Imagine working on a jigsaw puzzle: you may be sure of the layout, but you are struggling to fit the pieces together. Unfortunately, this describes the exact tech stack scenario for many construction companies. Individually, the software tools serve their purposes. However, they don’t talk to other programs, leading owners to force the pieces together until they fit (figuratively, of course).
This bargain-bin puzzle scenario is a metaphor for a lack of process integration, and it destroys operational efficiency. Tasks require manual intervention, resulting in what we call “gray work”—necessary manual processes that don’t really move the needle. In most cases, gray work could (and should) be automated, utilizing process integration to improve efficiency and ultimately deliver better projects.
Let’s look at how that’s possible.
What Happens When Systems Don’t Integrate
Most construction companies have operated with disjointed systems for so long that they don’t even realize their impact. Systems that don’t communicate cause data silos, with critical information stranded in separate software tools. Access requires manually removing the data and processing it in the form of reports, updates, or more manual data entry.
It’s the exact opposite of process integration. It’s gray work.
And these disparate systems aren’t just slow. They’re breeding grounds for human error, causing double data entry, inconsistent updates, misaligned teams, and ultimately, expensive rework.
Raise your hand if you’ve ever seen these scenarios:
- Two project managers or superintendents following different project timelines because an automated update workflow doesn’t exist.
- Compliance issues because the regulatory forms were attached to an email and sank to the bottom of an untracked inbox.
- Inaccurate bids caused by outdated material costs on a manually updated spreadsheet—with just a singular editor in charge of it all.
With proper process integration, these mistakes don’t have to happen.
The Hidden Costs of Gray Work
When we think about reducing costs and increasing profits, gray work hides behind more obvious issues. Materials, labor, delays, and other project-specific challenges take precedence. But this silent profit killer deserves attention.
Gray work refers to repetitive, manual tasks required to activate your system workflows that fail to move the project forward, eating up time and resources. Consider the following examples:
- Manually pulling data from multiple sources for reports
- Manually updating project progress and budgets in several tools
- Exporting, uploading, and emailing stakeholders for approvals
- Creating change orders from scratch
- Collecting RFIs from email accounts and forwarding them
- Tracking down status updates and progress reports from field personnel
And here’s the real shocker: According to our research, 45% of workers say their software tools are a net-zero or net-negative when it comes to productivity. That means that just under half of the team is wasting time forcing their tech stack to work. Luckily, this is where process automation and business process integration can take over.
Why Project Management Integration Is a Game Changer
By integrating internal processes—like scheduling, RFIs, time tracking, and budget monitoring—into one platform, you’re knocking down the barriers among your data. And, if you can’t get it under one platform, software programs with API (application programming interfaces) integrations can bridge the gap.
Here’s what happens when you start integrating processes:
- Data flows automatically, with updates reflecting across the system.
- Everyone works off the same data set and numbers (no more version-control chaos), with cloud-based access that ensures everyone’s dashboard and values match.
- Field updates go straight into the dashboard to keep stakeholders up to date.
- Instant report generation with real-time data allows for faster decision-making and better project outcomes.
It’s not just about moving away from spreadsheets and manual databases. Process integration efforts are about adopting project management platforms that automate and simplify the gray work processes, improving accuracy and efficiency while keeping your entire team connected.
What to Look for in an Integrated Project Management Platform
If you’re ready to ditch gray work and actually improve efficiency by integrating business processes, here’s what to look for in an integrated project management platform:
- Pre-built integrations with tools like accounting, safety, and scheduling software to reduce progress friction
- Low-code (or, preferably, no-code) platforms that let you make changes or adjustments without needing IT
- Real-time dashboards that provide a full project view but allow users to dig deeper with just a click
- Access and integration with mobile devices to allow for real-time updates, progress reports, and document access from anywhere in the field
- Support for legacy systems you might not be ready to abandon just yet—it’s understandable, but look for compatibility with those existing systems
- A simple onboarding process that doesn’t require an intense IT overhaul to get up and running
And most importantly, business process integration initiatives shouldn’t create more work. The goal is to reduce data silos, not build new ones.
After you get up and running, you'll see:
- Teams that integrate their systems can pair scheduling tools with budget trackers, catching overruns before they become an issue.
- Compliance managers can receive automatic alerts for deadlines, avoiding expensive fines.
- Stakeholders can receive real-time updates from the field during a meeting, ensuring they’re using the very latest data.
Process integration using one platform, or at least platforms that play nicely, opens up new opportunities. When you minimize gray work, your team can focus on proactive planning, smoother handoffs, and preparing for possible audits.
It’s Time to Get Your Systems in Sync
Construction is already a complex business on its own—the tools you use to simplify it shouldn’t make it harder. Process integration is a key step toward building a better, more efficient operation. If you’re still jamming puzzle pieces together, it’s time to move past workarounds and quick fixes. Integrated, automated systems aren’t just a luxury—they’re the foundation of project efficiency in modern construction.
