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Features Industry Insight Tips & Advice Ultimate Guide

The Ups & Downs of Using Multiple Construction Systems Vs. an All-In-One Solution

If you’re considering making a change to your construction software, you’re probably wondering if you should stay with your existing way of doing things (usually multiple systems for multiple functions) or if you should integrate all your software needs into one central system. All-in-one solutions, like Premier, can take the place of document management, accounting, and project management software.

To help you make this decision, we’ve listed some of the benefits of staying with multiple solutions (because there are some), as well as the benefits of moving to an all-in-one solution. While cost is, and should be, a part of this decision, there are many other things to consider before deciding.

Benefits of using multiple software systems

  • If you’re using multiple software systems, say one for field communication and one for accounting, and it’s time to make a change to one of those systems, either an update or a software change, fewer people are affected by the change. Only the field or accounting department has to be trained on the new system, change processes, and work out the bugs. This can be less frustrating than having the entire company learn a new program together.
  • Let’s talk cost. Generally, software systems targeted to just the field or the office are less expensive than all-in-one solutions. They usually offer simplified processes that are targeted at a few pain points, so the costs to implement and purchase them are lower. Of course, this means that their capacity is limited, and you may not have access to more advanced functions if you need them. For example, many construction companies use Quickbooks for accounting, even though it lacks many of the tools and workflows necessary for contractors. In order to tap into these advanced functions, you’ll have to invest in a software that is structured specifically for the construction industry.
  • Depending on the structure of your business, using multiple solutions may fit your needs better. Very small companies, with only 1-2 employees, may not require the robust features of an all-in-one, and investing in such a system would be a waste of money for a company that small. However, as the business grows, so will its needs, and soon it will outgrow the capacity of these solutions.
  • Probably the biggest perceived benefit of using multiple systems, if you’re currently doing so, is that you don’t have to change what you’re currently doing. The fear of change and the havoc it can create keeps many companies from growing and adopting new tools. Transitioning to new software doesn’t have to be stressful when you have the right team and the right software for your business.

Benefits of all-in-one software solutions

  • One of the benefits of using an all-in-one software solution is that there is one centralized location for all your data and files. No more searching desktops, laptops, and the cloud for the information you need. By making the information available through the internet, your team members can get the data and files they need no matter where they are and what type of hardware they’re using. No more lost data.
  • With an all-in-one system, entries made in one part of the software are automatically sent where they need to go to update the entire system. For example, an AP invoice will show up immediately on budget reports, open AP reports, and the project’s work-in-progress report. Double entry isn’t required. This ensures that everyone can see the same data at the same time, and you don’t have to worry about whether the cost data has been synced with the project management data. It’s all in one system.
  • Everyone has access to detailed cost data, allowing them to drill down to the transaction if necessary. Synced data in other systems may come across as a summary of costs, not allowing a project manager to see the detail of those costs. Of course, everyone can only see the records they’ve been given permission to see, ensuring privacy when necessary.
  • An all-in-one solution grows as your company grows. You can add users and functionality as the need arises. Taking on new types of work or responding to requests for new reports or cost data can easily be accommodated without having to change systems or upgrade software.
  • Automation allows your team to save time so they can work on more pressing tasks. Automated AP invoice entry, pay-when-paid payments, and notifications allow your team to spend their time doing the really important things, and not babysitting the software system. Automation can also reduce the need for double entry, saving you from countless errors and time searching for them.
  • Instead of spending time on processes you’ve developed to work around the limitations of the software systems you currently use, you can streamline those processes and save workers time and money. For example, a worker enters a change order into the project management system, then has to enter the same change order into the accounting system. While in the same time it took them to enter the CO twice, with an all-in-one system the CO would be entered in both accounting and project management, and a CO issued to the appropriate subcontractors, as well.
  • When information from the project management and accounting systems are combined into a dashboard managers can see the big picture of how the company is running. New synergies can be seen when the data is presented together, and management can act quickly based on trends. Without a central system, creating these dashboards requires combining the data by hand, which leaves room for errors and takes time.

If you’re looking for a single solution for your accounting, project management, and document control needs, look no further than Premier. Afraid of change? Our team will work closely with you to ensure that the transition is as smooth as possible.

See how we can help, schedule your demo today to get started!

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Author Biography:

Dawn Killough is a construction writer with over 20 years of experience with construction payments, from the perspectives of subcontractors and general contractors. Dawn has held roles such as a staff accountant, green building advisor, project assistant, and contract administrator.  Her work for general contractors, design firms, and subcontractors has even led to the publication of blogs on several construction tech websites and her book, Green Building Design 101.

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Industry Insight Tips & Advice

Pros and Cons of Working From Home

 

As pandemic restrictions are tightened again, and some areas go back into lockdown, workers are again being asked to work from home when possible. While construction companies are used to working from many sites, the office staff is generally located in a central office. Changing venues for office workers has its advantages and disadvantages. Here are some of the benefits and challenges for construction company employers of having workers work from home.

Benefits to employers

1. Higher productivity

When working from home, employees are often more productive than they are at the office. There are fewer distractions from coworkers stopping by to chat or ask questions. It’s easier to shut out time-suckers like email notifications and unnecessary meetings. A FlexJobs 2020 survey found that workers who thought they were more productive at home, were. Respondents cited fewer interruptions and quiet working environments as part of the reason for their increased productivity.

2. Recruit from a larger pool of candidates

When location isn’t a factor when hiring, companies can expand the pool of possible candidates for open positions. This can lead to hiring more highly skilled workers for key roles. When companies hire the best of the best, their products and services improve in quality.

3. Reduce turnover

The flexibility inherent in a remote job allows workers to stay with them longer. For example, if an employee needs to relocate because of a spouse’s job change, instead of quitting they can easily continue working for the same company from another location. Companies can keep key talent when there are fewer constraints on where they perform the work.

4. Reduce overhead costs

For some companies, overhead costs like office rent and supplies can be significantly reduced or even eliminated by employing a remote workforce. With fewer overhead expenses, profits increase.

Employees also save money. Since they don’t have to commute anymore, they save on gas, car repairs, parking, and lunches. This savings translates into more of their hard-earned money staying in their pockets.

5. Fewer sick days

Spending less time around other people, coworkers, and the public, results in less sick time. Workers reduce their chances of catching viruses, colds, and the flu. With less downtime, workers are more productive and are able to get more accomplished over the long haul.

Challenges to employers

1. Collaboration and communication

As contractors know, when teams are spread out over long distances, it can be difficult to maintain communication and collaborate with team members. Impromptu meetings and discussions are more difficult to have when workers aren’t in the same physical location.

Luckily there are several tech applications that can assist teams in maintaining their connections. From online messaging apps, like Slack, to videoconferencing programs, like Zoom, it’s easier than ever for teams to keep in touch when working remotely.

When it comes to accessing collective data, online SaaS programs allow everyone to get the data they need from any device with an internet connection. This ensures that everyone has the info they need when they need it. Using SaaS software also allows office teams to stay productive from wherever they’re working, as well as ensuring everyone is working off the same real-time data.

2. Distractions

While there may be fewer distractions at home than in the office, they are still a struggle to deal with. Children, pets, and household chores can quickly steal employees’ concentration. Workers must do their best to set boundaries and structure their work environment and schedule to reduce distractions as much as possible.

3. Technology struggles

Technology can be difficult to deal with, whether it’s at home or in the office. Programs crash, computers die, and internet connections are lost. While these problems can’t all be eliminated, there are some things that can be done to help prevent them.

  • Ensure that employees have the latest in hardware and software installed on their work-provided devices.
  • Develop a schedule for regularly replacing hardware every 2 to 3 years.
  • Employ IT workers or hire a company to provide remote service to all employees.

4. Time Management

Without the structure of the office environment to keep them on task, some workers may struggle with managing their schedules when working from home. They may lose track of their work time and blur the lines between home and work life. This can lead to added stress and burnout.

Allow workers to set their own schedules when possible, so they can effectively manage their work and home life. Encourage them to stick to their schedule as much as possible, with only occasional changes under special circumstances.

5. Dress code

When working from home it can be tempting to dress more casually than when working in the office. While an occasional day spent working in your pajamas is acceptable, workers need to be dressed properly the majority of the time. Clothing can be both professional and comfortable, keeping workers in the correct mindset when they’re on the job.

As construction workers and companies continue to navigate the ever-changing pandemic restrictions, it’s best to remain flexible, as this helps reduce stress. Teams can function successfully when working remotely with the help of technology and a little patience.

 

Check out Premier Construction Software to see if it fits your company’s strategies and goals.  Our construction management and accounting software provide teams with the tools they need to take advantage of these technologies. Schedule a demo by contacting us today.

We’re more than just construction financial software. We’re built to help your business.

Author Biography:

Dawn Killough is a construction writer with over 20 years of experience with construction payments, from the perspectives of subcontractors and general contractors. Dawn has held roles such as a staff accountant, green building advisor, project assistant, and contract administrator.  Her work for general contractors, design firms, and subcontractors has even led to the publication of blogs on several construction tech websites and her book, Green Building Design 101.