Smarter Week

How to automate it

How to automate “update the job schedule and send it out”

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

60 min
typically, once a week
35%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Share a three-week lookahead and hold one short daily huddle

One shared lookahead schedule and a 10-minute morning huddle with the subs replaces dozens of separate calls and texts about who is where and when.

Typically saves about 25% of the time1 h to set up
  1. 1Keep a three-week lookahead in your scheduling or site app, or one shared sheet.
  2. 2Share the link with every sub foreman.
  3. 3Hold a 10-minute huddle at the same time each morning: today, tomorrow, blockers, deliveries.
  4. 4Update the lookahead once a week and send the link, not a PDF.

Tools: Procore, Autodesk Build, Fieldwire, Buildertrend or Raken · Microsoft Project, Primavera P6 or a shared sheet

Fix 2 of 2

Software feature

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

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 project managerSite superintendent / foreman

HourLeak · the 8-minute work audit

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Other common tasks for Construction project managers