Building a platform for error-free delivery

The Challenge

BW: Workplace Experts is known for complex workplace fit-outs and campus refurbishments, often delivered while buildings remain occupied. Their Defect Free delivery promise requires flawless coordination, but growing project complexity meant more data, more stakeholders and greater risk of error. Information was siloed, design reviews dragged on and teams faced mounting pressure to maintain quality while meeting tight schedules. BW needed a single platform that could unify data, streamline design coordination and turn information into actionable insights.

The Solution

BW built a digital ecosystem with Procore at its foundation. By embedding its design and program processes directly into Procore, BW enabled earlier collaboration with suppliers and specialty contractors, reducing design clashes before they reached the job site. Procore’s open platform allowed BW to integrate project data with analytics and automation, reducing the burden on administrative staff and creating custom dashboards for real-time visibility. Procore became the hub for field teams, managers, executives and clients to share information, coordinate decisions and keep projects on track.

The Results

• Reduced design coordination times by 30% through Procore-embedded scheduling
• Cut site rework by 70% by identifying design issues earlier
• Reduced cost overruns by at least 10% through enhanced predictability
• Accelerated project timelines by up to 25% with integrated dashboards
• Decreased admin workloads by 40% through automated error correction

A reputation built on precision and trust

For more than two decades, BW: Workplace Experts has specialized in delivering high-end workplace fit-outs and refurbishments across the UK. BW prides itself on delivering work Defect Free a promise to hand over projects on time, to spec and without the punch lists that plague much of the industry. But to keep that promise on increasingly complex projects, BW knew it needed to rethink how it managed design information, project data and collaboration. “With a set of targets as ambitious as Defect Free, we had to back it up with the right tools,” said Tomas Hollingsworth, Director of Technology. “Paper trails and siloed systems weren’t enough. Stronger digital foundations with real time data, consistent reporting and shared accountability became the only way to achieve the standards we set.” BW created a digital ecosystem designed to combine advanced technologies — robotics for site surveys, AI for predictive analytics and sensors for monitoring safety — with Procore as the backbone of its project data strategy. By embedding its Design Release Schedule into Procore, BW brought suppliers and subcontractors into the process earlier. This proactive engagement meant potential design clashes were caught before construction began, reducing coordination times by 30% and site rework by 70%. “Getting everyone into Procore early changed the game,” said Hollingsworth. “Designers, project managers and partners were all aligned from day one, meaning fewer clashes, faster decisions and a smoother journey to site. We cut out the noise and kept the focus where it mattered — building right the first time.”

Empowering teams with automation, transparency and analytics

Automation was another critical step. With Procore’s open platform, BW deployed AI agents that automatically corrected documentation errors — such as misnamed drawings — cutting administrative workloads by 40%. Freed from repetitive tasks, teams could focus on quality assurance and client service. Integrated dashboards gave supervisors, managers and executives a real-time view of project status, allowing them to identify risks earlier and make faster, better-informed decisions. “Dashboards turned instinct into insight,” said Hollingsworth. “Instead of relying solely on intuition, our teams can now see live progress, quality trends and areas of risk at a glance. It’s made every decision sharper and every conversation more grounded in fact.” The impact extended beyond internal teams. By giving clients and partners transparent access to project data through Procore, BW improved communications and collaboration. With clearer expectations and more predictable outcomes, cost overruns dropped by at least 10%, and project timelines improved by up to 25%. For BW, Procore became the digital foundation that allowed its people-first, Defect Free culture to thrive in a data-driven age. “Procore has been critical in helping us deliver on our Defect Free target,” said Hollingsworth. “It gives everyone, from site teams to clients, a single version of the truth. Snags are captured earlier, tracked transparently and resolved before handover. The result is safer projects, smoother project journeys and greater trust all around.”