Guide: How to Improve Time Management in Construction Projects

Firstly, it’s important to acknowledge that time delays are common in the construction industry. According to a study by the Journal of Construction Engineering, 28% of contractors reported that construction delays were very frequent, 61% regarded delays as fairly frequent and only 11% indicated that they were infrequent.

There are numerous reasons why schedules are rarely adhered to:

• Unexpected weather conditions
• Supply chain disruptions
• Labor shortages
• Design changes
• Outstanding permits and regulatory approvals
• Poor project management
• Equipment breakdowns
• Bad site conditions
• Financial constraints
• Stakeholder disagreements

 

Since every construction project is unique, the reasons why time delays happen also vary. The following guide shows how to prepare for all eventualities.

Step-by-step Guide for Efficient Time Management in Construction Projects

1. Develop a comprehensive project plan with milestones and contingencies

Set Milestones: Break the project into key phases like foundation, framing, and finishing, each with a clear deadline. Good planning helps to avoid many later time delays in construction.

Set Clear Deadlines: Everyone should know when the project’s deadlines are and receive alerts when they are approaching. This is of primary importance for the sub-contractors, but it’s also vital for the client too. If they’re expected to approve project stages, they must visit the site and sign work off in the agreed timeframe.

Plan Resources: Efficient time management in construction depends a lot on available resources. Schedule the necessary workforce, materials, and equipment for each phase in advance.

Map Dependencies: Identify tasks that depend on each other to avoid bottlenecks.

Add Buffer Time: Build in extra time for each phase to handle possible delays from weather, supply issues, or unexpected site problems.

2. Establish clear communication channels and regular updates

Use One Communication Platform: Have all project updates, schedules, and documents in one place everyone can access.

Set Communication Rules: Decide how often teams should update each other—like daily site updates and weekly reviews. Good time management in construction is a lot about keeping information flowing between teams.

Encourage Real-Time Feedback: Ask teams to report progress and issues as they happen to keep the project on track.

Connect Office and Building Site: It is a common complaint that construction companies’ headquarters are too far removed from the reality of life on site. The office might expect on-site staff to complete a specific project phase in a certain timeframe, yet builders on site know it will take a lot longer. By using digital tools that allow you to share photos and communicate between the site and the office, it becomes much easier to talk about these kinds of issues and set realistic expectations.

3. Leverage software and technology

Use Project Management Software: Keep schedules, tasks, and updates in one place for better team coordination.

Enable Mobile Access: Let field teams update progress and report issues directly from their phones for seamless communication with the office.

Leverage Technology: Use technologies like GPS tracking, 360 degree cameras and drones where it makes sense to increase efficiency.

Sync Data and Schedules: Construction software makes it much easier for the project manager to track project progress remotely thanks to the cloud. Every day, the site manager can update project schedules digitally and let the PM know about the project’s status. The team can identify any delays early and make adjustments to account for this.

4. Allocate resources and assign tasks to skilled team members

Assign the Right People: A major problem when managing construction projects is that people get assigned tasks that they are not really qualified for. It is vital that you hire subcontractors with the correct skills to do specific jobs. If not, unskilled and inexperienced staff could ‘botch’ the job.

Balance Workloads: A common reason for time delays in construction is work not being distributed well. Distribute tasks evenly to avoid overworking some team members while others wait for assignments.

Stay Flexible: Be ready to reassign resources or team members if priorities or schedules change.

5. Set up a system for monitoring and adjusting schedules daily

Review Progress Daily: Another key factor for efficient time management in construction projects is to keep a close eye on what is happening on-site. Check each day to see if tasks are on track or delayed.

Identify Issues Early: Make sure you and your team spot any problems right away. Many subsequent time delays in construction projects occur because critical facts are recognized too late and communicated to those responsible.

Adjust Schedules as Needed: If something changes, update the schedule to keep the project moving smoothly.

Keep Everyone Updated: Share any schedule changes and updates with the team immediately.

6. Incorporate buffer or reserve time for unforeseen delays

Add Extra Time: Include buffer time in each phase to handle unexpected delays.

Plan for Common Issues: Account for things like weather, supply delays, or equipment breakdowns.

Use Buffers Wisely: Only tap into buffer time when absolutely necessary to keep the project on track.

Reassess Buffers Regularly: Review buffer needs as the project progresses and adjust if needed.

7. Hold brief, structured daily or weekly stand-up meetings

Keep Meetings Short: Limit meetings to key updates.

Share Progress and Issues: Each person briefly shares what they’ve done, what they’re working on, and any obstacles.

Focus on Solutions: Identify any problems and discuss immediate actions to resolve them.

Set Clear Next Steps: Ensure everyone knows their tasks for the day or week.

8. Implement quality control checks to catch issues early

Schedule Regular Inspections: Quality control inspections allow the site manager to discover any problems early and nip the issue in the bud. This will ensure time is not wasted on remedial actions that delay the project later.

Use Checklists: Checklists are a very efficient tool for time management for both individuals and organizations. By using either paper or (preferably) digital checklists, it’s easier for people to prioritize their tasks, maximize their time and boost productivity. Checklists also make it less likely that people will forget things they have to do.

Address Issues Immediately: Fix any defects or errors as soon as they’re found to avoid bigger delays later.

Document Findings: Keep a record of inspections and fixes to track quality over time.

9. Document and analyze project data to refine time estimates

Track Key Metrics: Record essential data such as time spent on each task, resource usage, delays, occurrence of defects, etc.

Identify Patterns: Look for recurring issues or delays that could be improved.

Adjust Future Plans: Use past data to make more accurate time estimates for upcoming projects.

Share Insights with the Team: Discuss findings with the team to continuously improve project timelines. This will help you to better avoid time delays in construction projects in the future.

10. Encourage delegation and empower teams to make decisions

Delegate Tasks Effectively: Assign responsibilities to team members based on their strengths and expertise.

Provide Support: Be available to guide or assist if they encounter major issues.

Review and Adjust: Regularly check in to see how delegation works and adjust if needed.

Managing Timelines in Construction With Software Saves Time

Software streamlines time management in construction by centralizing scheduling, task assignments, and real-time updates, making it easier for teams to stay aligned. For example, 74% of users say that PlanRadar helps construction projects come in on-time. PlanRadar is a digital platform for documentation, communication, and reporting in construction.

Here are some features that will save you time in practice:

Digital construction schedule: Gives you a clear project overview for on-time execution. Use the project schedule to track important times and milestones to ensure the project is progressing on time. Make sure the right people and materials are scheduled at the right time. See at a glance how contractors’ time is allocated and avoid misunderstandings or errors by having the entire team work to a construction schedule.

Easy ticketing: As a site manager you can record current status, defects or other delays in your construction project directly via the app and via the web platform from your desktop PC, tablet or smartphone. Information is uploaded to the database within seconds and can be viewed by all other project partners in real-time.

Enhanced communication: PlanRadar lets you easily communicate with colleagues and subcontractors throughout the project. Any questions, doubts or problems can be discussed and resolved in a single place. That also saves you relying on endless emails or confusing phone calls.

Assign tasks: The PlanRadar app lets you assign tasks to all contractors and sub-contractors for better time management. The worker can see any information regarding their tasks on a ticket and they can ‘tick’ it off once complete.

This video shows how a site manager uses PlanRadar to keep construction projects on schedule.

With Planradar, we are able to efficiently measure and document findings on-site and to communicate and process them further.

Would you like to see how software can help you work more efficiently and avoid delays in construction? Try PlanRadar free for 30 days!