The RFI Process: Why it Matters, and How To Do It

Powerful findings from analyzing 1,362 projects.

👋 Hey, Kyle here! Welcome to The Influential Project Manager, a weekly newsletter covering the essentials of successful project leadership.

Today’s Overview:

• For most PMs, the RFI process seems like a pile of paperwork. But trust me, they're more than that.

• In world of construction management, information is gold. Without it, production, flow, and predictable outcomes can become a real challenge.

• There are easy ways to successfully manage the RFI process and I’m going to tell you how to do just that. It boils down to establishing clear contract expectations, utilizing digital tracking, and following these proven best management practices.

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The RFI Process: Why it Matters, and How To Do It

Filed under: Construction

For most PMs, the RFI (Request for Information) process seems like a pile of paperwork. But trust me, they're more than that.

RFIs are simply requests for information, yet, there’s nothing simple about them if they’re not handled properly. If overlooked, you'll face delays, extra costs, and unhappy clients.

In world of construction management, information is gold. Without it, production, flow, and predictable outcomes can become a real challenge. The right info at the right time can be the deciding factor between a project that runs smoothly and one that feels like you’re constantly putting out fires.

That’s where the RFI comes into play. They're not just paperwork; they're important tools designed to pinpoint issues and gather necessary details. They bridge the gap between what was planned and what is actually being built.

In today's issue, we're going deep on RFIs. There are easy ways to successfully manage the RFI process and I’m going to tell you how to do just that.

Let’s break it down:

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What is an RFI?

RFIs, or Requests for Information, are important tools in construction for clear communication. They allow contractors to ask owners, construction managers, designers, or engineers about any aspects of the contract documents that aren't clear.

When an RFI is sent, it's typically the job of the owner's design team to provide a response to the question in writing. This process is a routine and necessary form of communication on virtually all projects today. But it is not a process free of risk.

Here's the catch: the RFI process can often morph from a form of communication to a basis for claims, delays, and productivity impacts.

The good news? Owners and construction managers can streamline the RFI process, reduce misunderstandings, and stop misuse by:

1. Establishing clear contract expectations.

2. Leveraging technology.

3. Following best management practices.

Let's start by exploring the history and evolution of RFIs. After that, I'll break down each solution step by step, so you can manage the RFI process with confidence.

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The Evolution of RFIs in Construction

The origins of RFIs in the construction industry are a bit of a mystery. Back in the era of the "Master Builder" — a period that began with the construction of the Great Pyramids by the Egyptians around 2680 BC and was later formalized by the Code of Hammurabi, one of the earliest and most complete written legal codes, in 1750 BC—the concept of RFIs did not exist.

Why? Because the same people who designed the projects were the same ones who oversaw their construction. They were likely present on-site every day, fully grasping the design's intent and thus eliminating the need to ask any questions.

However, by the mid-19th century, as construction grew more complex, the roles within a project began to diverge. This separation meant that planning and execution were handled by different parties.

The architect, engineer, and constructor each took on separate responsibilities, working more in isolation from each other. This shift likely marked the birth of the RFI, a necessary tool to bridge the new communication gap caused by the separation of functions.

The designer was no longer on the site every day and the contractor was no longer involved in every detail of the project’s planning and design. Consequently, a mechanism for posing questions to the designer—the RFI—was established and quickly became a standard practice.

Read also: Why is it So Hard (and Expensive) to Build Anything?

The Rise of Bureaucracy & Administration

Traditionally, architects' plans were always more conceptual, requiring contractors to seek additional clarifications directly. Up until the 1970’s this exchange of information occurred informally, either in person or over the phone, without the need for any documentation.

The rise of lawyers, claims, and professional liability insurance in the 1950s and 1960s created the need for a more formal documentation process. The casual exchange of questions and answers now required meticulous recording, paving the way for the formalization of the RFI process as we know it today.

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The Shocking Numbers in RFIs

The Navigant Construction Forum published some time ago a very interesting research paper on the impact and control of RFIs on construction projects. In a nutshell, here are some of its most powerful findings from analyzing 1,362 projects:

• RFI Volume: Projects typically see about 9.9 RFIs for every $1 million spent. More RFIs equate to more headaches and delays.

• RFI Response Time: It takes about 10 days on average to get an RFI answered, but 23% of them might as well be sent to a black hole—they never get a reply. This lag is a red flag for bigger issues and can push your costs up.

• RFI Costs: Handling an RFI isn't cheap, running about $1,080 each, and that's a conservative estimate. Today, you're more likely looking at $2,000 to $3,000. And that's not including the indirect costs like delays.

• Time and Money: On average, a project will burn through 6,368 hours dealing with RFIs, costing around $859,680. Ouch.

• Necessary vs. Avoidable: About 65% of RFIs are legit questions that need answers. However, 22% could be dodged with tighter designs or better teamwork, and 13% are just noise, avoidable with clearer communication.

• Schedule Impact: The average RFI has a potential impact of 7 days on the project schedule.

In summary, having too many RFIs is often a sign of trouble. With stats like these, it's clear that managing RFIs effectively is not just about reducing paperwork—it's crucial for saving time, money, and avoiding stress.

Your strategy should focus on two main objectives:

1. Reduce the Number of RFIs: Aim to lower the quantity of RFIs, which should, in turn, minimize their negative effects and the unnecessary complications they often introduce.

2. Optimize Your RFI Process: Work on refining your RFI process to ensure it's as straightforward, efficient, and effective as possible.

Now here’s how you do it:

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3 Steps to Streamline Your RFI Process

Let's simplify how everyone in construction (owners, contractors, architects, and more) can make RFIs less of an issue:

1) Standardize Contract Language

Imagine if everyone spoke the same language on your project. By setting up clear, agreed-upon terms right in the contract, we can cut through confusion and keep RFIs straightforward. Here's some examples how:

• Define Terms Clearly: Make sure everyone understands the project language by defining expectations.

• Outline the RFI Process: Spell out how RFIs should be handled, step by step.

• Assign Clear Roles: Clarify who does what, so there's no back-and-forth guessing.

• Set Firm Deadlines: Agree on how quickly RFIs need answers.

• Use Standard Forms: Keep submissions consistent and easy to review.

Before diving in, it's wise for project owners to consult with their legal team. They’ll make sure every term used is nailed down in the contract, which could mean we'll need fewer RFIs to begin with.

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2) Track and Monitor Your RFIs Digitally

Moving RFI management online is a game-changer. Despite our recent advancements in tech, too many in the construction world still rely on emails, spreadsheets, or even pen and paper for RFI tracking. This approach is practically an invitation for confusion and disputes.

Example of INGENIOUS.BUILD Project Dashboard

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INGENIOUS.BUILD brings everyone together in an all inclusive platform designed to manage daily operations within financials, project management, and construction administration (RFI’s).

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3) Train Your Team on RFI Best Practices

Last but not least, the Navigant Construction Forum outlined some key best practices for both owners and contractors. Here’s a quick rundown:

For Owners/Architects:

• Make sure every RFI follows a uniform numbering system to keep things organized and easy to track.

• Include deadlines for RFI responses in your contracts to guarantee quick replies.

• If you can't respond to an RFI right away, just let the team know why and when they can expect an answer.

• Keep tabs on RFI statuses and responses with an electronic tracking system.

• Motivate the team to look for the most cost-effective solutions when submitting RFIs.

• Do your best to respond to RFIs within 10 working days, but take the RFI's urgency and solution complexity into account.

• Make sure to share RFIs with the whole team at once to keep everyone in the loop.

• When you reply to an RFI, add any necessary references and attachments to clear up any confusion.

• For responses that need extra details, consider using hand-drawn sketches to speed things up.

• Record all RFI responses in the contract documents to ensure nothing gets lost.

• Don't let the paperwork bog you down; keep your documentation process efficient.

For Contractors:

• Bring up any issues early on with RFIs to avoid delays down the line.

• Aim to submit RFIs at least 10 days before you need an answer to keep the project moving smoothly.

• Focus each RFI on just one topic or issue to keep things clear.

• If you're finding certain areas need more clarification, grouping related issues might help get faster responses.

• Mark each RFI with its level of urgency so everyone knows what needs immediate attention.

• Try to offer up a solution whenever you can, as it might just speed up the response time.

• Be clear if an RFI is urgent and needs a quick turnaround to avoid impacting the schedule.

• Assume your RFI is good to go unless you hear otherwise.

• Highlight any potential cost or schedule impacts in your RFI to avoid surprises.

Preventing RFIs:

• Start with a solid coordination phase, involving a contractor, to iron out design documents well in advance.

• Consider a peer review for an unbiased look at the contract documents.

• Before setting your budget, have a construction manager do a constructability review to ensure the design is practical.

• Define the scope of work for subcontractors early and go over it in detail.

• Make the most of pre-bid meetings to address any questions, maybe even scheduling a second one closer to the bid date.

• Insist that key team members attend pre-bid meetings to nip any issues in the bud.

Training your team on these best practices will reduce RFI-related delays and disputes, allowing for a smoother project.

Also read: Constructability: A Key Step to a Smooth Project

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How to Write the Perfect RFI

INGENIOUS.BUILD Example RFI

Writing an RFI is not too difficult, as long as the person doing the writing is focused on the end goal, which is completing a successful construction project.

Here's how to write RFIs that are clear, concise, and considerate:

1. Format: Keep all RFIs in a consistent format to help everyone follow along without any confusion.

2. Writing: When you're asking for info, provide the context and be as clear as you can about what you need, steering clear of any vague questions.

3. Yes/No: Try to ask your question in a way that can be answered with a simple YES or NO, or ask directly for the specific guidance you need, making it easier for the recipient to respond quickly. Confirming RFIs are the best RFIs.

4. Audience: Write your RFI with the reader in mind, ensuring it's clear and considerate, because a real person has to read and understand it.

5. Title: Pick RFI titles that are descriptive and straightforward, so they're easy to find later on.

6. Suggestion: If you can, suggest a solution or two in your RFI. It shows you're thinking ahead and can help speed up the decision-making process.

7. Visuals: A picture is worth a 1000 words. Include a drawing or photo to make your question much clearer and help avoid back-and-forth.

8. Details: Always link your RFIs to the relevant drawings, sheet number, and spec section for quick reference.

9. Formality: Keep the language professional and refer to everyone by their role, avoiding personal pronouns ("we," "you"). Refer to parties by their roles (Engineer, Architect, Contractor, etc.).

10. Impact: Take a moment to think about the RFI's impact and necessity before you send it off. It's all about asking the right questions at the right time.

11. Topics: Aim to focus on a single main question for each RFI. If you have questions that are closely related, feel free to group them together, as long as are all connect directly to the primary question.

12. Time frame: Give people a reasonable amount of time to respond, usually between 5 to 10 days, but don't forget to set a specific deadline for urgent issues.

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Final Thoughts

I hope this gives you a fresh outlook on the RFI process. The most Influential Project Managers today are placing their focus on optimizing their production systems for smoother, more profitable operations. And a big part of that means getting the right info exactly when you need it.

Make it your mission to set yourself up for as few RFIs as possible and nail your process. This will lead you to fewer delays and boost your bottom line.

Digital platforms like INGENIOUS.BUILD are making that easier by revolutionizing the RFI process, connecting everyone, and saving you precious time and energy.

Remember, mastering RFIs sets true leaders apart. Build a process, follow it, and turn RFIs from a risk into an opportunity to stand out.

Let me know how it goes, or reply if you have any questions!

That'll do for this week - until next Tuesday!

Kyle Nitchen

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