With a large project on the horizon, Kenham wanted to find a project management solution that would standardize processes and streamline information across all projects.
Procore offered a comprehensive platform that was both intuitive and user-friendly. With automated workflows, Kenham eliminated manual processes, saving its team hours and helping the company grow.
Kenham Building Limited
The catalyst came in the form of a house. Or rather, 13 of them. As the General Manager at Kenham Building Limited, a London-based firm providing building and renovation services for residential and commercial projects, Joshua Schumann is responsible for making the company run as efficiently as possible. In 2017, when a developer approached Kenham about a large 13-house project, Schumann recalls that it was the nudge he and his team needed. They began searching for leading project management software in the hopes of standardising processes as projects (and the company) grew.
Prior to using Procore, important project information at Kenham lived in multiple systems. However, this created siloed data which hindered both collaboration and the ability to locate the most up-to-date version of documents.
"One person often wanted to upload their drawings to Dropbox, another wanted Google Drive, and someone else wanted to email drawings. When you've got an architect, an engineer, and probably an M&E consultant all sending drawings in different capacities, it becomes a bit chaotic," Schumann explains.
Kenham wanted to find a way to consolidate all data into a single, centralised location. At the time, the team also relied on manual paper processes and printed drawings that made it difficult to standardise processes. They wanted to find a solution that was automated to help them be more proactive.
"We wanted to make sure that boxes were ticked and things weren't getting missed or overlooked. For example, when we purchased materials, we were ordering two days beforehand rather than two months before," recalls Schumann.
With the 13-house project on the horizon, Schumann and his team decided to act. "It would have been hard for the senior management to keep track of everything with that kind of expansion. While everyone may be able to keep track of their own projects or their upcoming projects, it can be difficult if everyone's keeping track in slightly different capacities. That's where we found that Procore shines. People can have a quick overview of all the project data, and then that's it. It's so easy."
After deciding to partner with Procore, Kenham onboarded with Project Management, Quality & Safety, and Construction Financials. Although Procore stood out for its comprehensive toolset, Schumann says that the the Drawings Tool was what initially caught his attention.
"The tool managed everything in one place. It's easily kept and updates in real time. Once we had Procore, we started to see all these little gems. We thought, 'Wow, this is actually even better—this is even more useful.'"
For Schumann, such gems included features like the Meetings Tool—a favorite of his that enabled his team to manage all aspects of project meetings, from agenda distribution to post-meeting approval of minutes. Schumann also recalls that Procore's commitment to research and development also made an impression on him.
"Procore is constantly developing the product, which I think is incredible. That was actually one of the big draws to Procore—I like that they are constantly making the product better."
With its intuitive interface and easy-to-use tools, Procore's platform was simple enough for all Kenham employees to learn (even the less tech-savvy), and Schumann says that they enjoyed using the app as if it were a game. This helped ensure that documented information was completed more thoroughly and accurately.
"Procore really helps the un-tech-savvy person get that buzz about the software, which is quite nice. You don't need to even think about it. It's all automated so you can just press a button, and the process goes quite happily."
To help rollout the software in a fun and effective way, Schumann says that he borrowed a strategy from an Icelandic Procore user.
"They did a 15-minute Procore class once a week for employees. Similarly, we do a Procore lesson every Friday morning at 7:30am that's half an hour. It's been incredible. We have a main topic during each lesson (for example, RFIs or submittals), two smaller topics that we covered in previous weeks, and then have Q&A," he says.
Schumann explains that this helps encourage employees to use the software so they can see the value of it and the amount of time that it saves.
"I didn't want them to use the software because I told them to. I wanted them to use the software because they actually realise how useful it is. Two of our most tech-averse employees love Procore. Before, they only used pen and paper. Now, they love the site diaries and use it on the tablet. One of them comes to every Procore session. You see him light up—he gets very excited. It's fantastic for both of them."
Schumann says that Procore has not only helped Kenham grow as a company—from a staff of four to twelve, and adding five additional projects—but employees also now have more time to effectively manage their projects.
"With Procore, everything is in front of you. You know what you're doing, you know what's coming up, and you can be a bit more organised. You're making better use of someone's time by making sure that everything's in order. By giving people more visibility and more control over what they're doing, they can do more things in the same time. That's how we've been able to grow," he says.
In addition to growth, Kenham's team has saved hours of administrative work—that is, one to two hours a day, with some saving almost a day per week.
"With Procore, all information is locked in there. You can't lose it. It can't get misplaced. There's no putting stuff in the wrong folders because there's a place for everything which is quite nice."
Furthermore, Schumann says that the ability to set permissions and features like the RFI Tool has improved collaboration.
"The RFI Tool has not only improved communication with the main office but also the communication with the architects and engineers because it's all very visible. They can see what they need to do, unlike before where it was just another email that went into the trash. On one of our new projects, we had a client—a high net worth individual—actually request to be signed up to Procore just so he could use the RFI tool, which he absolutely loves!"
While Procore's robust functionality has proved invaluable, Schumann says that most importantly, employees enjoy using it.
"I want to say it's 'cool,' but then again, it is work-related," he jokes. He pauses, and says, "But it's the same reason why people like computer games—you get a reward at the end or easy gratification. By completing a site diary or an observation, it's easy—you just fill it in, and that's it. Happy days."