Smooth Consensus with Clients! Streamlined Agreement Building through Point Cloud Data Sharing

Table of Contents

• Common challenges in reaching agreement with clients

• What is point cloud data sharing?

• Benefits of point cloud data sharing: why clients are convinced

• How to implement point cloud data sharing and key points

• Make point cloud use accessible with simple surveying via LRTK

• FAQ

Common challenges in reaching agreement with clients

In architectural and civil engineering projects, reaching agreement with the client (project owner) is critically important. However, conventional methods tend to rely on drawings and photographs to convey the completed image, and it often takes a long time before the client is truly satisfied. In particular, two-dimensional plans and design drawings alone make it difficult to convey a sense of scale and depth, so it is not easy for non-expert clients to accurately imagine the final appearance. As a result, discrepancies such as "this is different from what I expected" may emerge later, leading to rework or additional construction due to "this is not what I thought it would be." Such misunderstandings can prolong meetings, extend schedules, and increase costs, and they can negatively affect the trust relationship with the client.

Furthermore, drawings alone cannot fully capture on-site details such as subtle site conditions or slopes, causing differing impressions among stakeholders. For example, in renovation or remodeling work, when explaining the relationship between the current state and planned changes to the client, it is difficult to intuitively convey "what will change where" on paper drawings, and repeated explanations and revisions tend to be required. The background to the difficulty of smooth consensus building with clients is that information transmission methods have been limited in this way.

What is point cloud data sharing?

An emerging approach attracting attention to solve these problems is the use of "point cloud data." Point cloud data (point clouds) are 3D data obtained as a collection of countless points that make up space through laser scanning or photogrammetry. Each point includes actual coordinates (X, Y, Z) and color information, and when the collection of points is displayed on a computer, it becomes a 3D model that looks as if reality has been directly copied. For example, if you perform point cloud surveying of a building interior, you get a digital model of the "current state as-is," including walls, ceilings, differences in height, small beams, and piping.

Point cloud data sharing refers to sharing such acquired point cloud data among stakeholders—clients, designers, contractors, and so on—and using it as common 3D information for consensus building. While traditional photos and drawings provided only planar information, sharing point cloud data allows all stakeholders to view the same volumetric spatial information simultaneously. In other words, you can show the other party the "digital site" in its entirety. This enables visual sharing of details that are difficult to convey with words or drawings, and is expected to greatly reduce recognition gaps.

Originally, point cloud data was a technology that helped improve efficiency in surveying and construction management, but recently its use as a communication tool has expanded thanks to integration with BIM/CIM models and the development of cloud services. You can overlay on-site point clouds with design data for checks, or share the current situation with remote clients—the uses are varied. Especially with the ability to share point clouds in the cloud, an environment where "you can understand the site without being there" is gradually being established.

Benefits of point cloud data sharing: why clients are convinced

Why does sharing point cloud data increase client confidence and smooth consensus building? Here are the main benefits.

• Conveys the finished image intuitively: Because point cloud data creates a 3D model of the real space, clients can intuitively understand the finished image, including heights and depth that are hard to grasp from drawings. For example, how much smaller a room will feel if a new wall is installed, or how ceiling height compares to a person's height—sensory aspects like these become obvious when checked on point cloud data. Allowing clients to freely look around the 3D space themselves helps them quickly gain understanding with an "aha, so that's how it will be" feeling.

• Prevents rework due to mismatched expectations: If all stakeholders can confirm the current state and plan on the point cloud data before construction, image mismatches can be resolved in advance. For example, designers can overlay a 3D model of a new structure on the point cloud and present it to the client, explaining "this will be located here" as if on site. When the client sees the finished plan overlaid on the actual scene, it can prevent later revelations of "this is different from what I expected." As a result, changes to specifications and additional work later on are reduced, stabilizing the project schedule and costs.

• Efficient information sharing and faster decision-making: Sharing point cloud data enables clients, designers, and contractors to share the same information from the same viewpoint. Instead of one person going to the site and bringing back measurement results, everyone can check the current situation in the digital space, producing the effect of "seeing is believing." This shortens the time spent on explanations and discussions and speeds up decision-making. For clients, the ability to verify proposals with their own eyes increases reassurance and lowers the psychological hurdle to reaching agreement.

• Improved credibility: Explaining while showing detailed 3D data enhances the persuasiveness and credibility of project staff from the client’s perspective. It gives the impression that the proposer has accurately understood and is accounting for hidden parts, allowing the client to entrust the work with confidence. The mere use of up-to-date technology can itself be added value and lead to increased trust in the company or personnel. By making explanations smoother through point cloud data sharing, the trust relationship with the client can be strengthened.

• Consensus building possible remotely: Because point cloud data is digital, it can be viewed and shared from anywhere via the internet. Even if a busy client cannot visit the site, they can check the 3D data from home or the office. If you explain using screen sharing in an online meeting, they can virtually experience the site and obtain an understanding akin to an in-person visit. This enables consensus building beyond geographic constraints and increases flexibility in meetings.

As described above, point cloud data sharing provides clients with opportunities to "see" and "experience," making it a powerful means to elicit understanding and consent. By sharing a realism that could not be achieved with drawing-based explanations, the quality of communication dramatically improves and the time and effort required for consensus building are greatly reduced.

How to implement point cloud data sharing and key points

Although the benefits of point cloud data sharing are significant, you may wonder, "How do you actually do it?" Here is an outline of the practical flow and key points from obtaining point cloud data to sharing it with the client.

1\. Point cloud data acquisition (3D scanning): First, obtain point cloud data of the site conditions. Historically this required expensive 3D laser scanners and surveying instruments, but recently drone-mounted LiDAR, photogrammetry, and even LiDAR sensors built into smartphones and tablets make scanning easy. For interior and exterior of buildings, you can obtain fairly detailed point clouds just by walking around with a modern smartphone. For wider areas or higher precision needs, dedicated equipment may be used, but the important point is that you can choose the method according to the purpose, giving you flexibility. What matters is digitally capturing the current state in full for the scope and accuracy you want to convey to the client.

2\. Data processing and preparation: Acquired point cloud data may undergo simple processing such as noise removal and coordinate adjustment. For example, you might merge multiple point clouds into one model or adjust colors for better visibility. However, advanced editing is not mandatory; in principle, using the data as acquired is acceptable. In fact, raw point clouds that faithfully reflect reality have value, so there is no need to modify them more than necessary.

3\. Uploading to the cloud and sharing settings: The easiest way to share point cloud data with stakeholders is to use a cloud point cloud viewer service. Uploading the point cloud data to a dedicated cloud platform automatically makes it viewable online. Then, simply issue a shareable URL (link) and send it to the client. The client can open the link in a PC or tablet web browser to display the 3D point cloud. No special software installation or licenses are required; by sending the URL via email or chat, "anyone can view 3D data" with ease. Many services also let you set passwords or expiration dates for share links, addressing security concerns.

4\. Reviewing the data with the client and building consensus: Once the client can view the point cloud via the share link, use it for explanations and meetings. For example, during an online meeting with screen sharing, explain on the point cloud where "this is the current condition" and "this part will be renovated like this." The client can move the viewpoint in the browser or zoom into areas of interest, and measurements of distances or areas can be taken on the spot to resolve questions. Because everyone can converse while viewing the same 3D space, subtle nuances are easily shared. If necessary, overlay a BIM model or CG rendering under design to compare predicted completion with the current situation. Even in face-to-face meetings, displaying the point cloud on a tablet allows site checks without going to the field, and having the client operate it during the meeting deepens understanding.

5\. Ongoing use of the data: After consensus is reached, point cloud data can be used in various ways. Keeping it as a record of the agreement allows later verification of "the original plan and changes," and during construction it can be used for workmanship management and additional reviews. For the client, it becomes a valuable reference to look back on the pre-construction state after completion. Efforts to share point cloud data thus become a foundation that supports information sharing throughout the project, not just a one-time explanation.

The above is the general flow, but key points for implementation include making the data as easy to view as possible and supporting clients so they can operate it without difficulty. Fortunately, cloud point cloud viewers are already established as mentioned above, so recipients do not need software knowledge. Regarding large data sizes, cloud-based streaming display enables smooth viewing even without a high-performance PC. If you remove barriers such as "the data is too heavy to open" or "I don't know how to use the software," you can fully enjoy the benefits of point cloud data sharing.

Make point cloud use accessible with simple surveying via LRTK

We have seen that using point cloud data sharing can dramatically smooth consensus building with clients. However, some may feel that "obtaining point cloud data in the first place is difficult." Finally, we introduce simple surveying with LRTK (L-R-T-K), an approach attracting attention as an easier way to obtain point cloud data.

LRTK is a solution that enables high-precision surveying and point cloud capture using just a smartphone. By combining a dedicated compact positioning device with a smartphone app, it is designed so that anyone can easily perform 3D scans of a site. Specifically, the smartphone’s built-in LiDAR sensor or camera scans the surroundings while the LRTK device assists with centimeter-class high-precision GPS (RTK positioning) — cm level accuracy (half-inch accuracy). As a result, you can obtain highly accurate point cloud data just by walking around with a smartphone, without large-scale equipment.

Moreover, LRTK integrates with cloud services, allowing on-site point cloud data and photos to be synced instantly to the cloud. There is no need to take data back to the office PC; you can upload directly from the site and issue share links. In other words, LRTK’s strength is that you can complete the whole process from point cloud acquisition to sharing with a single smartphone. It is designed to be easy to use even for those without surveying expertise, making it suitable for small contractors and site personnel.

Introducing simple surveying with LRTK not only streamlines time- and labor-intensive surveying tasks, it also lets you show detailed on-site data to clients on the spot. Examples from the field include "a site survey that used to take two people a whole day was completed in minutes with LRTK," and "sharing the acquired point cloud immediately made client explanations smoother and increased credibility." Although cutting-edge technology may sound daunting, friendly tools like LRTK make it possible for anyone to realize the innovation of consensus building through point cloud data sharing.

To achieve client-satisfying consensus, why not start by incorporating digital technology in familiar places? By using simple surveying with LRTK, you can make the powerful communication tool of point cloud data far more accessible. The result should be improved trust-building with clients and smoother project execution overall.

FAQ

Q. What is point cloud data? A. Point cloud data is data that records many points composing real space as three-dimensional coordinates. It is obtained by laser scanners or photogrammetry and represents the shapes of buildings and terrain with countless points. When displayed on a computer, the point cloud appears as a 3D model resembling the real object, so it can be described as a digital copy of the site.

Q. How do I show point cloud data to a client? A. The simplest method is to upload the data to a cloud service that supports point cloud viewers and send the client a shareable URL. The client can click the link to display the point cloud in a browser. No special software or high-end PC is required, and it can be viewed on a computer, tablet, or smartphone. Viewing together while explaining, or letting the client operate the view, helps them understand intuitively.

Q. Can point cloud data really be viewed without dedicated software? A. Yes. Web browser–based point cloud viewers have emerged recently, so as long as there is internet access, dedicated software is not necessary. For example, the cloud viewer provided by LRTK allows you to open a shared link to freely rotate and zoom the 3D point cloud and perform distance measurements. Even without specialized tools on the recipient side, anyone—clients or internal staff—can experience 3D data.

Q. Don’t point cloud surveys require expensive equipment or expertise? A. Historically, expensive laser scanners and skilled surveyors were needed, but technological progress has lowered the barrier. With LiDAR scanners on higher-end smartphones or small drones and surveying devices, even non-specialists can relatively easily obtain point clouds. Using solutions like LRTK, simple surveying with a single smartphone becomes possible. With training, site staff can perform measurements themselves, making it easier for small companies to adopt.

Q. I hear point cloud data files are large—can they be shared smoothly? A. Point cloud data can be highly detailed and reach file sizes of several hundred MB to several GB. However, if shared via the cloud, recipients can view via streaming without downloading, so with a good network connection the data does not feel heavy. It is also possible to split regions or compress as needed. Using share links avoids the size limits of email attachments, so large files can be shared and viewed without stress.

Q. I’m concerned about security and data confidentiality. Is it safe to upload to the cloud? A. Using a trusted cloud service can ensure security. You can restrict access by setting passwords or expiration dates on share links and limit permissions so only intended recipients see the data. When sharing with external clients, view-only links reduce the risk of unauthorized modification or downloading. If you need stricter internal control, options such as VPNs or private clouds are available. In any case, convenience and security can coexist for point cloud data sharing if appropriate operational policies are in place, so please use it with confidence.