Empowering Project Review with Construction Management Software

How to perfect the project review process in construction from beginning to end.

Contractors can’t afford slowdowns or inefficiencies during a project. That’s where construction management (CM) software comes in. It assists general contractors in all aspects of the project review process. Specifically, it allows for constant communication, documentation and collaboration—all without typical administrative oversight or tracking checklists.

Construction management software helps minimize risk with built-in workflows that ensure no details are missed. As a result, the GC can create an accurate and informed project review.

What is project review in construction?

Effective project review ensures accountability and awareness of a project from the beginning to the end. It provides a “pulse,” to promote professional growth for every person involved. Further, it allows you to use the objective data for case studies in post-project review. This process ensures your team can improve project-after-project.

Project review involves the examination of all aspects of the construction project. It takes place during the conception, pricing and construction build, as well as unplanned external audits during the project or after its completion.

In a typical project review, the general contractor, architects, engineers and trade contractors each review aspects of the project. These aspects include quality control, budget and schedules. This ensures that each responsible party is accountable for the completion of the work according to the contract documents.

Successful reviews of the contract documents need a simple and easy-to-understand presentation. With CM software, you ensure that project reviews are accurate and include all necessary information. This includes important documents such as owner contracts and trade contracts, which incorporate a scope of work, budget and schedule. CM Software also provides project documentation and collaboration on any issue that may arise during construction or during building operations upon completion.

Project review during preconstruction

During preconstruction, you review all project documentation to uncover, account for and understand all details. Consequently, you’re able to determine the cost of the project and identify the scope of work. This creates the baseline the entire project team is accountable for.

One source of truth in one place

The best construction software programs allow the general contractor to control the flow of communication between project partners. This ensures operational oversight throughout the project. As a result, you can keep the budget, quality and schedule on track, and minimize unknown conditions.

Construction software solutions house project documentation and make it accessible to the entire project team in real time. For example, an online plan room provides a simple way to distribute and manage drawing iterations. With the right software, all parties can access the same information and the most up-to-date and accurate contract documents. This allows them to accurately estimate project costs and execute the build.

During the preconstruction phase, project review takes place by reviewing documents. Subcontractors and vendors receive bid invitations through the construction software solution, then submit pricing back to the general contractors. The general contractor’s estimating team will analyze the bids to create the project budget. The GC carefully reviews each bid against the project documents and makes sure to cover any gaps. Finally, they create a scope of work for each trade.

Construction software has the power to carry over these details into an owner proposal, owner contract and subcontract agreement with no information-drop along the way. Consequently, minimizing the risk of dropping details from bid to contract. The real power lies in building a repeatable process that produces the information in organized containers. The result is data ready to analyze and communicate to the client.

Project review during construction

Staying organized throughout the project is paramount to staying on track and on budget. The project team can use construction management software in the following ways to ensure success:

  • Manage requests for information (RFIs)
  • Track project meetings/minutes
  • Manage submittals
  • Manage the project schedule
  • Collect daily logs/timecards
  • Set up a project budget/buyout
  • Manage changes
  • Manage and approve subcontractor billing
  • Manage expenses and material purchase orders
  • Track owner billing
  • Create a job cost statement and work-in-progress (WIP) report automatically

Of course, housing more tasks in a single construction management software makes it easier to train team members on the internal software processes. Integrated software platforms are great options as well, until the data sync fails in a critical time event.

CM software provides operational oversight and risk management. It makes project review seamless, reduces project risk and reduces time spent by each responsible party to complete tasks.

This gives the team back an estimated 30% of valuable time. As a result, they’re able to focus on the quality of workmanship and execution of the project schedule. All of which ultimately ensures the project will stay on budget.

Construction software provides the support each general contractor needs. With it, they can easily communicate, review documents and stay ahead of unforeseen problems with minimal interruptions.

Project review post-construction

Once construction is completed, the CM software solution has all the necessary tools to produce close-out documentation. Those include operations and maintenance manuals, final, red-lined construction drawings and warranty information.

Additionally, you’ll have captured all documentation necessary for a post-mortem project review process with the project team. During the post-mortem project review, you’ll discuss:

  • Quality of work
  • Efficiencies gained or lost
  • Documentation and communication throughout the project
  • Whether the client received appropriate communication and all necessary documentation
  • Budget fluctuations
  • Software ease of use
  • Any issues that arose
  • How you may have managed the project differently

Advantages of using CM software for a more effective project review process

When harnessed effectively, CM software organizes teams, manages risk, creates accurate job cost reporting and enables a project review process seamlessly. General contractors who embrace technology and adapt their processes will lay a foundation to scale their business. Ultimately, this will allow them to grow into a new era along with the industry.

RedTeam’s cloud-based software solutions are designed to help contractors face the day-to-day challenges of commercial construction. The company’s suite of construction management solutions support the project review process end-to-end. From advanced preconstruction functionality, to real-time jobsite updates. Learn more about the construction software solutions that enable more predictable outcomes on your project.

About the author:

As the Vice President of RedTeam Go at RedTeam and a seasoned professional with two decades of experience in the construction industry, Traci VanDalsem brings a deep understanding of the industry’s dynamics. Having formerly served as President at Paskr (later acquired by RedTeam and product renamed to RedTeam Go), Traci consistently ensures that our clients receive exemplary service and support, underscored by genuine empathy and professionalism.

Republished and updated from Construction Business Owner. Construction Business Owner (CBO) is the leading business magazine for contractors and is designed to help owners of construction firms run successful businesses. Founded in 2004, CBO provides real-world business management education and knowledge that’s of real value to the owners of construction companies.