Smarter Week

How to automate it

How to automate “file drawings, contracts and submittals and send out the latest versions”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Run RFIs, change orders and pay apps through the project software's workflows

Procore, Autodesk Build and Buildertrend track who owes what, send reminders, collect e-signatures and build pay apps from the schedule of values. You stop chasing by email and rebuilding spreadsheets.

Typically saves about 35% of the time2 h to set up
  1. 1Check which of these modules your company already pays for: RFIs, submittals, change events, invoicing.
  2. 2Set up ball-in-court and due-date reminders.
  3. 3Use e-signature on change orders so they get signed on a phone.
  4. 4Build pay apps from the schedule of values in the system instead of a separate spreadsheet.

Tools: Procore · Autodesk Build · Buildertrend · Siteline or GCPay for pay apps

Fix 2 of 2

Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Construction office admin / project coordinator

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Construction office admin / project coordinators