Project coordination
A practical routine for keeping RFIs moving
Make each RFI easier to answer, review the right open items, and keep the final response attached to the original question.
An RFI list can tell you how many questions are open. A useful review tells you what each question is holding up and who needs to act. Start with a clear question, then give follow-up a regular place in the team's routine.
1. Give the question enough context
Use a specific subject and describe the condition the team encountered. Point to the relevant drawing, detail, or specification when you have it. Attach a photo or marked-up excerpt when it helps explain the issue. Avoid combining unrelated questions in one record.
- What condition needs clarification?
- Which document or location is involved?
- What specific answer does the team need?
2. Make the requested response clear
A recipient should be able to identify the decision being requested without reconstructing the entire conversation. Separate known facts from a proposed approach, and explain the work affected. If a response date matters, state the reason for that date.
3. Review impact as well as age
During the project team's coordination review, look at unanswered items, overdue responses, and questions that affect work about to begin. Confirm the next responsible person and the next follow-up. Age is useful context, but an older question is not automatically more urgent than a new one.
4. Keep the outcome with the question
Record the response in the original thread and confirm the team understands it. If it leads to additional work or cost, document that through the appropriate project process. An RFI answer and an approved change are different records with different purposes.
Put it to work
A clear question, an identifiable next action, and a recorded answer make an RFI useful after the meeting is over.
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