the marketing representative.
- Conducting a job site tour for the marketing representative.
- Drafting the project story or description.
- Sending the project information to the team for review and final approval.
Automating Your Project Update Process
Find ways to automate routine tasks, such as updating project information. Think about when and what you can automate and consider the existing systems, procedures, and activities that can help you gather the information you need.
Using a CRM System
A CRM system can help you set up workflow alerts with built-in questions at various milestones. You can also use roadblocks to ensure critical information is collected before marking a project as inactive or dormant.
Without a CRM System
Without a CRM system, try making friends with project accountants, who can provide valuable project information. Alternatively, create a master project data spreadsheet and use Excel’s sorting and grouping features to manage your project data.
Share Your Best Practices
How do you maintain project information? Share your best practices by sending a DM on Instagram to @LindsayDiven. If you have any questions, feel free to reach out as well!
Don’t forget to read the three-part blog series on writing compelling project descriptions, available using the links below. Happy organizing!
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