On a construction site, the same types of communication happen repeatedly, whether it is reporting a defect or requesting clarification on a drawing. Without a predictable structure, tasks become inconsistent and critical issues slip through the cracks.
For example, mixing a quality issue with a request for information in the same channel can cause delays and break up the data.
Standardizing your communication with task templates and workflows helps make sure every task gets the right information and automatically goes to the right person.
Benefits of a structured task setup
Clear ownership
Every task automatically follows a predefined path: who creates it, who responds, and who approves it.
Flawless on-site execution
Creating tasks in the mobile app is structured clearly and requires less taps, reducing potential errors.
Reusable project structures
By grouping workflows into work packages, you can easily duplicate your communication setup for new subcontractors without having to rebuild everything. This helps keep the project consistent and makes it simple to scale and reuse the setup in future projects.
Work package template for subcontractors
A work package is a grouped set of workflows that shows how specific roles work together. Creating a template helps you standardize communication with all subcontractors.
- Create a subcontractor work package template
- Set up all required workflows in this work package
- Create and map task templates to the correct workflows
- Duplicate this work package for each subcontractor
- Add user groups to the workflow roles
The quality workflow
The goal of a quality workflow is the swift resolution of site issues. It should be kept short and precise.
- The creator (construction manager): Identifies the issue on-site, documents it with a photo and location, and sends it to the subcontractor.
- The responder (subcontractor): Receives the task, performs the correction, and sends it back for verification.
- The approver (construction manager): Once the work is verified, the task is closed, creating a permanent, traceable record of the resolution.
The RFI workflow
Requests for Information (RFI) typically follow the reverse logic of a quality issue. They are initiated when a subcontractor finds a discrepancy in the design and needs a documented answer before work can proceed.
If the construction manager cannot provide a definitive answer, the RFI is forwarded to a third role, such as the architect or engineer, who provides the technical specification.
Best practice for task workflows
Separate your task types
Keep different processes separate. A quality issue (correction) needs a different workflow than an RFI (clarification).
Map workflows to project roles, not names
Never add individual users to workflow roles, always add a user group. This makes it easier to scale your project.
Consider the next action
Build short, efficient workflows by always asking: "Who needs to act next?" Strip out unnecessary middle steps to speed up response times.
Take time to sketch your communication flows before setting them up in Dalux. In Dalux, task templates can be modified but not deleted. A deliberate, simple start prevents an unorganized setup that becomes difficult for on-site teams to navigate later.
Read more
We recommend following the step-by-step articles before deep-diving into features, but if you want to read about work packages and task templates in more detail, read these articles:
No matter the task type, it is important to place them directly on a drawing or in the 3D model. This makes the placement clear right away and helps improve response and completion time. The next step is to set up your locations so you can use them as a central navigation tool.