(Part of our countdown to the Well Built: Operational Excellence in Construction webinar on October 23rd)
Is your technology stack helping you build or just getting in the way?
Last week during a consultation with a commercial contractor, he sighed and said, “I feel like we have a tool for everything… but nothing talks to each other.” Across the table, one of their project managers laughed and added, “actually, we don’t even have that problem, the real issue is that half of our processes still live in Excel or in someone’s head.”
Both hit the same nerve.
Whether you’re drowning in redundant software or stuck relying on spreadsheets, disconnected tools and untracked workflows quietly chip away at efficiency. Many smaller builders know they’re behind on implementing digital systems, but postpone action because they’re “too busy,” “not big enough yet,” or “waiting until next year’s budget.”
That’s why, in the spirit of Operational Excellence, this week’s TechTip is all about performing a 5-Minute Tech Tune-Up, a quick self-audit to make sure your tools (or lack of them) are helping, not hindering, your productivity.
Step 1: Take Inventory
Make a list of every tool or software your company uses, no matter how small.
Think about:
- Microsoft Project management (Procore, Buildertrend, Smartsheet)
- Document control (SharePoint, Dropbox, OneDrive)
- Communication (Teams, Slack, email)
- Field reporting, timecards, estimating, safety, etc.
If you’re a smaller SMB that’s not using dedicated software for these areas, list the Excel files, manual logs, or paper forms you rely on instead. This step alone highlights where efficiency gaps and risk exist.
You can do this in Excel or a simple SharePoint List. Seeing everything in one place often reveals surprises like three tools doing the same job, or entire functions missing coverage altogether.
Step 2: Identify Overlap and Omissions
Ask your team:
- Which tools duplicate the same function?
- Which tools no one uses or only one person knows how to use?
- Which critical processes have no supporting tool at all?
Real-world example: We recently helped a builder who was running Procore, Dropbox, and SharePoint, each storing job photos separately. Once centralized in one connected library both consolidating and simplifying the process, the field team saved hours weekly.
A second client, a small general contractor, was still tracking job costs in Excel. They knew it was a bottleneck but hadn’t switched because “it’s working for now.” Once we introduced a simple, cloud-based estimator integrated with accounting, their month-end reporting time dropped by 50%.
Step 3: Measure Adoption
Every tool only works if people use it.
Run a quick MS Forms Poll or Teams chat:
- Procore What tools make your day easier?
- What tools frustrate you?
- What processes still happen outside the system?
Pro Tip: Low adoption doesn’t mean people hate technology, it usually means the process isn’t intuitive, or training was skipped.
Step 4: Assign Ownership
For each core system, name a champion responsible for keeping it running smoothly.
That doesn’t always mean someone from IT, it might be your field superintendent for Procore or your PM for Smartsheet. When ownership is clear, accountability follows.
Step 5: Make the Tough Calls
If a tool isn’t delivering measurable value, it’s time to sunset it or replace it.
Ask three questions before renewing any license:
- Which Does this system save time or reduce errors?
- Does it integrate with other tools?
- If it disappeared tomorrow, would anyone miss it?
And if you don’t have a tool for a key function like safety tracking, estimating, or field reporting, don’t wait until it becomes an emergency. Start small. Even one well-chosen, properly adopted app can transform operations.
What To Remember
Operationally excellent builders aren’t using more tools, they’re using fewer smarter ones. Whether you’re juggling too many platforms or none at all, the goal is the same: get clarity on what’s helping, what’s hurting, and what’s missing.
Want help performing a deeper analysis or integration plan?
That’s exactly what we’ll cover in our upcoming webinar with Chad Prinkey of Well Built Consulting: how top-performing contractors streamline operations, reduce waste, and leverage technology to move from good to great.
Let’s Build Together!
Book a Free Productivity Consultation Review with our experts.
If Conversations about workforce development, retention, economic forecasts and operational excellence discussed by industry leaders in an open forum interests you, be sure to join us at our upcoming webinar and learn the habits of the top 2% of builders! Bring some questions you’d like us to address.
