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Industry Insight Tips & Advice Trends & Technology Ultimate Guide

From Good to Great: The Power of UX Design in Software Products

Software is supposed to solve a problem. Whether it’s simplifying tasks that humans struggle with or just streamlining the workflow process, companies spend money on software in order to make their day-to-day operations run smoother. But for this to occur, the development company has to focus on the end users’ needs and wants. And that’s where good UX design comes into play.

Why is good UX design important? The reasons are endless. However, we’ll discuss 9 of the most important reasons here. Keep reading to find out what they are.

What is UX Design?

Before we dive too deeply into UX design, it’s important to understand what it is. It’s become something of a buzzword in the industry over the last few years, but a quick breakdown could be helpful.

UX stands for “user experience.” UX design is the process of developing a product, whether it be a website, software program, or device with the end users’ experiences in mind. With that description, good UX design sounds like a no-brainer, but it takes an experienced team of developers and designers to make it happen.

There are decision trees and formulas that developers use to ensure they’re implementing good UX design, but that’s far beyond the scope of this article. At the core, the development team considers who the user is, what their challenges are, and how the software can solve those challenges in the easiest and most efficient ways possible.

UX designers use market research, product development, strategy, design, and lots of testing to ensure they’re creating a product that is attractive, effective, efficient, and easy to use. That’s good user experience design in a nutshell.

This isn’t wildly different from the construction design process. Engineers, designers, and architects constantly consider how the buildings and infrastructure they create will impact the people using them during the design process.

9 Reasons Why Good UX Design is Important in Software

It might be easy to understand that good UX design is important, but all of the ways it can impact the end user might not be so obvious. The following are 9 reasons why good UX design is important when choosing a software program.

It Leaves a Lasting Impression: Good and Bad

UI (user interface) gives the user their first impression, but UX creates a lasting impression. How smoothly a software program runs, offers intuitive workflows, and allows the user to find the solutions, data, or reports they’re looking for will create an opinion of that program for the user. If the UX is subpar, even if only at the start, users will feel frustrated over just the thought of the software.

However, if that software is fast, intuitive, and provides answers without digging through multiple tabs in error, the user will remember it. They’ll have a much more favorable opinion of the program and rather than feeling dread when they log in, they’ll feel positive that they’re going to achieve their goals.

It Provides Value

Good UX design is not a mistake. It’s the result of a development team focusing its efforts on developing exactly the type of software that the user needs. This means the team won’t be spending time or energy developing aspects of the program the user really can’t use.

In the end, this streamlined and targeted development approach means less wasted resources, and this means a more affordable product for the end user. They’ll be able to get more value from the program because it was designed to solve their specific challenges and nothing else.

It Makes Learning Easier

Regardless of the software program, there is always a learning curve or implementation period where users have to get used to the new processes. Whether it’s the layout, workflow, or integration with other software programs, users need to learn how the new system works and deal with the bumps in the road.

Good UX design can pave those bumps and make learning the new system much easier. With a well-planned layout, intuitive workflows, and the ability to make adjustments that scale across multiple reports automatically, using the program can become like second nature.

It Ensures the Program Will Fit the Users’ Needs

Good UX design involves developing “personas,” or creating a fictionalized version of the ideal real-world user, and developing the software for that persona. Developers will take into account all of the user’s daily activities and responsibilities and the challenges that those activities and responsibilities create, and come up with a tailored solution.

In terms of construction, this ensures that the software meets the needs of the people in the building industry. An effective UX design will account for the project types, contract types, personnel, reports, and accounting that the construction industry uses. There are no useless functions or fluff to deal with.

It Encourages Widespread Adoption of the Software

It’s one thing to decide to implement new software and another thing to actually get everyone on board. While there are always a few folks that will resist change, a good UX design can help pry those old spreadsheets from their desperate clutches.

When a program is designed well and works as it should, the team will notice. Folks will start to show each other how certain functions are saving them time and frustration over the old program. And while a program champion must still learn the software and introduce it to the team, a good user experience can make implementation effortless.

It Reduces Reliance on Customer Support

How often do we get frustrated with a program, app, report, or input point and have to call customer support, only to realize the solution was simple? It was just a toggle buried in five layers of user settings. If we’re all being honest, the answer is “too often.”

While great customer support and service are critical to any software program, good UX design minimizes the users’ need to lean on it. By using simple, easy-to-adjust settings and input points, well-designed programs allow users to understand what they’re doing, make adjustments, and see an impact instantly. If something doesn’t seem right in a report, they should be able to access that report immediately and fix the issue without digging through tab after tab to get there.

It Helps Users Serve Their Customers Better

When a company decides to implement new software, the goal should be to simplify processes in order to run smoother and more efficiently. It can change the way the company handles almost all of its most important office work. And you better believe this transfers to the customer.

When a customer, partner, or lender calls a well-run construction company and requests an update, the latest report, a change order, or just clarification, good UX design really shines. A company rep should be able to log in, access the account, and pull that report or make that change in seconds. And if they’re using a program that simplifies data entry and provides automatic updates, they know all of those changes will be reflected across the program.

Not only does this mean serving the customer faster, but it also means providing them with accurate data. Good UX design lessens the chances of mistakes and oversights, and this makes it one of the most important aspects to look for in a software program.

It Promotes Communication

No one understands the importance of communication better than a well-oiled development team, and this often trickles down to the software. Good UX design involves creating channels and avenues that teams can use to talk to each other, work on the same project, and simplify communication.

In many cases, this means using cloud technology to ensure everyone has access to the same data at once. Any changes they make can be sent automatically to the folks who need to know about them, as well. This type of communication promotes collaboration and responsibility—all because the software was designed to do it.

It Directly Impacts Profitability

At the end of the day, any new tools or software that a company implements should improve its profitability. Good UX design, with its focus on efficiency and automation, can do just that.

With less time spent on data entry, updating reports, fixing mistakes, and tracking down signatures, office staff can focus their creative efforts on other projects. Those projects can then help the company move forward, improve its efficiency, and make better decisions. Only a software program created with great user experience design can offer the type of freedom a team needs to work like that.

 

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Author Biography:

Tom Scalisi has over 15 years of experience working in the trades. Since moving to full-time freelance writing, he has developed a passion for helping construction companies grow. He enjoys teaching contractors how technology can streamline their businesses and educating them about their rights during payment disputes. 

 
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Industry Insight Tips & Advice Trends & Technology Ultimate Guide

Why Forecasting Project Costs Is Important For Your Construction Business

From day one on a construction project, the number one question everyone has is whether the project will meet the expected budget. You can wait to answer this question at the end of the project when you can’t do anything about it, or you can assess where the project stands as you progress through the work, allowing you to act proactively if an overage is found. In order to assess the project costs before completion, however, you must forecast or predict the potential costs to complete the work.

A forecast to complete the project is a well-educated guess of how much you have left to spend to finish the work. It’s based on the current costs, the percentage of the project that’s complete, and what’s remaining to be finished. The better you are at tracking your costs, the easier it will be to predict how much is left to spend.

Before we get into how to forecast final costs on a construction project, let’s look at why it’s important to know how much the remaining work will cost you.

The importance of forecasting final costs

One of the primary benefits of forecasting costs is that you get an early warning if a project is losing money. Since many contractors rely on their profits to fund future work, losses on today’s job can quickly lead to real problems when it comes time to start the next one. Without adequate profits to fund the work, contractors have to rely on alternative financings, like bank loans or credit cards, that ultimately cost them more in the long run, further reducing profits. It’s a never-ending cycle of higher costs.

Predicting final costs also allows companies to identify their future cash flow needs and address any issues before they become real problems. If contractors know that they won’t have enough money coming in to finance their payroll or other necessary business expenses, they have time to move money from investments or seek lower-rate financing options.

Sometimes forecasting final costs can help contractors identify change orders that have been missed or haven’t been processed yet. If a change hasn’t been made to the project budget but extra materials have been paid for or work has been completed, it may show up as a cost overage. The contractor can then follow up with the owner or architect to determine the status of the required change.

Finally, forecasting allows companies to learn valuable lessons about the accuracy, or inaccuracy, of their estimates. If a contractor is always going over budget on labor costs, they will see that sooner and be able to adjust future budgets accordingly. This will make their estimates more competitive and lead to more work.

How to forecast final costs

One of the most important things you can do to help forecast final costs is to monitor costs as you go. If you’re relying on data from a single point in time to predict costs, it can be difficult to make the appropriate assumptions and gather enough data to accurately predict future costs. By tracking costs as you go, with an accounting system that supports job costing, you’ll be able to monitor the project’s progress and see cost patterns that may not be visible with a static report.

To forecast final costs, you’ll be looking at three data points: the amount remaining in committed costs, amount remaining in your budget, and historical costs. Based on these three data points you should be able to predict, with a reasonable degree of accuracy, the final costs for a specific scope of work. Let’s look at an example to help illustrate how these data points help predict future costs.

Let’s say we are forecasting costs for the concrete scope of work on a project. The contract with the concrete subcontractor was originally for $100,000, and they have billed $80,000 so far, leaving $20,000 to bill. This is the amount remaining in committed costs. Based on our original budget, we know that we still need to purchase some rebar that wasn’t part of the concrete contract for $5,000. We also know, based on reviewing past projects and the amount of work left to be finished, that we have about $30,000 in work remaining to be completed. So, how do we predict what our future costs will be?

Remaining committed costs:                       $20,000

Remaining in the budget:                                     $5,000

Historical data:                                                  $30,000

The answer will be somewhere between $25,000 and $30,000, depending on whether we are looking at it for cash flow reasons or to assess what our profit margin is for this particular project. Either way, we are using the three data points to inform our prediction and will continue to improve the accuracy of each prediction as we analyze the data on more projects.

What to do when you’re over budget

The second most important question, after “Are we on budget?” is what to do when you’re over budget. The answer depends on why you’re over budget.

  • If there has been a change in the project scope that affects the budgeted costs but hasn’t been reflected in a change order yet, that could cause an overage.
  • If there was an unforeseen condition, such as bad soil, that caused additional costs, this may cause an overage.
  • Or, if the general contractor or a subcontractor made an error in their work, that could also cause a budget overage.

Depending on the cause, the contractor will need to either ask for a change order or make an internal budget transfer. The internal budget transfer will move excess monies from one line item of the budget to another to help cure the overage. It’s important to note the reason for the transfer for future lessons learned.

How Premier helps you predict future costs

Premier has made forecasting future costs in your projects easier with its forecasting module. Using this module, project managers can account for unexpected costs and request internal budget transfers to cover overages.

To see how Premier can help keep your projects on track, request a demo.

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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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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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Company News Industry Insight Resources Tips & Advice Ultimate Guide

The Importance of Employee Training for Construction Software

Software training is key during new software implementation. For workers, it helps them learn the software’s workflow, allows them to test drive the solution, ask specific questions and get more help when needed. For companies, it reduces the transition time, improves morale, and improves efficiency. For more on these benefits and some additional ones, see the list below.

Employee Benefits

1. Learn the software’s workflow

One of the reasons many companies upgrade their software is to gain efficiencies. If you use the same process or workflow in new software, you won’t gain anything. However, through training, you’ll learn how the new software handles data entry, processing, and reporting. Without training, you may spend more time trying to make it do something the way you want it to work, and this wastes time, and money, and reduces your ROI.

2. Concentrate on learning

If you’re trying to implement new software while keeping up with your other duties, it can get stressful fast. The strain of juggling your existing work can make it more difficult for you to learn how to use the new system. By setting aside training time, you can fully concentrate on learning new processes and workflows without the added stress of your other duties.

3. Test drive the software

Training gives you the time to work with real-world examples in the new system. During training, you’ll enter transactions, process data, and run reports, just as you would in your daily work. By “test driving” the software with real data you get a chance to not only see how the software works, but also learn by actively performing the work. Once you go live, you’ll have the data you worked with during training to remind you how each process is performed.

4. Ask specific questions

Every company has situations that are handled differently in that company, and training gives you a chance to ask questions about these situations and work out what needs to be done with an instructor. In addition, you’ll get a chance to learn from questions that others ask during the training, and you’ll receive direct feedback from the instructor.

5. Get added help when needed

Your training time is the time to ask for help. If you’re having difficulty performing a process or knowing what to do next, it’s time to ask for and get the added assistance you need so you can be fully confident using the software. Don’t be afraid to ask for help, whether it’s during a class or one-on-one. Our team is here to make sure you get the training and information you need to make the most of our solution.

Company Benefits

1. Reduce transition time

Anytime you change or update a software solution, there’s going to be a learning curve and it’s going to take time to get the new system up and running. However, when employees aren’t trained properly, this transition time can be extended as they use trial and error to figure things out. But with training and assistance from the software team, this time can be reduced, as well as the number of headaches.

2. Get the most from software efficiencies

You probably didn’t buy new software because it was going to take just as much time to do things as your current solution. You’re probably looking for some efficiencies or cost savings to justify your purchase. In order to take advantage of the efficiencies and improved reporting promised, you’ll need to learn how the developers intend the software to work. Training will walk you through each process and show you exactly how you can save time using the new system.

3. Save time on trial and error

Some teams will work diligently using trial and error to figure things out. This takes a lot of time, as data is entered, deleted, and reentered in a different way. Workers may be trying to use an old system with new software, and that just isn’t going to cut it. Why waste time with trial and error when training can give you the answers you need, allow you to practice using the new system, and get you up and running faster?

4. Improve morale

Software transitions are stressful. Team members can get frustrated with delays and time spent fixing errors and reentering data. When everyone gets trained on how to use the system properly, there’s reduced stress and employee turnover. Workers develop a sense of teamwork as they work together to implement the new system. They help each other solve problems and work through the process more quickly.

5. Track training progress

Employers can quantify and track the training progress of their employees, so they know at a glance who has practiced what skills. This can help with cross-training and job shadowing. If an employee is going to be changing positions, make sure they have time to review their training and refresh their knowledge about the new process.

Buying new software and not providing training is like throwing a person in the water and telling them to swim. They’ll figure it out, but it’s going to take a while and they won’t be very good at it. Software training provides an opportunity for workers to learn new skills, practice them, and see how the new system works. Employers benefit from reduced transition time, improved team morale, and the ability to quantify and track each worker’s skills.

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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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Company News Features Industry Insight Tips & Advice

Top 5 Features to Look For in Drawing Management

premier construction software drawing management

Every journey needs a roadmap to take it from start to finish. This couldn’t be more true in construction, except that a project’s journey typically requires an entire atlas: a collection of drawings for every stage. But, keeping that collection organized, up-to-date, and accessible is a serious challenge. And, the more folks who need the drawings, the more confusing it gets.

Luckily, there are ways to simplify the drawing management process. Instead of working from paper plans and printing new revisions at every turn, digitized drawing management programs keep everything saved (and updated) in one database. And while adopting a digital future might be the right move, not all drawing management programs are equal, so it’s important to know what to look for. The five features below are a good start. 

What is Drawing Management?

Before discussing its most critical features, it’s important to understand exactly what drawing management is. Drawing management is a digitized, cloud-based system that collects and organizes architectural plans, structural drawings, mechanical schematics, elevations, and other drawings related to construction projects.

As a cloud-based database, the drawings are available from anywhere as long as there is an internet connection. Users can log into the system, peruse the appropriate drawings, and review them or send them without going back to the home office. 

The Importance of Drawing Management

Drawing management has become one of the most influential forms of technology for construction companies. These online-accessible databases allow for better collaboration, less waste both environmentally and monetarily, and smoother-running projects.

When a construction company uses a drawing management program, they’re able to give instant access to drawings to whoever may need to see them. This includes designers and engineers, subcontractors, material suppliers, inspectors, and owners. This type of instant access ensures everyone is always on the same page and working toward the same goal.

Let’s also look at this from an environmental perspective: Digital drawing management means that there is less paper being printed every day. Revisions performed on a computer can be saved directly to the database, meaning users won’t have to travel back and forth to the shop and site for the latest prints, saving gasoline at the same time. 

Drawing management can also help make well-informed decisions faster. Any time there is a design change, the design or contractor can send the proposed change to the customer with the drawing attached. They’ll be able to review the proposed change and the drawing, allowing them to make an informed decision and approve or deny the request.

Drawing management also ensures that the folks actually building the structure are working from the correct plans at all times. With instant access to the latest revisions, users are less likely to be working off of old drawings, ensuring that the project is completed according to schedule the first time. 

The Top 5 Features To Look For in Drawing Management

Choosing a drawing management system goes beyond understanding its importance and role in a modern construction company’s day-to-day operations. The following are some of the best features to look for when shopping for a drawing management system.

1. Add Comments

Traditional paper management systems involve several copies of the same drawings. Management typically makes individual comments on these copies and hands them to the folks who need to see them. This is a lot to manage and there’s no guarantee that everyone will receive their plans along with the notes. But with the ability to add comments for each person who needs to see them to one electronic copy of the drawing, everyone stays in the loop. 

2. Modify and Mark-up Drawings

Just as the ability to make comments is important, so is the ability to modify or mark up plans and drawings. Changes on traditional paper need to be distributed to individual team members while making a change on a cloud-based drawing allows everyone to see the most up-to-date revision without missing the changes. 

But even more important than the ability to mark up the plans is the system’s ability to make those new sketches available for everyone on the job. If an engineer marks up the plan and saves it to the database, the subcontractor who opens those plans will see the marks and be able to act accordingly.

3. Link to RFIs and Change Orders

Drawing management is all about efficiency, and this couldn’t be more true than it is with RFIs, change orders, and other requests. When a user sends an RFI for clarity on a material or design, they’re able to link directly to the drawing in question. This is essentially like the electronic version of stuffing a drawing in an envelope and sending it directly to the customer, only faster. The designer can open the ROI, better understand the question, and answer in a more efficient process.

The same applies to change orders: Any proposed change that might require a CO can be accompanied by a link to the exact drawing in question. This allows users to review the change order, see how it will affect the plan, and make a decision that works for the project in a fast and efficient process. 

4. Track Revisions

Managing revised plans and drawings in a paper system can be a nightmare. First, all of the copies need to be accounted for, and they need to be kept in revision order. They need to be easier to sort through, and to ensure the project goes off without a hitch, the most recent approved drawing needs to be on top. With a drawing management system, this doesn’t need to be so hard.

Digital drawing management systems make tracking revisions a breeze. With the click of a mouse, users can look at older drawings based on dates and revision numbers, or jump ahead to the latest approved version. 

5. Choose Layers

Construction drawings contain a lot of information. But not all of that information applies to everyone who uses those drawings. Comments, notes, and sketches on those drawings can get confusing, but with a drawing management system that allows users to create private layers, users can hide all of the peripheral information and get down to the heart of their job.

With the ability to create layers, designers and project managers can give specific details to subcontractors and other job site personnel. This streamlines the transfer of information, hiding all of the data, notes, comments, and sketches that the sub doesn’t need to see, resulting in a better understanding of the project. 

Why Drawing Management Solutions Are Worth it

Drawing management solutions make a lot of sense, but they’re often an investment that construction companies aren’t sure they want to make. What makes these solutions worth it? 

Realistically, effective drawing management software will begin to pay for itself immediately. Every time that project manager doesn’t have to drive back to the office for a paper drawing, or every time a decision is made faster because drawings are readily available, they’re saving money. 

Consider the cost of performing a few days of work with old drawings and the expense of correcting the mistake. These costs alone could pay for a drawing management solution.

Ultimately, drawing management solutions save construction companies by maximizing efficiency. Companies looking to streamline their processes and protect their profit margins should adopt a solution that fits their needs, and with the features listed above, they’ll know exactly what to look for. To learn more on how Premier can help streamline your business process with this magical tool, contact our industry pros and request your demo today!