Bird Construction

Bird Construction faced significant challenges with its document management system. There was no formal policy in place for document management, and no standard method for document tagging or file organization, making it difficult to locate project documents. Each project site was set up differently, leading to inconsistencies and time-consuming security setups for subsites and libraries. Additionally, there was no secure method for external access by clients and staff.

Our initial task involved remedying existing issues on their SharePoint 2010 farm, particularly concerning databases and information architecture. We installed a new development farm and focused on enhancing project management solutions through the creation of project prototype wireframes. These prototypes were developed and tested on our network before being implemented on Bird’s on-premises farm.

Significant efforts were made in developing a standardized taxonomy by harvesting implicit taxonomies—identifying commonalities in current document filing practices. This led to the establishment of a standard taxonomy and content types for document management, facilitated by a SharePoint Content Hub for easy management across the farm.

Key interventions included:

• Organizing strategic workshops with staff to brainstorm and iteratively design document management systems.
• Developing document management templates for quick creation of standardized project sites.
• Implementing PowerShell scripting for new site provisioning, including permissions setup.
• Customizing search pages with refinement panels for easier document retrieval.
• Implementing color-coded calendars and auto-tagging documents for improved organization and accessibility.

The collaboration process, although lengthy, resulted in a successful overhaul of Bird’s document management practices. The new system significantly reduced project team start-up times—from hours to minutes—and standardized project structures across all initiatives. This standardization not only facilitated easier navigation and consistency but also supported audit and legal documentation requirements through improved search capabilities and inherent document version management.

Bird Construction now enjoys a robust, scalable document management system that supports its growth and the seamless integration of future acquisitions. The project’s success was underpinned by effective communication and diligent project management, which were crucial in keeping the project on track despite the busy schedules of involved stakeholders. The improved system has not only enhanced operational efficiencies but also fostered a more cohesive organization across multiple locations and time zones.