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Going Green With A Complete Solution
More construction companies are “going green” as owners want another way to differentiate their business against competitors, and as more local and federal government regulations influence contractors’ operations.
When referring to green building, most think of the environmentally friendly materials used, energy-efficient building features, or minimized waste—all practices that typically take place on the jobsite. However, contractors don’t have to limit their sustainability efforts to just the jobsite.
With the amount of paper most businesses use, recycling paper has become a very common initiative for most organizations. And, as technology has advanced, contractors have implemented business management software to help streamline workflow in the office and the field and reduce the need for paper processes. Not only does this help businesses be more environmentally responsible, but they can also save time, cut costs, and have more reliable information with real-time, convenient access.
Paper-Based Processes
The construction industry is well-known for its use of paper blueprints, large three-ring binders to hold all documents and details for a project, and the numerous paper forms used throughout the construction process.
Some contractors wrongly assume that moving to automated systems will disrupt their operations and demand an overhaul to their established processes. However, the benefits of implementing software solutions far outweigh the reasons to stick with familiar paper-based processes that contractors continue to use out of habit or because of their comfort zone.
The deficiencies of paper-based processes include duplication of effort, inability to collaborate, outdated information, time-consuming report generation, frequent mistakes and oversights, among others. These time-consuming problems can hinder productivity and negatively impact the company’s bottom line. Furthermore, the reams of paper used to manage business processes is a long way from “being green.”
According to the Natural Resources Defense Council, a typical office disposes of about 350 pounds of wastepaper per employee per year. That’s just one of the reasons they encourage businesses to rethink the way they buy and use paper. Using less paper helps trim a company’s bottom line through cost-cutting and efficiency. And when you think of the manufacturing process of paper, which causes air and water pollution, it becomes even more appealing to automate processes by implementing software for business management.
In recent years, most contractors have automated one part of their business or another, attempting to reduce some of the paper they generate. It is not uncommon for a contractor to have an automated takeoff and estimating system and a different system for their accounting processes, but then manage everything in between and for projects on paper.
Having multiple systems that are not truly integrated may help individual departments, but this approach still creates duplication of effort across the organization, resulting in inconsistencies and sometimes costly errors, as well as challenges with communications and collaboration. There are also problems with accountability when disputes arise, and it’s cumbersome to build a reliable audit trail with multiple systems in place.
To combat the issues associated with disjointed systems and deliver many additional significant benefits, all-in-one construction software brings together estimating, job cost accounting, and project management into a single seamless construction management solution. With seamless, end-to-end control and streamlined processes throughout the entire project lifecycle, contractors can be more productive and profitable, as well as “be more green” and reduce the amount of paper used.
Get Rid of the Bulky Blueprints
Bulky paper blueprints can be a hassle and also expensive. By using electronic plans and performing digital takeoffs, contractors can quickly and accurately perform a takeoff right on their computer monitor without ever touching a set of blueprints. Plus, with a seamless system, the estimator can then use takeoff calculations to quickly, easily, and accurately determine the materials, labor, and equipment needs for that job.
By leveraging a complete software solution, contractors can finish estimates up to 10 times faster than using manual methods and spreadsheets; produce detailed estimates and customized proposals; and easily generate estimates using real-time pricing, assemblies, and multilevel breakouts.
Then, on bid day, the contractor won’t need to fumble through papers to locate project details. They will have all of their subcontractor proposals and background details at their fingertips, making it easy to manipulate numbers on bid day to better negotiate and win jobs.
Eliminate Job Binders
Once the job is won, a complete solution eliminates the need for project managers to lug around large, out-of-date, paper-stuffed job binders that must be continually updated manually and are in the possession of a single person.
A complete solution provides a virtual binder that is easily accessible by anyone on the team, which makes it easy to work collaboratively on a project as pertinent job-related data from takeoff through final punch lists is accessible to all involved. Project managers can automatically create job budgets and billing schedules, automate the purchasing process off of the estimate details, automatically bring estimating drawings over to the project, and then create their schedules and check lists. As the project progresses, they can easily create, track, organize, route, and manage project documents electronically.
Stop Printing Forms and Reports
Another paper-intensive task for contractors is filing government-related forms. By automating timely compliance with federal and state requirements for necessary business information involving employees and vendors, contractors can save time and improve accuracy while minimizing risk, potential liabilities, and financial penalties; as well as save some trees by not having to print and mail copies of critical business forms.
The dynamic dashboards available in a complete business management solution can provide a clear view of a contractor’s data in a format that is easy to see and understand. Owners value having easy access to favorite graphs, reports, and tasks, as well as stay informed with timely and relevant data about proposals, financials, projects, and more. Without ever having to print a report, an owner can get wide and deep visibility about operations and project performance.
By automating processes across the business with a complete construction management solution, contractors can “go paperless” and help sustain the environment, as well as reduce duplication of effort, improve collaboration across team members, and save money. It’s a smart choice for the planet and a strategic effort for construction businesses.
About The Author: Alan Drum is director of product management, accounting at Maxwell Systems, a leading provider of complete construction software solutions for estimating, job cost accounting, and project management. For more information, email adrum@maxwellsystems.com, or visit www.maxwellsystems.com.
Learn more about using a complete construction software solution to save time and costs throughout estimating, job cost accounting, and project management. Please contact Maxwell Systems at 800-688-8226.
