The RFI Bottleneck
Requests for Information (RFIs) are a necessary part of construction. When questions arise about drawings, specifications, or design intent, RFIs provide a formal mechanism for getting answers. But when RFI response times drag on, the entire project suffers.
The True Cost of Slow RFIs
Every day an RFI sits unanswered, your project accumulates costs:
- Idle crews waiting for clarification
- Schedule delays that compound downstream
- Workarounds that may need to be redone
- Frustration that damages stakeholder relationships
A 2013 study by the Navigant Construction Forum (The Real Cost of RFIs) found a mean RFI response time of about 9.7 days. For a large project with hundreds of RFIs, that adds up to significant delays.
Why RFIs Take So Long
Understanding the bottlenecks is the first step to fixing them:
- Manual routing - RFIs sent via email get lost or overlooked
- Unclear ownership - No one knows who should respond
- Missing context - Responders need more information to answer
- Review bottlenecks - Multiple parties need to weigh in
- Poor tracking - No visibility into where RFIs are stuck
Strategies to Cut Response Time
1. Standardize the Process
Create a clear, documented RFI process that everyone follows:
- Who can submit RFIs
- What information must be included
- Who reviews and responds
- What the expected timeline is
2. Improve Submission Quality
Many RFIs are delayed because they're incomplete or unclear. Require:
- Specific drawing/specification references
- Photos or markups showing the issue
- Clear statement of the question
- Suggested resolution if applicable
3. Automate Routing
Replace manual email chains with automated workflows that:
- Route RFIs to the right person based on discipline/area
- Send automatic reminders for pending responses
- Escalate overdue items to management
- Track status in real-time
4. Remove Location as a Bottleneck
Consultants and architects should be able to review and respond to RFIs without waiting to get back to a particular office or server. Browser-based RFI management means responders can act as soon as they are notified.
5. Create Response Templates
Many RFIs cover similar ground. Build a library of standard responses that can be customized, reducing the time to craft each answer.
6. Track and Analyze
What gets measured gets managed. Track RFI metrics including:
- Average response time by party
- Number of open/closed RFIs
- Most common RFI topics
- RFIs requiring multiple rounds
Use this data to identify bottlenecks and hold parties accountable.
Technology as an Enabler
Modern construction management platforms like Arkan include purpose-built RFI management that addresses these challenges:
- Structured submission forms ensure complete information
- Configurable approval workflows route RFIs to the right reviewers, with escalation of stalled items
- Due dates and overdue filters show which RFIs need attention
- Web and mobile app access lets responders act as soon as they're notified
- Attachments and references to drawings and documents provide context
- Official responses and workflow history record who answered what, and when
Getting Started
You don't need to transform everything at once. Start with these steps:
- Audit your current RFI process
- Identify the biggest bottlenecks
- Implement one improvement at a time
- Measure the results
- Iterate and improve
Ready to see how Arkan can streamline your RFI process? Request a demo and we'll show you how.