How Owner-Reps Cut RFI Turnaround by 60% with Audit-Ready Routing

## Why status chasing was costing the team over $47K per build-out - RFI responses lived in Outlook and private drive folders, creating a multi-day lag for stakeholders - No shared SLA tracking meant leadership learned about schedule slips after commitments were already blown - Change orders couldn't be tied back to source documents without manual forensic work ## What changed after implementing PRJCT X 1. The owner-rep built conditional routing so Architects, MEP engineers, and procurement automatically received requests tied to cost codes 2. Every RFI inherited the project's budget exposure, so leadership dashboards highlighted dollar impact in real time 3. Weekly executive summaries pulled directly from the platform—no screenshot decks, no manual reconciliation ## Outcomes within the first 60 days | Metric | Before | After | | --- | --- | --- | | Average RFI response time | 5.1 days | **36 hours** | | Hours spent collating updates | 10 hours/week | **2 hours/week** | | Disputes traced to missing documentation | 3 per quarter | **0** | > “The audit history inside PRJCT X saved us $47K on a contested change order because approvals were timestamped and permissioned—there was nothing to argue about.” – Director of Facilities, National Retailer ## Implementation tips - Map your routing by cost code and trade so notifications stay relevant - Require subject-matter leads to answer in-platform; replies from email automatically attach to the RFI record - Embed live dashboards in your standing OAC meeting invites so stakeholders arrive prepared