The Challenges of Managing Construction Projects Without the Right Software

Even the most seasoned project manager can run into difficulties when one element of the system goes wrong. What might seem a small issue at first ripples through the system? Companies rely on construction management software to keep everything running smoothly. But without the right software, difficulties can soon pile up due to miscommunication, siloed data, and much more. 

In this guide:

• What is Construction Management Software?
• Construction Management Challenges
• Why Integrated Software Solutions Matter

What is Construction Management Software?

Construction management software is essentially a digital project manager for construction sites. It helps bring together all the different aspects of managing a construction project—like scheduling, budgeting, and coordinating between teams—into one streamlined platform. 

With this software, managers can keep an eye on every detail in real-time, from the initial blueprint to the final touches. This not only cuts down on paperwork but also helps avoid costly mistakes and delays. Think of it as the central hub that keeps everyone and everything connected, ensuring that projects run smoothly and stay on track without the usual headaches.

Construction Management Challenges

Project managers face an endless list of challenges on a construction site. Controlling all the factors and ensuring everything works in concert is difficult. However, construction project tracking software can simplify the process.

Let’s take a closer look at each challenge and how the right software can help:

Miscommunication

Communication is 90% of a project manager’s day. Whether that’s talking to suppliers, contractors, or the client, it’s crucial to ensure everyone is on the same page. The problem? People are never on the same page.

Relying on email and other forms of communication means it’s too easy for wires to get crossed. One group of people receives one message that’s not distributed to the rest. Next thing you know, the window fitter arrives before there are even windows to fit.

Why Does the Right Construction Management Software Matters?

• Centralised Communication Hub: Construction management software ensures all stakeholders—suppliers, contractors, and clients—access the same information in real time, preventing confusion and overlapping communications.
• Instant Notifications: Immediate updates and alerts keep everyone on the same page, reducing errors and misaligned schedules.

Siloed Data

Like miscommunication, siloed data is all about confusion. People work from what they have available. But if one team makes a change to the plan, it doesn’t automatically get sent to everyone else. The effect of siloed data is that almost everyone is always working with outdated information. Little wonder mistakes begin to happen.

Why the Right Construction Management Software Matters?

• Unified Data Access: The software consolidates project data in one place, updating all users simultaneously to avoid outdated information.
• Real-Time Syncing: Instantaneous data updates ensure that everyone operates from the latest information, minimising errors.

Lack of Real-Time Updates

If there’s a delay in building materials or the client is changing part of the project, any delayed updates inevitably lead to a waste of time and resources. It naturally takes time for updates to ripple through the system. The longer it takes, the less flexible the project becomes. 

Why the Right Construction Management Software Matters?

• Live Tracking: Real-time tracking of resources and tasks allows for swift adjustments to any project changes.
• Dynamic Rescheduling: The software updates schedules and resources dynamically, maintaining flexibility and minimising delays.

Budgeting and Cost Overruns

According to McKinsey, large construction projects usually go 80% over-budget and take 20% longer than estimated. Those are disastrous statistics. 

Why does this happen? Common reasons for delays and budget increases come down to client demands. Changes in design are extremely costly. But it’s not the only factor – adverse weather conditions, material price escalations, and scheduling mistakes all add to the eventual cost. 

Why the Right Construction Management Software Matters?

• Financial Monitoring: Tools within the software track expenses against the budget in real-time, providing early warnings of potential overruns.
• Change Order Management: Manages and controls costs arising from changes, ensuring all expenses are approved and accounted for before implementation.

Admin Burdens

Construction projects come with a lot of admin. There are endless regulations to navigate, design specifications, compliance documents, and permits to proceed. Staying on top of these issues is a 24/7 job – one where a single mistake can spell disaster. 

Project managers spend most of their time (aside from answering emails) chasing updates, attending unnecessary meetings, and writing reports, preventing them from the real task of keeping the project on budget and on time.

Why the Right Construction Management Software Matters?

• Automated Documentation: Automates management of compliance documents and permits, reducing manual oversight and errors.
• Streamlined Reporting: Generates essential reports automatically, saving time and allowing project managers to focus on critical project aspects.

Why Integrated Software Solutions Matter

Each of these issues is often some form of miscommunication or incorrect information. It’s a classic case of different parties working with incomplete info and acting accordingly. It leads to a lot of mistakes and redundancies. 

That’s why integrated software solutions matter so much. Construction project planning software brings everything into a single, centralised platform. That could be project tracking, estimating, accounting, and CRM elements. With all of this information unified, it reduces the likelihood of unforeseen costs, miscommunication issues, and other errors. Everyone works from the same page. 

It also provides the client with a complete overview of the project. (Hopefully) this minimises the chance that a client will change the plans mid-construction, as they’re more integrated into the design and construction process.

4PS is a construction management software that integrates everything from sales and CR to reporting and estimating. It’s an end-to-end platform. Join us for a free demo to learn more about how we can help you.