How to Build Efficient Construction Workflows

It’s not uncommon for one construction project to finish right on time and on budget while another, similar project falls hopelessly behind and loses money at every turn. Some of the reasons this happens can’t be helped, such as weather, issues with procuring specialized materials or getting caught in the red tape of local government. However, a surprisingly large number of factors that lead to these disparities aren’t random, and can be accounted for by understanding, designing and improving construction workflows. 

Construction workflows are processes for completing common sets of tasks, actions or project phases. Workflows standardize sequences of operational tasks so they can be reviewed, streamlined and repeated from project to project, increasing a team’s adaptability, making planning easier and saving money and time.

In this article, we explore common construction workflows and the keys to making them more efficient.

Construction Workflows: The Basics

A workflow takes a given operational activity or phase of a project, defines the required tasks, puts them in order and establishes the person responsible. Workflows are particularly helpful when facilitating processes that require collaboration between numerous people, exchanging information or sequencing dependent tasks. In construction, workflows can help with something as discrete as managing a project directory or something as sweeping as project planning. 

Most workflows are made or managed by someone on the operational side of the project, often a chief operations officer, an operations manager or a project manager. However, the tasks that comprise a workflow can be assigned to anyone working on the project. 

For example, a project manager might oversee the workflow for getting contractors paid, but the process will require contractors to submit invoices, someone in the office to log and file the invoices, and someone to cut the checks. 

Standard operating procedures (SOPs) often define the required steps to complete a workflow and the responsible party for each step — such as submittals, or the individual tasks that comprise a workflow, such as the review of a submittal. 

6 Characteristics of Efficient Workflows

Workflows vary depending on the task, the size of the team, and important project information, such as size, budget, timeline, and type of project (commercial, residential, healthcare, infrastructure, etc.). However, all effective workflows share the same characteristics.

1. Repeatable

It’s beneficial to standardize workflows so they can be repeated by different people and on different projects. This saves valuable time since processes don’t have to be created anew for every project.

For example, the invoicing workflow needn’t be reimagined every time a GC starts a new project. A standardized workflow makes invoices easier to fill and track, and eliminates delays due to formatting mistakes or missing information. 

2. Connected

Efficient workflows operate best when each person in the process connects to the same real-time information. Silos are created when one person has access to data or documents that aren’t connected to a single source of truth. 

When a process becomes too rote or rigid, people are isolated in their work. This leads to situations where people don’t have enough information — or outdated information — and make changes that aren’t checked, or do repeat work.

We live and work in an age where information silos don’t need to exist. Construction management software can help create more efficient workflows by connecting everyone in the process access to the same, up-to-date information.  

3. Transparent

All parts of a workflow should be easily understood by everyone involved. People understand what happens, in what order and by whom — which can improve communication, buy-in, and accountability.

For example, punch lists require that all workers need to be clear on defective or incomplete items, who is responsible for them, and the process for checking them off. This not only helps people do their job, but it also helps them see how their work impacts the whole project.

4. Collaborative

Workflows should create effective ways for people to work together. This keeps team members from working in isolation where issues are less likely to be discovered, questions are less likely to be answered, and mistakes are more likely to be repeated.

For example, the design review process should ensure the design team, owner and contractors can view the current version of each drawing and discuss constructability issues or changes in real-time.

5. Automated

Workflows should define what happens and the order in which it happens. One of the simplest ways to improve a workflow is by identifying sequences or tasks that can be automated to simplify the process and reduce human error. Once part of a task is complete, many digital workflow tools will automatically deliver all updated information to the next person working on it.

For example, transferring data from an estimate to a budget can be as simple as a single button click. And an effective RFI workflow can allow anyone on the project team to submit an RFI for instant delivery to the GC or design team. The response to the RFI should be immediately reflected in the building plans and distributed to all stakeholders. 

6. Streamlined

A workflow should optimize how work gets done by reducing steps, making the process easier to track or improving organization. A workflow should place tasks in the hands of the right people at the right time and be clear on the best way to move forward. As opposed to creating more work, workflows should complement the systems, tools, and processes that are already effectively in place.

Workflows should also be designed to capture the right amount of information at each step of the process and deliver it to the next person in line. This reduces communication delays that stem from stakeholders having to follow up to verify or collect data – or parse through an information dump to find the critical details. 

For example, when a contractor sends a vendor or owner an email, their response can be filed in the project management platform as a PDF. This reduces the steps needed to log and organize documents, without needing to abandon the commonly used email.

Common Workflows in Construction

Preconstruction

Preconstruction includes all activities and planning prior to the start of actual construction to ensure a project is ready for execution.

Financial

Workflows to manage the financial aspects of a project include tracking budgets, change orders, invoicing, and processing payments.

Requests for Information (RFIs)

During preconstruction and construction, contractors and architects follow the RFI workflow to address and clarify information.

Submittals

The submittals workflow ensures that all planned work conforms to the specifications.

Change Management

The project’s change order workflow is designed to address alterations in the project's design, scope, timeline, or costs.

Quality & Safety

Workflows for quality control and safety management ensure the work meets specifications and code requirements, and jobsite practices comply with safety standards and practices.

Closeout

Closeout procedures finalize the project, including document submission and final inspections.

Workflows are a work in progress.

Even workflows that meet all key characteristics and flow smoothly have room for improvement. Often, improving a process can be as simple as encouraging users to raise concerns when the workflow is no longer serving them or has become inefficient.

Completing projects that regularly finish on time and under budget starts with taking the time to identify, define, and improve workflows. Whether during the handoff between estimators and project managers, or submitting closeout documents, an effective workflow should define the right tasks and assign them to the right people at the right point in the process. 

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