Construction worker shortages - four digital anchors in your fight

Productivity booster and talent magnet

Technology is one of the most important weapons in the fight against construction worker shortages. Of course, it does not solve everything, but by using technology smartly, companies can work more efficiently. For example, they can automate certain tasks, digitise processes with handy apps, or use AI assistants such as Microsoft Copilot.

Moreover, digitising and automating processes offers companies more than just a productivity boost. It also makes a company more attractive to young talent. As Gen Z gradually enters the labour market, companies will be dealing with colleagues who grew up with tablets and smartphones. These colleagues do not know a world without the internet. And they expect their work to be organised digitally, just as their lives are. Keeping paper timesheets or receipts is a thing of the past for this group of employees. If your company is still working with outdated systems and manual processes, there is a good chance that young talent will quickly look for a more innovative employer.

Now for the good news: many companies already have access to all kinds of useful digital tools that make work more efficient within the Microsoft 365 subscription. So you can get started right away! We have listed a few of our favourites for you.

1. Microsoft Bookings: just book a time slot in my calendar!

Someone wants to schedule a brief meeting with you. Then, a back-and-forth email or chat starts with options for a brief meeting: “No, I’m already fully booked in the afternoon, but I do have half an hour in the morning. Oh, then you’re in luck.” Sound familiar? You are not alone. That is why Microsoft introduced Bookings in 2024.

Microsoft Bookings is an online planning tool that allows you to let colleagues, subcontractors or customers schedule an appointment in your calendar via a booking module. This tool is fully integrated with your Outlook calendar, so you don’t have to worry about double bookings. You decide which parts of your working day you want to make available for appointments, who can schedule appointments with you, and you can even create ‘shifts’ that colleagues can schedule with you. Then, all you have to do is add a link to your Bookings page to your email signature and voilà: your own online booking module.

In an industry where planning, coordination and communication are crucial to a successful project, this time-saver is a handy addition.

2. Microsoft Copilot: a personal AI assistant by your side

Of course, the smart assistant Microsoft Copilot should not be missing from this list. Copilot is one of the most ground-breaking innovations within the Microsoft 365 suite, and Microsoft is investing a lot of time and resources in the further development of the AI assistant.

Thanks to the popularity of tools such as ChatGPT and Google Gemini, we are now familiar with AI, which helps generate texts, analyse data, and summarise long emails. However, Copilot distinguishes itself from the other tools in its full integration with other Microsoft solutions. In Word, for example, Copilot can write the first version of a document for you based on an existing PowerPoint. With your digital assistant, you can build a complete document based on the draft without leaving the Word application.

Another good example is the integration of Copilot within the ERP solution Business Central. Niall McGovern, Product Manager at 4PS UK, explains: “We build our ERP solution, 4PS Construct, on the Microsoft Business Central platform. This enables us to use Microsoft Copilot as the basis for 4PS Copilot. This opens up AI-powered possibilities such as a chat window in the ERP, where users can ask questions about the ERP data. For example, they can ask which projects are currently running or which quotations are open. With Copilot, users can access and gain insight from the data in the business software much faster, helping them be more productive.”

3. Microsoft Loop: real-time collaboration without the hassle

Construction, civil engineering, infrastructure, and installation companies are not only about what happens outside; the office is just as busy working together on reports, marketing, recruitment and administrative processes. But let’s be honest: collaboration with people from your team or other teams is often messy. Not everyone has access to the same work folders, files wander around in emails, and feedback gets lost. Searching for the right information sometimes takes longer than the work itself.

Microsoft Loop is a handy tool within Microsoft 365 that helps you collaborate better. It ensures that all information is in one place so that you and your colleagues can work on task lists, documents and reports at the same time. No more hassle with endlessly emailing documents – everything happens in one shared environment where you always see the latest updates.

With Loop, you don’t work in one big document but in a digital workspace. You create Loop pages to collect and organise information. You fill these pages with building blocks such as tables, notes or task lists. The handy thing is that you can also add these building blocks to other Microsoft apps, such as OneNote or Teams.

Imagine you are working on a project plan in Loop. You can use Teams to ask the project group for direct feedback. Or you can assign tasks to colleagues with concrete action points on the Loop page. Everyone works together in the same environment, without version management problems or separate documents.

In short, Microsoft Loop helps you maintain an overview and work together more efficiently. The best part is that it is part of Microsoft 365. Give it a try and discover how handy it is!

4. Microsoft Power Platform: digitise your processes without programming knowledge

It is hard to believe, but the Power Platform has been around for 7 years! It has become an important tool for many companies to digitise and automate processes in the office and construction sites. The big advantage of the Power Platform is that companies can easily automate processes and tasks via workflows or apps without the need for complex IT knowledge.

Many companies in the construction, civil engineering, and installation sectors are, therefore, already using one or more Power Platform applications to work more efficiently. Power Automate, for example, is a popular tool for automating workflows. David McFall, technical consultant at 4PS, also likes to use Power Automate to organise processes for customers more intelligently.

David explains: “Power Automate is a no-code/low-code solution from Microsoft, perfect for citizen developers or those curious about automating some of their business activities. It allows you to schedule previously manual tasks, offering savings on time and improved efficiency. Its ability to link across the Microsoft suite allows for interaction between products such as Outlook, Teams, and 4PS Construct – For example, if you have a new project and want to add the project personnel to a Teams channel automatically via a button in 4PS – You can!  Added to this you can even bring in pages from 4PS automatically, so the channel members have the latest project data, without the need of a 4PS licence!”

4PS customer Breyer Group’s commitment to digital transformation highlights the power of technology in driving efficiency and streamlining operations. By embracing digital tools and actively shaping their development, Breyer has adopted a more integrated approach to managing its commercial processes. This strategic use of technology has enabled the company to automate manual tasks, enhance data accuracy, and gain real-time insights into project performance.

A key example is how Breyer has leveraged digital solutions to centralise financial management and contract administration, reducing inefficiencies and improving decision-making. By investing in tailored technology, Breyer is not just keeping pace with industry changes but actively shaping the future of construction management.

Would you like to read more about how companies such as Van ‘t Hek Groep deal with staff shortages in the construction industry? Then, read our e-book, The Labour Market Within the Construction Industry.

4PS supports digital transformation in the construction industry

At 4PS, we know how important digitisation is in overcoming construction worker shortages and working more efficiently. That is why we have supported companies in the construction, civil engineering/infrastructure and installation industries in their digital journey for over twenty years.

We do this primarily by digitising primary business processes with our ERP solution, 4PS Construct. This helps companies organise projects, finances, purchasing and equipment management in a clear and streamlined way.

But digitisation is more than just implementing an ERP solution. That is why we work with our clients to find out how they can efficiently organise their processes and get more out of their IT investments.

By using these smart tools, we help companies work more efficiently, stimulate innovation, and make collaboration easier and more fun!

Digitisation is an ongoing process, and we are happy to help you consider the next step. Request a no-obligation consultation with us; we will be happy to tell you more.

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