6 Construction Workflows You’re Wasting Time On (And How to Fix)  

construction-workflows

Tips to Improve Submittals, RFIs, BIM, and More Workflows

Anyone who’s ever tackled a colossal to-do list knows that a scattershot approach doesn’t work very well. That’s why you clean house systematically from room to room. It’s why you plan errands in advance, to take the most efficient route and avoid traffic. And it’s why we prioritize tasks that build on one another, to minimize waiting and wasting resources.

It’s all about workflow–and if you’re not thinking about maximizing construction workflows, you’re missing out on key efficiencies. So much so that you might find yourself falling behind competitors and missing major opportunities.

So, what separates a good construction workflow from a poor one? Why does it matter? And ultimately, how do you fix shortfalls? Let’s take a look at all of this, and more, below.

Interested in learning how to better benchmark your construction workflow? Download our guide, "The Ultimate Guide to Benchmarking Construction Workflows."

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What Is a Construction Workflow?

Before we get into how to optimize workflows in construction, let’s take a step back and look at  what actually defines a workflow to begin with: Workflow involves the specification, implementation, and automation of organizational operations. In a workflow, team members transfer tasks, information, or documents to one another for further action, guided by a predefined set of procedural guidelines. Workflows help organizations facilitate task coordination and data synchronization across systems, ultimately enhancing organizational efficiency, collaboration, and profitability.

It’s obvious how this applies to construction, where tracking tasks and managing documents is a considerable part of the overall process, from preconstruction through construction project closeout. Because it streamlines and clarifies each stage of the process, implementing strong procedures for each part of the construction process has significant benefits for any firm.

Why Work on Your Construction Workflows?

Need a reason why you should be focusing on construction workflow improvements? Here are a few critical reasons: 

  • Reduce inefficiencies: Optimizing construction workflows is a crucial method of reducing overall ineffectiveness step by step.
  • Streamline processes: In many firms, especially construction, there are countless redundant tasks. By focusing on your workflows, you gain new insight into what is necessary–and what is not.
  • Improve quality: Fine-tuning workflows also means you can provide better construction quality. That, in turn, means happier clients, less rework, and repeat business.

Key Pillars of Construction Workflow Failure and Time Waste

While construction workflows can bring huge boons to your company, that’s only if they’re well thought out, understood by every member of the team, and relevant to all processes, methods and materials. Unfortunately, many construction workflows are not well organized and implemented, and that’s a problem. 

Typically, they break down in one of three areas:

  • Communication: Good workflows require straightforward communication between all workers and stakeholders. Too many touchpoints like endless email chains are just as much a problem as not enough and can damage the workflow. When this happens, communication is scattered and unclear. It leaves people out of the loop, creates communication gaps and hampers productivity.
  • Data Silos: Systems and data are often not connected, and they’re frequently stored in separate locations. This creates double-entry or a good deal of missing and incorrect information that can derail workflows and processes. Again, too many or too few touchpoints.
  • Lack of Transparency: Workflows are only successful if there is visibility into the process. Workers need to know where they are in the process, what’s next and the specific action items required. Without transparency, action items are likely to be missed, delaying the project or creating work done in error.

Luckily, failure isn’t set in stone. Now, let’s take a look at how construction professionals can start to improve workflows, step-by-step. 

4 Essential Traits of Successful Construction Workflows

Before we get into the six construction workflows construction professionals are more likely to waste time on, let’s take a look at traits that equate to universal success. Four of the most critical construction workflow traits include:

  1. Standardized: Central and common data platforms allow you to standardize workflows and processes in ways that reduce both redundancy and risk.
  2. Collaborative: Good communication allows all stakeholders to easily get involved and provide feedback. To be truly collaborative, workflows cannot rely on the sole responsibility of one project team member, but rather includes and gives agency to everyone.
  3. Automated (when possible): When construction workflows are automated, it reduces significant administrative burdens and streamlines communications and tasks. Automation includes notifying the relevant person when action or approval is needed.
  4. Integrated: Integrating the software you are using for workflow is key to reduce errors and double data entries. Therefore, if you are using multiple technology platforms to manage one process, look to connect to maximize value. 

6 Construction Workflows to Improve Today

Want to whip your most critical construction workflows into shape? Here are six construction workflows to improve stat.

1. Preconstruction

Time is wasted in preconstruction workflows when various stakeholders feel disconnected from one another. Since there are so many teams involved in this stage, the problem is rampant in many projects. Whether it’s bidding, estimation, or qualifying subcontractors, there are a few too many cooks in the kitchen. As a result, documents and data can be disorganized, missing critical files, or get buried in the inbox. Teams struggle to get their ducks in a row when it comes to organizing and collating all the necessary information to start a project off on the right foot. 

Here’s how to improve the preconstruction workflow:

  • Centralize Data: Preconstruction teams are notorious for storing their project data in a million different places, from file cabinets to Excel spreadsheets. With the right tool, it’s possible for that data to all live in one continually updated single source of truth. Storing all project information in a single place ensures consistency, strengthens communication, and simplifies preconstruction workflows.
  • Integrate and Automate Workflows: Create integrated workflows that others can review quickly. This means getting off a reliance on email and manual processes that are likely to leave key team members out of the loop. Bid management software with automation capabilities can help teams to automatically forward bid invites, sync calendars with key bid dates, calculate hit rates, and qualify and assess trade partner risk, helping teams to save time and automate manual tasks.
  • Connect Data from Preconstruction to the Field: In addition to a system that centralizes information, find technology that allows teams to seamlessly push preconstruction data and documents like bid information, designs, estimations, and more to the field once construction starts. 

2. BIM

Building information modeling (BIM) is generally touted as a time-saving construction strategy–but only if it’s used correctly. Improperly implemented, BIM can lead to even more wasted time, especially if there is the use of duplicate information, incorrect information, or gaps in modeling. This can frequently happen when two different teams model the same set of elements.

Additionally, data is often lost when models are used in the field. Originally detail-rich property data, for instance, is flattened into PDFs when sent into the field, leading to lost information. The attempt to recover or make sense of incomplete data can lead to errors, rework, and wasted resources.

Here’s how to improve the BIM workflow:

  • Adopt a Common Data Environment: Use cloud-enabled BIM to create a common data platform to avoid duplicate or missing info. This type of technology will allow everyone to see what’s already been uploaded and what has not, and any duplicates can be easily identified and removed.
  • Connect BIM Data: To maximize its use, as well as ensure accuracy, connect your BIM data to other design, preconstruction, and project management workflows including design reviews, takeoffs, estimating, change management, and value engineering. This will reduce risk and improve efficiencies during project planning and execution.
  • Enhance Accessibility: Make BIM easily accessible in the field to everyone, and let anyone conveniently and immediately access models in the field and operations.

3. Submittals

Submittals is one of the most important construction project management workflows to start off a project on the right foot, and one of the most commonly botched. 

Typically, the submittals review process is long and brutal. Stakeholders need to aggregate them from all engaged contractors, ensure they cover each aspect of the project and input them into a system–often manually, which introduces mistakes and omissions. This can take weeks or even months, and as the project grows in size and scope, so do the errors.

example of submittals workflow in construction
An example of a submittals workflow in construction.

Here’s how to improve the submittals workflow:

  • Automate Submittal Logs: Automate creation of submittals with tools like AutoSpecs, which enables you to create a downloadable spreadsheet with all submittal register items in a matter of minutes, all without mining data from the previous months or years of the project, or waiting on others to send it in. Beyond saving time and money, improved accuracy can reduce the chance of rework.

Without a comprehensive submittal log, it would be impossible to manage the submittal process confidently. If you are looking for a submittal log template, download our free template here. 

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  • Digitally Manage and Track Submittals: Digitally manage and track submittals in one system. Each stakeholder can upload submittals right to a cloud-based platform where they can initiate requests, manage reviews and approvals, and sync critical information to mobile devices for offline access. This eliminates the need for contractors to manage them manually, and it neatly packages them all in one place to ensure nothing gets lost. 

4. RFIs

While at times painful, requests for information (RFIs) are a necessary part of any project, and without solid project management workflows RFI processes can suffer. RFIs ensure that crews build correctly, reducing rework and maintaining quality. But for all that they’re essential, RFIs can be roadblocks to a project if the process is not streamlined. 

According to a report from Autodesk and Dodge Data & Analytics, 68% of contractors see increasing the adoption of processes to frequently and consistently capture RFI data as a massive barrier. Unanswered RFIs can lead to cost increases and time overruns on all types of construction, so it’s important to manage them with intelligent workflows.

Here’s how to improve the RFI workflow:

  • Go Digital with RFIs: Instead of relying on paper and creating manual RFIs or managing on separate systems, use one digital system. Onboard everyone, from workers right on up to owners, so they know where to submit and answer RFIs. Collaborate effectively, again using integrated and centralized cloud-based systems.
  • Standardize the Process: Having no standard template and form for RFIs is a significant disadvantage and can waste unnecessary time. Secondly, without standard formats and data input, it’s nearly impossible to use historical RFI information to compare to similar projects to reduce risk. Instill formal RFI processes on individual projects or company-wide, and set standards for all levels of documentation.

Instead of throwing your hard hat down in frustration, using a template for the RFI process provides consistency and improves the process on the whole. Looking for a template for construction RFIs? Download our free template here:

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5. Punch Lists and Closeout 

Punch lists are essential to closing out a project, but they can be left to the last minute and can delay closeout further. Manually keeping track of punch lists can also waste time, as there is no transparent and accurate system to see the status of a task.

When it comes to punchlisting continually throughout the construction project (also defined in the Autodesk and Dodge report as punch list-as-you-go), only 44% of general contractors are utilizing this method on at least half of their projects. In many projects, closeout is delayed because punch list items are not properly managed and handled ahead of time. 

Here’s how to improve the punch list workflow:

  • Track Punch Lists as Tasks: Task-ify punch lists using cloud-based software. With digital technology to which everyone has access, you’ll have a much cleaner punch process.
  • Use Mobile Solutions: Implement punch lists for mobile, so you and your team can take the list everywhere you go.
  • Deploy “Punch List-as-you-go”: Don’t wait until the end of the project. Instead, check tasks off as you complete them. This is further motivation to make sure you have a punch list system that can go with you, from the office to the field to environments lacking in wi-fi entirely.

Want to set up for closeout success? Download our Ultimate Project Closeout Checklist:

construction project closeout checklist

6. Cost Management 

Tracking costs, managing risk, and keeping a project on budget can be one of the biggest hurdles in a construction project. For instance, a typical construction project can have dozens of change orders. Therefore, finding efficiencies in cost management workflows can make all the difference in delivering a project on time and on budget. 

Project executives and project managers often have to navigate information silos, which increases risk due to outdated or missing information, unreliable response times, and convoluted processes involving a variety of vendors, systems, and products. Most importantly, teams need accurate, real-time data on the financial health of the overall project so that well-informed decisions can be made quickly.

Managing construction costs throughout the lifecycle of a project, including tracking change orders, managing supplier contracts, and visibility into overall budget impacts, is tedious. Project managers and engineers often have to navigate information silos, which increases risk due to outdated or missing information, unreliable response times, and convoluted processes involving various vendors, systems, and products. Most importantly, teams need accurate, real-time data on the financial health of the overall project so that well-informed decisions can be made quickly.

typical cost management workflow in construction
Example of standard cost management workflow in construction.

Finding efficiencies in cost management workflows can make all the difference in delivering a project on time and budget. 


Read more: Technology's Critical Role in Cost Management


Here’s how to improve the cost management workflow: 

  • Streamline Change Order Tracking: Instead of spreadsheets, utilize a centralized construction management platform to transparently track all cost changes and view impacts on the overall budget. When upstream and downstream change order workflows are streamlined, it ensures better accountability so nothing slips through the cracks and allows you to maintain positive cash flow, reduce risk, and maximize profit
  • Automate Contracts and Markups: Staying on top of multiple spreadsheets and folders to manage all of the subcontractors on a project is stressful and time-consuming. With a system that automates contracts and markups, teams can easily create, edit, and view supplier contracts in a centralized location. This provides a clear picture of income, expenditure, costs, forecasts, and variances related to each contract.

Why Get Started with Construction Workflows Today?

Change doesn’t happen overnight. You can’t expect your team or your firm to finetune every single one of their workflows right off the bat. Approach workflow changes like a marathon – it will take time to implement them, work out the kinks, and onboard everyone, from the highest stakeholder to the newest worker. 

Even if you start today, you can expect to go through a transition period of several months. For that reason, there’s no time to waste. Get started with optimizing the fundamental construction workflows above today.

Grace Ellis

As Manager of Content Marketing Strategy at Autodesk and Editor in Chief of the Digital Builder Blog, Grace has nearly 15 years of experience creating world-class content for technology firms. She has been working within the construction technology space for the last 6+ years and is passionate about empowering industry professionals with cutting-edge tools and leading strategies that improve the quality of their jobs and lives.
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We use Quantcast to deploy digital advertising on sites supported by Quantcast. Ads are based on both Quantcast data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Quantcast has collected from you. We use the data that we provide to Quantcast to better customize your digital advertising experience and present you with more relevant ads. Quantcast Privacy Policy
Call Tracking
We use Call Tracking to provide customized phone numbers for our campaigns. This gives you faster access to our agents and helps us more accurately evaluate our performance. We may collect data about your behavior on our sites based on the phone number provided. Call Tracking Privacy Policy
Wunderkind
We use Wunderkind to deploy digital advertising on sites supported by Wunderkind. Ads are based on both Wunderkind data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Wunderkind has collected from you. We use the data that we provide to Wunderkind to better customize your digital advertising experience and present you with more relevant ads. Wunderkind Privacy Policy
ADC Media
We use ADC Media to deploy digital advertising on sites supported by ADC Media. Ads are based on both ADC Media data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that ADC Media has collected from you. We use the data that we provide to ADC Media to better customize your digital advertising experience and present you with more relevant ads. ADC Media Privacy Policy
AgrantSEM
We use AgrantSEM to deploy digital advertising on sites supported by AgrantSEM. Ads are based on both AgrantSEM data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that AgrantSEM has collected from you. We use the data that we provide to AgrantSEM to better customize your digital advertising experience and present you with more relevant ads. AgrantSEM Privacy Policy
Bidtellect
We use Bidtellect to deploy digital advertising on sites supported by Bidtellect. Ads are based on both Bidtellect data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Bidtellect has collected from you. We use the data that we provide to Bidtellect to better customize your digital advertising experience and present you with more relevant ads. Bidtellect Privacy Policy
Bing
We use Bing to deploy digital advertising on sites supported by Bing. Ads are based on both Bing data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Bing has collected from you. We use the data that we provide to Bing to better customize your digital advertising experience and present you with more relevant ads. Bing Privacy Policy
G2Crowd
We use G2Crowd to deploy digital advertising on sites supported by G2Crowd. Ads are based on both G2Crowd data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that G2Crowd has collected from you. We use the data that we provide to G2Crowd to better customize your digital advertising experience and present you with more relevant ads. G2Crowd Privacy Policy
NMPI Display
We use NMPI Display to deploy digital advertising on sites supported by NMPI Display. Ads are based on both NMPI Display data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that NMPI Display has collected from you. We use the data that we provide to NMPI Display to better customize your digital advertising experience and present you with more relevant ads. NMPI Display Privacy Policy
VK
We use VK to deploy digital advertising on sites supported by VK. Ads are based on both VK data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that VK has collected from you. We use the data that we provide to VK to better customize your digital advertising experience and present you with more relevant ads. VK Privacy Policy
Adobe Target
We use Adobe Target to test new features on our sites and customize your experience of these features. To do this, we collect behavioral data while you’re on our sites. This data may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, your IP address or device ID, your Autodesk ID, and others. You may experience a different version of our sites based on feature testing, or view personalized content based on your visitor attributes. Adobe Target Privacy Policy
Google Analytics (Advertising)
We use Google Analytics (Advertising) to deploy digital advertising on sites supported by Google Analytics (Advertising). Ads are based on both Google Analytics (Advertising) data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Google Analytics (Advertising) has collected from you. We use the data that we provide to Google Analytics (Advertising) to better customize your digital advertising experience and present you with more relevant ads. Google Analytics (Advertising) Privacy Policy
Trendkite
We use Trendkite to deploy digital advertising on sites supported by Trendkite. Ads are based on both Trendkite data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Trendkite has collected from you. We use the data that we provide to Trendkite to better customize your digital advertising experience and present you with more relevant ads. Trendkite Privacy Policy
Hotjar
We use Hotjar to deploy digital advertising on sites supported by Hotjar. Ads are based on both Hotjar data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Hotjar has collected from you. We use the data that we provide to Hotjar to better customize your digital advertising experience and present you with more relevant ads. Hotjar Privacy Policy
6 Sense
We use 6 Sense to deploy digital advertising on sites supported by 6 Sense. Ads are based on both 6 Sense data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that 6 Sense has collected from you. We use the data that we provide to 6 Sense to better customize your digital advertising experience and present you with more relevant ads. 6 Sense Privacy Policy
Terminus
We use Terminus to deploy digital advertising on sites supported by Terminus. Ads are based on both Terminus data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Terminus has collected from you. We use the data that we provide to Terminus to better customize your digital advertising experience and present you with more relevant ads. Terminus Privacy Policy
StackAdapt
We use StackAdapt to deploy digital advertising on sites supported by StackAdapt. Ads are based on both StackAdapt data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that StackAdapt has collected from you. We use the data that we provide to StackAdapt to better customize your digital advertising experience and present you with more relevant ads. StackAdapt Privacy Policy
The Trade Desk
We use The Trade Desk to deploy digital advertising on sites supported by The Trade Desk. Ads are based on both The Trade Desk data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that The Trade Desk has collected from you. We use the data that we provide to The Trade Desk to better customize your digital advertising experience and present you with more relevant ads. The Trade Desk Privacy Policy
RollWorks
We use RollWorks to deploy digital advertising on sites supported by RollWorks. Ads are based on both RollWorks data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that RollWorks has collected from you. We use the data that we provide to RollWorks to better customize your digital advertising experience and present you with more relevant ads. RollWorks Privacy Policy

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