Clear communication is the cornerstone of every successful steel detailing project. Among the tools that facilitate this process, Requests for Information (RFIs) and Approval Drawings stand out as crucial tools.
While each serves a distinct purpose, real-world challenges often compel detailers to blur the lines between these two processes, using approval drawings as substitutes for RFIs. Here’s an in-depth exploration of what RFIs and approval drawings are, how they differ, and why this overlap sometimes becomes a necessity.
RFIs
An RFI is designed to address ambiguities or missing details in project documents. For example, if structural drawings conflict with architectural plans, or critical dimensions are omitted, an RFI provides a structured way to seek clarification. Typically, an RFI consists of a formal query, supplementary references, and often sketches to outline the problem.
However, while RFIs are invaluable for resolving uncertainties, they have limitations. The most significant challenge is their time-consuming nature. Responses can take weeks, especially in large projects with multiple stakeholders. This delay is problematic in the fast-paced world of steel construction, where every day counts.
Additionally, RFIs can sometimes fail to provide sufficient context for complex issues, relying solely on written descriptions and static sketches.
Approval Drawings
Approval drawings serve a broader purpose. They provide a detailed visual representation of the steel detailer’s work, showing how components fit within the larger project. These drawings are reviewed by engineers, architects, and general contractors, ensuring that the detailing aligns with the design intent.
Unlike RFIs, approval drawings are less formal in addressing specific questions. However, their strength lies in their visual context. Approval drawings can sometimes be overused, turning into a chaotic mix of clouds, notes, and questions. This makes it easy for approvers to either miss important details or intentionally ignore them. When faced with too many questions, approvers often add vague notes like “Coordinate with all trades,” which is frustratingly unhelpful for detailers.
Some clients even see asking questions on approval drawings as unprofessional—though the exact reasons for this perception aren’t always clear. The key is to strike a balance: use approval drawings to clarify issues, but without overwhelming the approver or undermining the process.
Why Detailers Sometimes Use Approval Drawings as RFIs
Although RFIs and approval drawings are distinct tools, there are practical reasons why detailers might use the latter as a substitute for the former.
- Faster Response Time Asking a question directly on an approval drawing is much quicker than submitting a formal RFI, which can take weeks to get a response. In steel detailing, time is a luxury we don’t have.
- Delays in RFI Responses: RFIs often take weeks to get answers, and steel detailing projects rarely have that kind of time to spare.
- Visual Clarity in Approval Drawings: Approval drawings allow for annotations, clouding, and proposed solutions, making it easier to convey complex issues visually.
- Tight Project Timelines: Steel detailing jobs are often needed “yesterday.” Waiting for RFI responses is simply not feasible in many cases.
- Straightforward Questions: Many queries are simple yes/no questions that can be resolved quickly during the approval process rather than through a formal RFI.
- Context and Solutions: Approval drawings provide the ability to showcase not only the problem but also the proposed solution, making it easier for reviewers to address.
- Avoiding Conflicting Answers: Using RFIs and approval drawings separately can sometimes result in contradictory feedback. Consolidating questions into approval drawings reduces this risk.
Challenges of Using Approval Drawings as RFIs
While this approach has its advantages, it’s not without challenges. Questions embedded in approval drawings can be overlooked, especially if they are not clearly flagged.
Design teams reviewing dozens of drawings might focus on dimensions and layout, missing critical queries. To counter this, detailers must ensure that their questions are highly visible, using bold annotations, notes, and clouded areas.
Additionally, relying on approval drawings for clarification can blur the lines of accountability. RFIs provide a formal record of communication, which can be invaluable in disputes or when tracking decision-making. Approval drawings, while effective, may not offer the same level of documentation unless carefully managed.
Striking a Balance
The key to effective communication lies in balancing the use of RFIs and approval drawings. Here are strategies to achieve this balance:
- Enhance Approval Drawings with Clear Annotations
When using approval drawings to pose questions, make sure queries are prominently marked. Use tools like clouding and bold notes to draw attention to critical issues.
- Pre-Detailing Questionnaires
Use a pre-detailing checklist to address potential issues early. This allows you to identify constraints like delivery methods, member lengths, and specific site limitations before starting the detailing process.
- Centralize Communication
Maintain a unified system to track questions and responses, whether they originate from RFIs or approval drawings. Digital platforms, BIM software, or tools like Bluebeam can facilitate this process, ensuring that all updates are documented and accessible.
- Leverage Visual Tools
For complex issues, supplement RFIs with diagrams or even 3D models to provide the necessary context. This can bridge the gap when approval drawings are insufficient.
- Establish Clear Protocols
Work with project stakeholders to define when and how RFIs and approval drawings should be used. Clear guidelines help prevent misunderstandings and ensure consistent communication.
In the end, whether using an RFI, an approval drawing, or a combination of both, the goal remains the same: to facilitate clear, efficient communication that keeps projects on track and ensures the successful execution of every design.
For more insights into steel detailing best practices, visit ESD Solutions Blog.
