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Elena Korolkova Kick Consulting Founder

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Construction Management with monday.com

Managing a construction project is complex and demanding. We get it. What are the top challenges that construction project managers face?

Communication and Coordination


One of the biggest hurdles in construction project management is ensuring clear communication among teams. Projects involve many stakeholders, including architects, contractors, subcontractors, and clients, each with their own objectives and expectations. Miscommunication can lead to costly errors, misunderstandings, and project delays.


Time Management and Scheduling


Construction projects are notorious for tight schedules and strict deadlines. Effective time management is crucial, yet it is often messed up by unforeseen circumstances such as weather conditions, delays in material supply, or unexpected site challenges. These issues can disrupt the workflow, leading to time overruns and increased costs.


Budget Management


Keeping a construction project within its budget is a daunting task. Unexpected expenses, fluctuating material costs, and changes in project scope can escalate costs. Effective budget management requires constant monitoring and agile responses to financial challenges.


Quality Control


Maintaining high standards of quality throughout the construction process is vital. This involves managing many details, from material quality to workmanship, while adhering to safety standards and regulatory compliance. Any compromise on quality can result in rework, increased costs, and potential safety hazards.


Resource and Supply Chain Management


The availability and timely delivery of resources – including materials, equipment, and labor – are critical to a project's success. Supply chain disruptions or resource shortages can lead to project delays and increased costs.


Safety Management


Construction sites are risky environments. Ensuring the safety of workers and compliance with health and safety regulations is not a legal need but a moral obligation. Accidents or safety breaches can have severe consequences, from project delays to legal liabilities.


Adaptability to Change


Construction projects are dynamic, and the ability to adapt to changes – whether they are client requests, design modifications, or unforeseen site conditions – is essential. Flexibility and agile decision-making are key to managing such changes.


These challenges highlight the need for robust project management tools and strategies in the construction industry. Tools like monday.com offer solutions to streamline communication, enhance coordination, manage resources , and maintain quality and safety standards, leading to the successful completion of construction projects.



Can monday.com be used for project management?


Absolutely, monday.com is not just suitable for project management; it excels in it.


Case Study: Prestige Building Removals

Prestige Building Removals (PBR) is a transport company from the North Island of New Zealand they transport houses new and old, all around the North Island. PBR was using monday.com for over four years, but things were getting pretty inefficient with all the manual handling of emails, documents, and job packs.


Read more here about PBR user case


Streamlined Communication and Coordination


A construction project involves multiple teams – architects, contractors, and clients. monday.com's shared boards and real-time updates enable seamless communication, ensuring everyone is on the same page. For instance, if an architect updates a design, all relevant parties are notified instantly, reducing the risk of miscommunication.


Enhanced Time Management and Scheduling


Managing tight deadlines is crucial in construction. With monday.com, project managers can set up timelines, Gantt charts (what is a Gantt chart?), and deadlines for each phase of the project. This feature allows for tracking progress in real-time and adjusting schedules proactively in case of delays.


Effective Budget Tracking


Budget overruns can be a significant issue. monday.com allows the tracking of expenses against the budget for different project stages. If a particular phase is going over budget, alerts can be set up to notify the project manager, enabling timely interventions.


Quality Assurance and Control


Ensuring quality in construction is about attention to detail. monday.com can be used to create checklists and quality control protocols. Teams can update the status of their tasks, complete with photographic evidence of their work, ensuring adherence to quality standards.


Resource and Supply Chain Oversight


Imagine you're managing the supply of materials for a large construction site. monday.com's inventory tracking and order management features can help ensure that materials are ordered, delivered, and used efficiently, reducing the risk of project delays due to material shortages.


Safety Compliance and Reporting


Safety is non-negotiable in construction. With monday.com, you can create safety checklists and incident reporting protocols. Workers can report any safety concerns or incidents directly through a webform from their phone, allowing for immediate action and documentation for compliance purposes.


Flexibility and Customisation


Construction projects can vary significantly. monday.com's customisable boards and workflows mean that whether you're building a residential home or a commercial complex, the tool can be tailored to meet the specific needs of each project.


How do you organise a construction project in monday.com?


1. Set Up Your Project Structure


  • Create Boards:

  • Customise Columns:


2. Define Project Phases and Tasks:


  • Break Down Phases:

  • List Tasks:


3. Assign Roles and Responsibilities:


  • Team Allocation:

  • Set Deadlines:


4. Integrate Communication and Documentation:


  • Centralise Communication:

  • Document Sharing:


5. Track Progress and Adjust as Needed:


  • Monitor Statuses:

  • Adjust Timelines:


6. Manage Resources and Budgets:


  • Resource Tracking:

  • Budget Oversight:


7. Utilise Advanced Features for Efficiency:


  • Automation:

  • Dashboards:


8. Review and Reporting:


  • Regular Reviews:

  • Generate Reports:


9. Safety and Compliance:


  • Checklists:


Or, just get us to build it. :) Book yourself a free 60mins discovery call.


A Deep Dive into Kick Consulting's Construction Solution


Our construction solution provides a comprehensive and flexible platform to manage various aspects of construction projects. Central to its effectiveness are the high-level and low-level boards, which together create a powerful system for overseeing and executing construction tasks.


High-Level and Low-Level Boards: Understanding Their Roles


High-Level Boards:

  • These boards offer a broad overview of the project. They're designed to give project managers and stakeholders a quick snapshot of the project's progress, key milestones, and overall health.

  • Example: A high-level board might include an overview of all active projects, their current status (Planning, In Progress, Completed), major deadlines, and high-level budget information.


Low-Level Boards:

  • In contrast, low-level boards delve into the nitty-gritty details of each project phase or task. They are essential for team members working on specific tasks, as they provide detailed information and instructions.

  • Example: A low-level board for the construction phase might list specific tasks like 'Foundation Laying', 'Framing', and 'Electrical Installation', each with its own timeline, responsible person, and specific sub-tasks.


Effectively Managing Leads in monday.com


  • Lead Tracking: Monday.com allows you to create a dedicated board for tracking new leads. You can input leads manually or automatically through integration with your website's inquiry forms

  • Inquiry Forms and Automations: Customise inquiry forms to capture essential details about potential clients and projects. Once a form is filled out, the information can be fed directly into your monday.com lead board. Automations can be set up to assign leads to team members, send follow-up emails, and update the lead status as it moves through the sales funnel.

  • Lead Qualification: Utilise monday.com to track the qualification process. You can categorise leads based on project type, budget, or urgency, helping you prioritise and manage them more effectively.


Seamless Transition from Lead to Deal Stage


  • Status Updates and Automations: As a lead moves through different stages (e.g., New Lead, In Contact, Quote Sent), monday.com can automatically update its status. This can trigger other automations, like notifying project managers or preparing onboarding documentation.

  • Conversion to Project: Once a lead is converted into a client, monday.com facilitates a smooth transition to project initiation. With a simple status change, all the relevant lead information can be moved to a project board, ensuring all the data from the sales process is retained and accessible.

  • Integration with Project Management: The transition from lead to deal is seamless in monday.com, as all information flows into the project management phase. This ensures continuity and helps kick-start the project with all the necessary background and client requirements already in place.


Map Widget for Geographical Visibility


  • Overview: The map widget in monday.com is a game-changer for projects spread across multiple geographical locations. It offers a visual representation of where each project is located, providing project managers with an instant, intuitive understanding of their project landscape.

  • Real-Time Tracking: By plotting each project on a map, managers can track progress in real time, identify logistical challenges, and allocate resources more effectively based on location.

Example

For a construction firm handling multiple projects across a region, the map widget can illustrate the distribution of these projects. This helps in planning site visits, managing supply deliveries, and coordinating between different teams based on their geographical proximity.


Tip: Add a weather widget next to your map and workload management, and you've got an all-in-one planning dashboard for on-site work.


Workload Management and Capacity Planning


  • Workload Boards: Monday.com's workload boards allow managers to see the distribution of tasks across their team members, helping to balance workloads and prevent burnout.

  • Capacity Planning: The platform provides a visual representation of each team member’s workload over time, enabling managers to plan and allocate resources efficiently. This is crucial in construction, where workload imbalances can lead to significant project delays.

Example

A construction manager can use workload boards to ensure that no single team or individual is overloaded with tasks. If a team member is scheduled to be at capacity, additional resources can be allocated to ensure that the project timeline is adhered to.


Subcontractor Management Feature


  • Subcontractor Directory: Monday.com allows the creation of a comprehensive subcontractor directory, detailing each subcontractor's area of expertise, previous project experiences, and contact information.

  • Performance Rating System: An innovative feature is the ability to rate subcontractors based on their performance. This rating system can be based on criteria such as quality of work, adherence to timelines, and communication effectiveness.

Example

After the completion of each project phase or task, the construction manager can update the subcontractor's rating in monday.com. This provides a valuable reference for future projects, ensuring that high-performing subcontractors are recognised and preferred for upcoming work, while those with lower ratings can be evaluated for improvement or replacement.


Key Aspects of Customisation in monday.com


Tailored Boards and Workflows:


  • Monday.com's boards and workflows can be customised to mirror the exact stages and processes of your construction project. Whether it’s a residential build, a commercial development, or infrastructure work, the platform can be adapted to suit.

Example

For a residential construction project, you might set up boards that reflect stages like Design, Permit Acquisition, Foundation Work, Framing, and Finishing. Each stage can have custom columns for specific tasks, deadlines, and responsible parties.


Custom Fields and Data Tracking:


  • The ability to create custom fields means you can track exactly the data you need. From budget lines to material types, or even specific regulatory compliance checkpoints, monday.com allows for detailed and specific data entry.

Example

In a large-scale infrastructure project, custom fields can be used to track compliance with environmental regulations, monitor heavy machinery usage, and record safety inspections.


Automations and Integrations:


  • Automations in monday.com can be set up to match your project's workflow. This might mean automatic notifications when tasks are due or completed, or when a project phase needs review.

  • Integrations with other tools (like CRM systems, financial software, or communication platforms) ensure that monday.com fits seamlessly into your existing tech ecosystem.

Example

For a commercial construction project, integrations with financial software can streamline budget tracking, while automations can ensure timely ordering of materials as the project progresses through predetermined stages.


Examples of Customisation for Different Construction Projects


Residential Building Projects:
  • Create boards for client communication, where updates and changes can be tracked alongside the construction timeline.

  • Implement a photo upload feature for visual progress tracking, allowing clients to see updates directly in monday.com.


Commercial Development Projects:
  • Tailor boards to handle complex stakeholder management, including investors, regulatory bodies, and future tenants.

  • Use advanced budget tracking and reporting features to provide regular financial updates to stakeholders.


Infrastructure Projects:
  • Set up detailed task tracking for different teams, such as engineering, construction, and environmental management.

  • Implement a robust document management system within monday.com for easy access to contracts, compliance documents, and technical drawings.


By customising monday.com to the specific needs of each construction project, managers can ensure a more organised, transparent, and efficient workflow. This level of customisation not only streamlines project management tasks but also enhances communication, decision-making, and overall project success.

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