Stop the Submittal Shuffle: Why Your Review Process Is a Hidden Project Risk

Architects and engineers know the submittal process is critical, but it’s often a source of anxiety about meeting deadlines. The constant stream of emails, the fear of misplacing a key document, and the nagging question, “Is this going to be completed on time?” can create a lot of stress. This isn’t just a minor issue; it’s a significant risk to your project’s timeline and budget. The submittal shuffle is a hidden problem that can lead to costly delays and communication breakdowns, and even legal liability, all of which can increase anxiety about getting things done.

The Hidden Costs of a Broken Submittal Process

A disorganized submittal process introduces serious risks to your projects.

• Project Delays: The ripple effect of a single late submittal can be catastrophic. If a key material approval is delayed, it can push back procurement, slow down the construction schedule, and ultimately delay the project’s completion. Consider a scenario where a critical structural steel submittal is held up for weeks. This doesn’t just impact the steel fabrication; it stalls the entire construction sequence, affecting subsequent trades like concrete pouring, framing, and even interior finishes. Each day of delay can translate into thousands of dollars in extended overhead, liquidated damages, and lost revenue.
  
• Communication Breakdown: When there’s no clear ownership, it’s easy for team members to point fingers. This lack of accountability damages collaboration and creates a cycle of confusion, leading to more mistakes and missed deadlines. Without a centralized system, team members resort to individual email chains, phone calls, and even sticky notes to track submittals. This fragmented communication makes it nearly impossible to get a holistic view of the project’s progress. Crucial information can be siloed, leading to redundant efforts, conflicting instructions, and an overall erosion of trust within the project team.
  
• Risk and Liability: Without a clear, documented audit trail, you have no proof of who reviewed what and when. This can expose you to professional and legal risks if disputes arise later on, making it difficult to defend your decisions. In the event of a construction defect or a project failure, the first thing legal teams will look for is a comprehensive record of approvals and communications. A missing or incomplete audit trail can leave your firm vulnerable to lawsuits, fines, and damage to your professional reputation. Proving due diligence becomes an uphill battle when you can’t definitively show who was responsible for each step of the review process.

• Sequencing the Review: You can now create a specific, ordered chain of reviewers with an Action List. A document only moves to the next person’s queue after the previous person has completed their review, ensuring every step is done in the correct order. This eliminates the common problem of submittals being reviewed out of sequence or, worse, being approved by someone who lacked the necessary prior input. For example, a structural drawing might first go to the lead engineer, then to the project architect for aesthetic review, and finally to the client for final approval. The system ensures this precise order is followed, preventing errors and rework.
  
• Real-Time Transparency: The system provides a clear, visual status for every submittal, so everyone on the team can see exactly where it is in the workflow. The “Action By” status makes it clear who has the document and what action they need to take. This means no more chasing emails or making frantic phone calls to locate a submittal. Project managers can quickly identify bottlenecks, and team members can proactively address their pending tasks. The visual dashboard offers an immediate snapshot of the entire submittal landscape, fostering a sense of shared understanding and collective responsibility.
  
• Clear Ownership: The feature assigns responsibility directly to a team member, eliminating confusion and ensuring no submittal gets lost in an inbox. Each submittal is explicitly assigned to an individual, making it impossible for tasks to fall through the cracks. This direct assignment fosters accountability and empowers team members to take ownership of their part of the review process. When everyone knows their specific role and responsibilities, the entire workflow becomes more efficient and less prone to errors.

The Benefits: How a Better Workflow Changes Everything

Adopting a structured workflow does more than just organize documents—it transforms how your team operates.

• Shorter Review Cycles: By eliminating bottlenecks and unnecessary communication, you can significantly reduce the time it takes to get submittals approved. Faster reviews mean faster projects. Streamlined processes mean that submittals spend less time waiting in inboxes and more time moving through the necessary approval stages. This acceleration directly impacts project timelines, allowing for earlier procurement, faster construction starts, and ultimately, earlier project completion.
  
• Unbreakable Audit Trail: Every step of the review process is automatically documented, creating a permanent, unchangeable record. This is invaluable for compliance, dispute resolution, and providing a clear history of decisions. From the moment a submittal is initiated to its final approval, every action, comment, and timestamp is meticulously recorded. This robust audit trail serves as an indispensable resource for demonstrating compliance with regulatory requirements, resolving contractual disputes, and providing irrefutable evidence of due diligence.
  
• Enhanced Team Collaboration: A transparent and accountable system fosters better teamwork. When everyone knows their role and can see the progress, it builds trust and improves efficiency. The “Action Queue” system promotes a collaborative environment where team members can easily see who is working on what and when. This transparency reduces misunderstandings, encourages proactive communication, and strengthens the overall cohesion of the project team. When everyone is on the same page, the collective effort becomes more powerful and productive.
  
• Reduced Project Risk: By streamlining the process and documenting every action, you can mitigate project risks and keep your projects on schedule and on budget. A well-managed submittal process is a cornerstone of effective risk management. By minimizing delays, improving communication, and establishing a clear audit trail, you significantly reduce the likelihood of costly errors, legal challenges, and budget overruns. This proactive approach to submittal management safeguards your projects from unforeseen complications and ensures their successful delivery.

Take Control of Your Projects