message has authority and ensuring all who is privy to each conversation. Contractors may rely on an informal message that suits them while facilities managers may assume the formal process will follow later. Once a dispute arises, fragmented communication makes it difficult to demonstrate what was actually agreed.
The importance of agreed systems NEC’s NEC4 Engineering and Construction Contract (ECC) directly acknowledges the shift towards digital working. Clause 13.2 recognises the use of web-based communication systems and states that where the Scope specifies a particular system, communications are only effective when issued through that system.
If a contract specifies the use of a platform such as Sypro, then instructions or approvals issued via other means like WhatsApp or text may have no contractual standing. At the same time, relying on informal channels instead of the agreed system can seriously weaken an organisation’s position if a disagreement escalates into a formal dispute.
How contract management tools
reduce risk Robust contract management platforms play a vital role
www.tomorrowsfm.com
in addressing these challenges. They are designed around contract workflows, ensuring that instructions, quotations and responses are issued by authorised individuals and follow the agreed process. They provide a single source of truth, with a full audit trail of communications and decisions, which is essential in a facilities management environment involving multiple stakeholders and service providers.
This does not mean eliminating informal discussion altogether. Contract management systems recognise that project teams still need to communicate quickly, providing features such as a conversations tab to allow for more informal, non-binding exchanges to take place within the contract environment rather than outside it. This keeps communication visible, audited, professional and governed by the contract while reflecting how people work.
Streamlining what is sent While informal messaging will realistically be here to stay it must be controlled. Agreeing a single system protects organisations and individuals, supports compliance and ensures that operational conversations do not unintentionally become binding contracts – saving time, cost
www.sypro.co.uk TOMORROW’S FM | 39
Page 1 |
Page 2 |
Page 3 |
Page 4 |
Page 5 |
Page 6 |
Page 7 |
Page 8 |
Page 9 |
Page 10 |
Page 11 |
Page 12 |
Page 13 |
Page 14 |
Page 15 |
Page 16 |
Page 17 |
Page 18 |
Page 19 |
Page 20 |
Page 21 |
Page 22 |
Page 23 |
Page 24 |
Page 25 |
Page 26 |
Page 27 |
Page 28 |
Page 29 |
Page 30 |
Page 31 |
Page 32 |
Page 33 |
Page 34 |
Page 35 |
Page 36 |
Page 37 |
Page 38 |
Page 39 |
Page 40 |
Page 41 |
Page 42 |
Page 43 |
Page 44 |
Page 45 |
Page 46 |
Page 47 |
Page 48
