Technology has made sharing construction project information easier, but there are many companies that still struggle with getting information to project team members. Email has facilitated much of this communication, but it has its drawbacks. There’s no way to know if documents are the latest version and its easy for messages to get lost in overflowing inboxes.
Construction software offers an integrated solution that provides centralized data storage and management, real-time information, and easy access. Teams that take advantage of these benefits save time and money with improved efficiency, making the investment an easy decision.
Here are seven benefits that teams should consider when deciding to invest in construction software:
1. Share data
In 2020 accessing and storing data where everyone can get to it became even more important. Many companies had to quickly transition to allowing workers to work remotely or from home. Now many are looking at going to remote work permanently, meaning that access to data will continue to be a challenge that needs to be answered.
Cloud-based software systems provide a secure way for teams to share information from wherever they work. The ability to get to project information from a desk, tablet, or phone means teams can be more responsive and can ensure that they’re always working with the latest project information.
Over time many companies have developed information silos, where information flows freely within a department but doesn’t get transmitted to other areas of the company that need the same information. This is often the result when everyone uses different software. Purchasing integrated software that connects project teams and accounting means that project teams can get the cost information they need when they need it without waiting for another department to generate a report.
2. Streamline processes
As companies grow, responsibilities and processes are often developed organically. Employees do the best they can to share information, but without a view of the big picture, they often create processes without knowing why they’re doing it. While these processes may serve to get the work done, it doesn’t mean they’re the best way to do something.
Construction software can provide the structure needed to streamline processes that have grown cumbersome as the company has grown. Roles and responsibilities should be analyzed and reorganized based on the most efficient way to perform a process.
Construction management software also simplifies record-keeping and data retrieval processes. All project records can be stored in the cloud, so there’s only one place to save files and one place to look for information. Teams don’t have to search in multiple folders and software applications to find the information they need. It’s at the tip of their fingers.
3. Improve accuracy
When every department has their own software that they use for their work, sharing data is often performed by manually entering it into another system or by using spreadsheets. The Construction Technology Report for 2020 says that 49% of survey respondents transfer data by hand when integrations aren’t available. When data is entered by hand there’s an increased chance for errors or inaccuracies. Over time this can lead to significant problems in project reporting and projections.
Ensuring that all team members are working off of the most recent version of a document can be difficult when documents are shared by email or file links. Software can provide a document repository with accurate version controls, ensuring that the latest version is always available to everyone without searching.
When files are stored on a local computer or server, or even in the cloud, security can be a concern. Access to the files may not be password-protected and the data is probably not encrypted. This means teams are vulnerable to lost data and technical issues that could prevent them from getting the information they need.
Dedicated construction software can ensure that employees have access to the data they need for their job, can’t see the data they don’t need, and ensures the security and protection of your information. Cloud-based software is housed on multiple servers and backed up to multiple locations to prevent data loss. User-level security measures also ensure that employees can only see the data they need to see.
Storing data locally also leaves companies vulnerable to cyber-attacks. Viruses can hijack computers and data, blocking workers from getting the information they need. Cybercriminals can hold you hostage until you pay their ransom, and there’s no guarantee you’ll get your information back. In the Construction Technology Report, 13% of respondents said their company had been the subject of a cyber-attack. Using a software packaged that is cloud-based and provides security will keep your data safe and protected from cybercriminals.
5. Improve efficiency
As work processes are reviewed and reorganized to better serve the company and its employees, workers are able to handle more work in less time. Software workflows increase efficiency as duplicate entries and rework are eliminated.
Additionally, when all the project information is stored in one system, employees only have one place to look for information. This saves lost time and money spent searching through emails, files, folders, and accounting records.
6. Business growth
With improved efficiencies project teams spend less time on current projects, leaving them with more time to sell new work. Companies find they are able to take on more work at the same staff level because everyone is working more efficiently and processes have been improved. Also, costs for correcting mistakes, duplicating entries, and rework are reduced.
7. Safety and health tracking
With increased need for safety and health tracking during the pandemic, project teams have been looking for ways to collect wellness screenings and other data. They’ve also been searching for ways to provide safety training and documentation without personal contact. Software can provide a safe way to gather and securely store the required information. Additional data tracking helps teams keep their records organized.
See the benefits today
Many companies hesitate to invest in software because of the steep learning curve and time needed to train employees and roll out the product. When viewed throughout the lifecycle of the software, however, these initial pains are quickly made up for in improved efficiency, more accurate data, and the ability to act on up-to-date information. Teams soon wonder how they did their work without the powerful assistance of software.
If you’re looking for a complete, all-in-one software package to run your projects and accounting, Premier Construction Software is the tool you’re looking for. Contact us for a demonstration today.