How to Choose the Best Construction Project Management Software

Effective project management lays the foundation for the success of any construction project. While there’s no shortage of project management software solutions on the market, choosing one custom-tailored for construction projects can make it easier for contractors to complete projects.

As the construction industry faces challenges with labor shortages, supply chain issues and managing multiple risks, implementing digital tools can help companies make data-driven decisions to deliver quality projects that meet or exceed owner expectations. 

This guide will help project managers and contractors choose the best construction project management software for their needs.

What Construction Project Management Software Is — and Why It Matters

Construction project management software is a digital tool used to plan, coordinate and execute construction projects.

Software platforms allow contractors and other stakeholders to monitor progress and efficiently allocate resources, connect to design and finance systems and manage documentation.

With centralized, real-time data in a digital management platform, teams can make adjustments collaboratively to streamline processes, reduce delays and improve productivity and project quality.

Key Features of Construction Project Management Software

By automating and optimizing important project management tasks, construction software helps teams avoid overlooking critical details and deadlines that can derail a project. Decision-makers should consider the following features when they're evaluating different options to integrate into their construction tech stack. 

Scheduling

Effective scheduling keeps projects moving, preventing expensive delays and allowing for a smooth transition from one phase to the next. Modern construction management applications often include Gantt charts and work breakdown structures (WBSs) that display a visual timeline of tasks and track dependencies. This can include options for tasks that begin at the same time or sequentially, where one must end before another begins. 

Budget Tracking

Budgets on large commercial projects are constantly in flux due to issues such as change orders, market fluctuations or weather delays. Budget tracking functionality in the form of a live budget dashboard shows committed costs, actual expenses and projected final costs in real time. Software that integrates smoothly with the company's financial applications helps PMs collaborate with business operations.

Document Management

By the time a commercial or public construction project is completed, contractors can end up with thousands of documents. Construction project management software can make it simple to store, organize and access all of these documents, including drawings, blueprints, contracts, requests for proposals, change orders and more. 

For any issues or disputes that may arise, organized and accessible documentation helps determine responsibility and liability for quicker resolution.

Team Collaboration

When coordinating with multiple stakeholders — such as superintendents, subcontractors, architects, engineers and clients — project managers need to communicate clearly and efficiently to keep everyone on the same page. Construction project management software can facilitate collaboration by providing a centralized source of truth with threaded conversations, notifications, alerts, task assignment and project tracking and daily communication logs. 

Licensing Model

For most large, commercial construction companies, an unlimited user access model could be a better licensing option than a seat-based option or naming specific licensees. This gives teams the flexibility to change users as needed and support frictionless collaboration.

Mobility

Contractors need to access software wherever they are — at the office, in the field or during off-site meetings. Native mobile applications include real-time updates and offline-capable access so teams can access documentation and workflows even without internet access.  

Reporting and Analytics

The reporting and analytical capabilities of software give project managers insights that foster proactive instead of reactive decision-making. They can use this data to implement a continuous improvement feedback loop to make future projects more efficient and profitable. 

Analytics dashboards aggregate performance data across project management, quality, safety and financials. Predictive analytical models let contractors identify risks and performance trends early so they can mitigate them. 

Security

With cyberattacks on the rise in every industry, security is a primary concern, both for intellectual property protection and regulatory compliance. Teams should look for software that provides security measures such as strong data encryption, infrastructure redundancy and compliance with security frameworks like the National Institute of Standards and Technology (NIST) Cybersecurity Framework and the International Organization for Standardization (ISO) 27001.

Secure solutions should also provide role-based access and authentication. Measures such as single sign-on (SSO), OAuth 2.0 standards and secure password management will protect data from unauthorized access. 

BIM and Reality Capture Integrations

Integrating Building Information Modeling (BIM) and reality capture technologies into construction project management software enhances precision and efficiency in project execution. BIM’s comprehensive digital representation of a building's characteristics helps teams identify potential design clashes and optimizes construction sequences, improving collaboration among architects, engineers and contractors.

Reality capture technologies, such as drones and laser scanners, provide accurate, up-to-date site conditions to compare the current state of a construction site with the BIM model, identifying discrepancies early. Software that can integrate these features reduces costly errors and helps companies move forward with the most advanced technology solutions available.

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How To Evaluate Project Management Software for Construction

When evaluating construction software options, decision-makers should look at the following features and compare them among different vendors.

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  Ease of Use

  Even the best software will be useless if it’s too clunky and difficult to navigate. An intuitive user experience reduces onboarding friction and makes it simple for people to incorporate into existing workflows.

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  Implementation and Adoption Support

  Most construction project management solutions are feature-heavy, so ask about training resources, webinars and ongoing updates. While it should be easy to use, project managers will also want to be able to deep-dive into specific features to get the most out of the program.

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  Scalability

  As a company grows,  project management software will need to grow as well. Contractors may want to bypass a vendor if they're already at the upper end of its capabilities. 

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  Product Development Culture

  Talk to the vendor about how often they update the product. Ideally, work with a company that is continuously improving its product. This includes adding and updating features to enhance their functionality for project managers. 

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  Customer Support

  When contractors are in the middle of a project and have an issue with the software, they need answers quickly. Decision-makers should ask what they can expect in terms of response times and the level of accessibility of customer support. 

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  References and Case Studies

  The best way to evaluate a vendor is to ask its customers about their experiences. Project managers can prioritize feedback and outcomes from firms that are similar to theirs, both in size and types of projects. 

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  Partnership Mentality

  The best option will be a company that considers itself a business partner. Teams should assess factors such as long-term value, cultural alignment and proactive engagement. 

Choosing the Right Construction Software for Your Team’s Needs

Project management construction software selection is central to optimizing operations and improving productivity while maintaining quality. Before choosing construction project management software, it's a good idea to sit down with the personnel who are involved in managing projects. They can brainstorm the features that matter most for their workflows and that will make the most impact on the business.

Building a connected construction tech ecosystem will help construction companies operate more efficiently across all aspects of their operations. Making the right choice depends on factors such as company size and the complexity of its projects. 

As each increases, leaders need software that can accommodate them. Adopting a comprehensive software solution can help companies retain talented employees who appreciate the support of advanced workplace tools, deliver quality projects and impress owners with transparent communication.

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