Exclusive Neuroject Article: Construction workflows are an integral part of construction management. Workflows streamline processes and make construction businesses more efficient. In addition to helping, you understand workflows, this article will show you how to apply them to your next project. There are times when your crew completes a project in record time, but on the next job, they do it differently and wind up way behind schedule. Sometimes the inconsistency can be frustrating and costly.

Creating and implementing construction workflows into your project will result in huge efficiency gains at times like these. It’s usually easy to create these workflows because you come up with a good process for doing things you already do frequently but in a more efficient way.

A construction workflow is a business procedure that outlines the steps that must be done to effectively and consistently complete a given activity. According to KPMG’s research, only 31% of construction projects were completed within 10% of the allocated budget over the last three years. This underscores the urgent requirement for increased productivity, efficiency, and risk management in the construction industry.

Construction workflow project managers advocate for the adoption of project management systems to maintain control over construction activities throughout the project’s lifecycle. In this article, we will explore several essential workflows (or processes) that can greatly improve your management capabilities.

What is Construction Workflow?

Workflows in construction are used by organizations to allocate tasks to individuals and outline the sequential steps that need be taken to complete them. A construction workflow is a series of performed actions that build on one another until the task is finished.

A workflow project management could specify how to go about construction planning and scheduling, or it might outline how to finish the foundation work. Any task that needs to be completed on a construction project can be put through a workflow.

Workflows are crucial in any industry, but they are particularly crucial in the construction industry for three key reasons:

 

1. Accurate Task Management

If you give your employees a task without providing them with a construction workflow that outlines how to complete it, mistakes might happen that would delay your project or just take longer to complete. Effective workflow increases the likelihood that the job will be completed promptly and accurately by developing an efficient workflow in advance.

 

2. Standardized Process

When a construction workflow is organized, every task is clearly defined and followed each time, resulting in a project that is completed on time and on budget. With more predictability, you can develop a realistic budget and timeline that won’t depart from your forecasts and stop wondering when a project will be completed.

 

3. Time Saving

Workflows in construction save time not only for workers but also for employers. Having a construction workflow in place for your team allows you to start the task and walk away, leaving your staff to handle it without worrying about how they’re doing. You will be able to devote more time to more important matters as a result.

Projects can be completed on time, within budget, and on time when tasks are assigned, and efficient workflows are implemented.

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Construction Workflow Management

It is crucial to understand what a workflow entails in the beginning. It involves organizing, coordinating, and optimizing all activities and line items involved in a construction project, from early planning through completion.

It used to be that manual processes, spreadsheets, and paper-based documentation dominated construction workflows. These techniques have been beneficial to the sector for many years, but they also carry some inherent drawbacks. These restrictions include the potential for mistakes, delays in the communication of information, and challenges with progress monitoring.

These problems may cause project delays and dissatisfied clients. Because of this, the industry has seen significant advancements thanks to new technology. Workflow management in the construction industry can benefit from the correct software.

Businesses can overcome typical obstacles and gain access to several advantages by implementing software solutions designed specifically for the construction workflow sector. Your competitiveness and overall efficiency can be increased. So, let’s explore each of these workflow advantages in more detail below.

 

Effective Resource Management

Real-time visibility into labor, material, and equipment availability provided by construction software streamlines resource management, automating resource allocation, optimizing workforce, cutting down on idle time, and minimizing overages in material orders, which results in cost savings and increased profitability.

 

Improve Project Scheduling and Planning

Project planning and scheduling are crucial for successful construction workflow management. Software tools help create detailed plans, allocate resources efficiently, and establish realistic timelines. These tools enable project managers to visualize the entire project lifecycle, and identify milestones, and potential bottlenecks, enabling better decision-making and proactively addressing issues before they escalate.

 

Enhanced Productivity and Communication

Construction workflow management software is a crucial tool for efficient communication and collaboration in the construction industry. It offers a centralized platform for real-time sharing of project-related information, documents, and updates, reducing reliance on email, phone calls, and in-person meetings. This reduces time and minimizes miscommunication risks. The software also integrates with partners to access 3D models and project data, enhancing collaboration and reducing errors and rework.

 

Complete Document Management

Construction projects generate a large volume of documents, including drawings, permits, contracts, and compliance records. Manual management is time-consuming and error prone. Construction workflow management software offers robust document management capabilities, digitizing, organizing, and securely storing project-related documents in a central platform. This reduces the risk of lost or misplaced paperwork and ensures stakeholders work with the most current information. Document version control also helps in regulatory compliance and mitigates potential legal issues.

 

Decision-Making Driven by Data

Data is crucial in the construction industry for informed decision-making. Construction software collects and analyzes data from project activities, providing insights for real-time adjustments. By leveraging data analytics tools, companies can identify trends, monitor performance, and implement corrective measures. The software also generates detailed reports and dashboards, providing a comprehensive overview of project progress and performance, enabling strategic decisions to optimize workflow efficiency, resource allocation, and project outcomes.

As the project nears completion, go through each item. To avoid being in a rush at the end, schedule the time when it makes the most sense to start the project to prepare this checklist and time to go through it while working on it.

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Three Important Construction Workflows

It is a good idea to apply a couple of your company’s construction workflows because they have many advantages. Which should you pick, though? Here are three examples of workflows that any company involved in construction should use.

 

1. Worksite Tasks

Workflows should be developed by a construction project manager for tasks that are frequently repeated on the working site. You may design a workflow, for instance, to pour concrete for the foundation. Since there is typically no reason to depart from this workflow, standardizing it for your employees can help you speed up the procedure.

Flowcharts can help you a lot working worksite tasks, a flowchart will make the process a lot smoother using diagrams to represent a workflow or process.

Because workers frequently encounter situations requiring them to make adjustments, a flowchart is typically the best option for these tasks. For instance, if the crew is unable to pull the ready-mix concrete truck up to the site to pour directly into the forms, the flowchart can instruct them to use the concrete pump instead.

 

2. Bidding and RFIs

The procedure of placing bids on requests for information (RFIs) and responding to them is the ideal automated workflow candidate. It takes a lot of time and is frequently boring, and several bids are rejected for each one that is accepted.

By putting in place an RFI workflow, you may streamline this procedure so that you can concentrate on other activities while also improving the accuracy of your proposals.

Forms can help greatly in this process.

A form is typically a part of an RFI workflow. To save having to start over each time you answer to an RFI, this form contains all the information you require.

The form will contain details such the project name, location, firm, contact information, the title of the RFI, any pertinent dates, and a project breakdown. Online, free templates are available.

 

3. Closeout

The closeout is one of the most crucial building phases, however construction managers frequently undervalue it, which causes delays at the project’s conclusion.

Punch lists, which are documents that detail any work that does not adhere to the project and must be finished before final payment, must be completed by managers. You’ll increase your chances of receiving payment on schedule by incorporating these punch lists into a workflow and completing them before the project is complete.

Using checklists can make this process a lot easier and less time consuming.

As the project nears completion, turn these punch lists into a checklist and go through each item. To avoid being in a rush at the end, schedule the time when it makes the most sense to start the project to prepare this checklist and time to go through it while working on it.

These construction workflows can help improve efficiency, reduce errors, and ensure the smooth execution of construction projects. By implementing these workflows, construction businesses can streamline their processes and improve overall efficiency.

 

Workflow Management Software Of 2024

In the face of significant growth, workflow management software is crucial for preserving team cohesion and focus. It supports task planning, teamwork, workload management, and progress assessment, ensuring project completion and quality.

It is essential to choose the proper software for your team, your company’s objectives, and your budget. The creation of construction processes is made easy by the availability of form templates, daily reports, flowcharts, schedule tools, and checklists in construction workflow management software.

These platforms can revolutionize business processes and improve workflow. Businesses can use the reviews from The Ascent to identify a good software solution, test out numerous options, and pick the top one for next projects.

 

What is Workflow Management Software?

A tool for more effective task management and coordination is construction workflow management software. Users can automate and streamline procedures, usually in a sequential fashion, which helps to guarantee that all operations are completed accurately and in the proper order. Additionally, the software provides process visualization and progress tracking, enhancing teamwork, productivity, and minimizing mistakes.

Here are some examples of construction workflow managements that can help you make the project work procedure easier:

 

   1. Kintone

Kintone is a global construction workflow management platform that allows users to create various apps from scratch, using templates, or existing spread sheets.

What Makes It a Good Choice?

The drag and drop components of Kintone’s construction workflow management app make it simple to construct. It includes attachment spaces, drop-down menus, number fields, rich text fields, and more. Users may modify their workflows and keep track of every part of their teams’ workflows across all apps they construct using Kintone’s platform, from simple activities to complicated approval processes with branching conditionals.

Pricing and Plans

Kintone offers monthly pricing of $24 for 5 users, with a 30-day free trial, discounts for nonprofits and educators, and a free custom app build.

 

   2. monday.com

Monday.com is a project management software that streamlines construction workflow processes, focusing on structure and transparency, and is used by diverse industries, rapidly growing teams, and enterprise organizations, bridging the gap between project management and workflow management.

What Makes It a Good Choice?

Users can add tasks, processes, and data from other programs to Monday.com’s highly flexible and intuitive construction workflow management system. It may be visualized in dashboards for effective communication and offers a variety of perspectives, including lists, maps, kanban boards, and Gantt charts.

Pros

  • Simple construction workflow automation methods.
  • several integrations to support data from third parties.
  • Work OS is an optimized workflow platform for unique workflow applications.
  • a vast collection of workflow templates to help with planning.

 

  3. Next Matter:

A platform called Next Matter automates and records high-impact corporate construction workflows and provides specialized tools so that workflow designers can adapt complex operations to company needs. For scaling large teams, it also offers a no-code administration and optimization experience.

What Makes It a Good Choice?

Next Matter is a platform that automates and records corporate construction workflows, offering specialized tools for designers to adapt complex operations, and a no-code administration and optimization experience for large teams.

Pricing

14-day free trial

From $20/user/month (minimum 50 users)

To decide which construction workflow management systems to highlight, the study assesses and compares a variety of tools while taking important aspects and functionalities for organizations of all sizes into account.

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Insights on Construction Workflow

The biggest project roadblocks of today are frequently unrelated to construction site operations. Construction productivity has increased because of the widespread use of technology in the industry, but this has also brought about a new issue: workflow and data issues are complicating project management procedures and causing anarchy for project leaders.

The Foundry MarketPulse 2022 poll surveyed leaders from over 100 AEC firms about the present status of their construction workflows and how they encounter digital technologies daily to better understand the state of workflows and how organizations are managing their processes. The following five observations from industry leaders in construction will help you better grasp the state of digital construction tools and how top companies are changing their work processes.

 

 Lack of Visibility

The most significant technological issue facing construction organizations is the inability to easily view data. The lack of visibility into the availability of materials and the status of deliveries was cited by 70% of construction enterprises as their top business concern.

The lack of visibility in specific project areas is a major source of problems for construction businesses daily because many moving components must line up for construction projects to be completed on time and within budget. 39% of respondents listed a lack of visibility into all project-related information as one of the more difficult aspects of everyday work, and 42% named a lack of real-time information regarding project status and margins as one of their top concerns.

 

 Safety Management Workflows Contributor to Inefficiency

In the construction industry, where ineffective management can be fatal, safety management is essential. Construction companies are expected to submit regular reports to their governing authorities, and the HSE and other health and safety organizations have legislation in place to guarantee the protection of workers and citizens.

However, despite being easily automated, safety management workflows were shown to be the most inefficient process for 45% of construction businesses out of all the jobs that could delay a project. Spend management (42%) and scheduling (42%) are two more significant factors that contribute to project delays.

 

More Software isn’t Always Better

There are technological tools everywhere, but that’s not always a good thing. Some businesses rely on data from many apps, or even more than one, to complete tasks; 61% of businesses use various software tools, and 25% use unique software for workflows.

Businesses waste time looking for the application or trying to recall which tool holds the information required to finish a task. Since just 13% of businesses use a single software platform to oversee all their activities, optimizing tool usage is essential.

 

Unnecessary Automation of Schedule Management

For construction firms, schedule management is a source of many inefficiencies and delays, which is why 48% of them automate scheduling duties using software tools. Construction workflow automation is essential. By organizing and carrying out laborious duties related to scheduling, budgeting, resource management, and reporting that would otherwise need to be accomplished by several people within an organization, it can improve the efficiency of complicated projects.

By automating operations and activities, including scheduling, estimating, and bidding, construction companies may optimize workflows. To ensure that teams never fall behind, project managers should search for project management solutions that provide essential capabilities, such as the ability to automatically create detailed reports on a timeline.

 

None-Stop Search for Better Software

Only 3% of companies said they only look for technology when they are very desperate when asked how frequently they look for new software and solutions to assist improve processes. For everyone else, using innovative technological solutions is essential to the success of their business. Additionally, 30% of building companies stated they are constantly seeking improved technologies to streamline construction workflows.

The need for software solutions that construction companies may use to improve their organizations is great, yet these solutions are frequently generic products that lack customization or capabilities specific to the job. Because of this, many businesses are turning to low- and no-code software tools that even non-IT staff can use to create custom applications and take control of their construction workflows.

According to the discussed matters, businesses who are not fully integrating workflow automation into all of their critical construction project management processes run the danger of having their projects fail because of inefficiencies, waste, and poor visibility. Construction workflow automation is the only method to monitor, link, and manage your critical project data to maximize success on all projects.

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Why Begin Using Workflows Now?

Change takes time to manifest. You can’t expect your staff or business to immediately optimize each and every one of their workflows. Consider implementing workflow improvements as a marathon; it will take time to iron out the bugs and onboard everyone, from the most important stakeholders to the newest employees.

You should plan on going through a transition phase of several months, even if you start today. There is, therefore, no time to waste. Start today by improving the essential construction operations.

 

Benefits of Using Workflows

The importance of a well-designed workflow for any firm may be attributed to its various benefits. consider preventing mistakes, holding your team accountable, and saving money as proof of their importance. It is essential in construction for these key reasons.

Fewer Errors: A well-organized work organization with to-do lists or construction project checklists ensures everyone is aware of their responsibilities and timelines, preventing last-minute actions and rushed work. Prioritizing work and task delegation minimizes errors.

Better Safety: Construction projects necessitate a maintenance workflow to regularly check and tune up equipment and materials. Clear task instructions prevent critical errors and ensure worker safety, preventing delays and setbacks, and ensuring project success.

Accuracy in the Work Process: Planning an efficient workflow increases the chances of correct and timely completion of tasks. Clear instructions and guidelines are crucial for construction workers to avoid mistakes that could cause delays or compromise the quality of the scope of work.

Multi-Tasking: The system streamlines tasks such as onboarding employees, managing IT requests, conducting internal surveys, raising marketing content requests, and approving travel reimbursements. It organizes requests based on different processes in one workflow system, eliminating the need for multiple project boards, chat tools, and emails.

Taking these into account it’s clear that every procedure may be more streamlined and effective. Use workflow management tools to continuously gather data, analyze it, and improve processes.

 

Conclusion

This article discusses the importance of construction workflows in construction management and how to apply them to your next project. Construction workflows are business procedures that outline the steps needed to complete a given activity effectively and consistently. Project managers promote the use of a project management system to effectively control these activities throughout the project lifecycle. Implementing construction workflows can lead to significant efficiency gains in your project.

Workflows in construction save time for workers and employers by allowing them to focus on tasks without worrying about their progress. Traditional methods like manual processes, spreadsheets, and paper-based documentation have been beneficial but can lead to project delays and dissatisfied clients. New technology has enabled significant advancements in the industry, allowing businesses to overcome these obstacles and access advantages by implementing software solutions specifically designed for the construction workflow sector. Understanding the complexities of workflows is crucial for effective management and productivity.

Businesses that fail to fully integrate workflow automation into their critical construction project management processes risk project failure due to inefficiencies, waste, and poor visibility. Construction workflow automation is crucial for monitoring, linking, and managing critical project data, and maximizing success. However, change takes time and requires a marathon approach to optimize workflows. Starting today, businesses should plan for a transition phase of several months to ensure no time is wasted. Start by improving essential construction operations to ensure a smooth transition and minimize waste.

Suggested articles to read:
Construction Takeoff

Construction Productivity

Construction Statistics

Resources:

fool | leaptodigital | flowforma | archdesk | e-builder

For all the pictures: freepik