How a Construction Company Simplified Operations with Smart Tech Solutions

Let’s face it — construction and tech haven’t always been the best of friends. While some industries have shifted to cloud solutions, some construction companies have struggled with outdated systems, excessive paperwork, and time lost searching for information. However, things are changing. This is the story of how a mid-sized construction company partnered with Sustainable IT Solutions Ltd to revolutionise its operations. The outcome? Less chaos, more control, and significantly reduced paperwork.

The Problem: Too Many Systems, Not Enough Time

Before collaborating with us, the company faced several challenges:

• They utilized QuickBooks for accounting, separate software for project tracking, and various spreadsheets for site reports.

• These systems operated in silos, meaning data had to be entered multiple times. For example, employees often spent 16-18hours a week on data entry or similar tasks alone.

• Site managers had no way to check or update information while on-site, leading to critical delays.

• With stacks of paper invoices, timesheets, and approvals, employees regularly wasted time searching for documents.

  
  

This chaotic situation led to confusion and frustration, resulting in missed deadlines and lost profit opportunities.

The Fix: Bring in Sustainable IT Solutions

Recognizing the urgency for change, the company decided to engage with an MSP that understood the unique needs of construction.

Here’s how they tackled the issues:

Cloud-Based ERP

They transitioned to a cloud-based Enterprise Resource Planning (ERP) system Viewpoint. This unification meant all data — from budgets to timesheets — was stored in one central location. As a result, the time spent searching for information diminished by an astonishing 30%.

The centralisation streamlined processes, making data retrieval more straightforward and allowing for real-time updates.

Mobile Access for On-Site Managers

Next, they enabled mobile access, allowing foremen and site managers to input information directly from their phones or tablets. This shift meant workers could document critical information instantly, which cut down on the time spent waiting to return to the office by nearly 40%.

Digitising Forms

All paper forms were digitised, moving to platforms like Microsoft's SharePoint. With digital approvals, processing times were cut in half, significantly reducing the physical clutter of paperwork and saving the team around 15 hours a week in administrative tasks.

Secure Backups and Permissions

Another crucial upgrade involved implementing secure backups and managing user permissions effectively. This change not only enhanced security but also simplified data retrieval during audits. For instance, the time to gather necessary documents during compliance checks decreased by over 50%.

Mapping Out Smarter Workflows

Importantly, we helped the company map out optimised workflows. By examining daily processes and identifying bottlenecks, the construction company could make informed adjustments that improved overall efficiency by approximately 25%.

Results: A Transformation in Operations

The results of these changes were impressive.

Enhanced Efficiency and Time Management

The construction company reported a significant boost in efficiency. Frontline workers could access vital information instantly, reducing task completion times from hours to just minutes.

Improved Communication

Communication between office staff and field workers became more effective. With seamless access to information, teams could collaborate more efficiently, leading to better project outcomes.

Reduction of Paperwork

Eliminating paperwork was a game changer. Digital forms and central databases allowed team members to locate documents quickly instead of rummaging through piles of paper. This change freed up around 10 hours a week that could be redirected toward project-focused tasks.

Increased Employee Satisfaction

With less frustration in daily processes, employee satisfaction levels rose. Workers felt less burdened by unnecessary tasks, boosting morale and fostering a positive company culture.

Lessons Learned from the Tech Transition

While the construction company enjoyed substantial benefits, several key lessons emerged from the tech transition:

Collaboration is Key

First, collaboration proved vital. We acted as more than a tech provider - we were partners throughout the transformation. Engaging with a firm that understands construction needs led to tailored solutions.

Employee Input Matters

Second, involving employees in the transition was essential. Gathering their insights on existing processes guided the implementation of solutions that directly addressed their needs, ensuring greater buy-in and smoother adoption.

Continuous Improvement

Lastly, the company recognised that technology is part of an ongoing improvement journey. Adapting to new tools and workflows isn’t just a one-time task; it requires continuous evaluation and enhancement to remain effective.

Looking Ahead: The Future of Construction in Tech

Historically, the construction industry has been slow to adopt new technologies. However, this case study highlights the profound impact that embracing smart tech solutions can have on operations.

By collaborating with a knowledgeable IT company, this construction company dramatically transformed its processes, reduced paperwork, and improved communication among teams. As the industry evolves, the companies that adapt to technological changes will undoubtedly find themselves leading the way.

The future of construction hinges on its willingness to embrace smart tech solutions. The companies that step into this digital age will enjoy a competitive edge, driving efficiency and enhancing productivity.

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