At the start of a recent project, I thought I would try a little experiment:  paperless calculations. I pride myself on generating volumes of explanatory documentation on the buildings I design.  I wondered if it would be possible to change my work flow from a paper dependent one into a virtual/paperless (or even less paper) process.

The structural engineers and designers at BJG have done a great job of streamlining our calculation processes.  For instance, at the beginning of each project, we always have the same information:  project location, building type, seismic and wind information, etc.  So we developed an Excel sheet that had fill in the blanks for all the information we would always use and need at the beginning of each project.  With a number of these spreadsheets around as well as Mathcad, I thought it was going to be easy to maintain my no paper calcs policy.  When I finished a calc, I would put a pdf copy into a folder, label it with a number and a description (so that the files would sort correctly) and move on.

As I went further with my calculations, I realized how much my work flow depended on using my paper calculations as a reference.  I found myself going back to change minor things, needing information, adding notes, page references.  These things were very easy with a printed off set, but cumbersome with pdf.  Not to say that I can’t change, but I found it difficult (or maybe different is the better word) to work without having my completed pieces of calculations on my desk as a reference.

Changing years of built in work flow is a large hurdle to overcome when trying to adopt process improvements such as going paperless.  This change will take me a couple of jobs to document and get right.  Currently, the jurisdictions we work with still require paper calculations and drawings for permit submittal.  With time, I am sure, and I hope, that this will change.  I would love to see the day of electronic submittals to the city in lieu of 5 stamped copies 3 unstamped and 2 sets of calcs.  Laws will have to change, workflows, etc. but that is the topic of another blog article.