Founder Letter: The Power of Real-Time Collaboration in Construction

In construction, the gap between information and action has always been a huge challenge. For decades, we’ve watched projects, progress, and payments stutter and slow while waiting for reports to be compiled, approvals to be chased down, or data to be manually entered. But today, that gap is closing at an unprecedented rate thanks to advancements in modern technology.

This transformation isn’t just about adopting new tools; it’s about reimagining the very fabric of how construction businesses function. It’s about creating an ecosystem where information flows freely, decisions are made swiftly, and teams are empowered to be proactive rather than reactive. 

In this article, I’ll explore the value of working with real-time data, how it’s transforming how people work, and how it’s revolutionizing subcontractor financial management (among other areas of operation).

Why Collaboration Matters

Construction jobs are notoriously complex, involving numerous stakeholders—owners, architects, general contractors (GCs), and subcontractors—each with their own set of needs and requirements. Construction is also an industry defined by unpredictability. Scopes change, schedules shift, and surprises pop up almost every day. The more coordinated teams are in adjusting to these changes, the more likely they are to succeed.

A study conducted by the Lean Construction Institute asked construction owners to compare their best projects against typical projects and identify how each performed. Of these, 61% of owners reported that a defining characteristic of their best projects was a well-integrated team (compared with just 9% who reported this on their typical projects). It also found that:

• 24% of “best projects” finished ahead of schedule, and
• 46% finished under budget.

This is just one example. There is no shortage of data out there espousing the numerous benefits of collaboration in construction: better risk detection, less rework, improved decision-making, stronger cash flow—all things that contribute to better outcomes across the board. 

Effective collaboration, however, is directly linked to how quickly and seamlessly teams communicate.

How Real-Time Insights Supercharge Synergy

The key to success in construction is deceptively simple: getting the right information to the right people at the right time. More often than not, the “right time” means real-time. Every minute that passes after a change occurs, the value of that information decays, making all the difference between proactive problem-solving and costly reactive measures.

As Snowflake CEO Frank Slootman aptly explained in a Foundation Capital podcast, data’s usefulness and relevance diminish over time. It’s far more valuable when it shows up in seconds and minutes rather than hours and days—a principle that has driven his success in growing, scaling, and taking three different organizations to IPO.

Yet construction still largely relies on traditional communication methods—phone calls, spreadsheets, emails, and paper documents—that create information silos and fragment decision-making.

Breaking Free From “Work About Work”

When critical updates get trapped in silos, teams become trapped in endless cycles of administrative tasks, like chasing updates, searching for documents, or waiting for approvals. This is what’s called “work about work”—all the tasks that fall outside the skilled work you were hired to do. Of the estimated 90,000 hours the average person spends at work, 60% of that time is spent on work about work, according to Asana’s Anatomy of Work Index. 

Consider how collaborative technology has transformed other industries: Google Docs enables real-time document editing, while instant messaging systems—like Microsoft Teams and Slack—facilitate immediate communication. These tools haven't just sped up work; they've fundamentally changed how teams operate by providing shared, real-time visibility.

Driving Proactive Action

When every stakeholder—from the field to the back office—has access to the same real-time data, teams shift from constantly fighting fires to preventing them altogether. Instead of discovering problems after they've already impacted the schedule or budget, teams can:

• Spot potential issues before they become critical
• Address small problems before they cascade into larger ones
• Anticipate resource needs based on upcoming work
• Make strategic decisions with complete, up-to-date information

This proactive approach, driven by real-time systems, empowers teams to navigate the intricate web of relationships and dependencies that define modern construction projects.

Real-Time Systems Transforming Teamwork

Digitization remains an ongoing trend in the construction industry. In 2022, the construction and design software market was valued at nearly $10 billion and was projected to expand at a compound annual growth rate (CAGR) of 8.5% from 2022 to 2030. Investors are also pouring money into construction technology companies to the tune of $50 billion from 2020 to 2022—85% higher than the previous three years.

Among this tech, real-time collaboration tools have gained significant traction for their ability to streamline communication, support better (and faster) decision-making, and avoid unwanted surprises to achieve the best possible outcomes. Below are a few notable areas of operation where these real-time tools are valuable.

BIM Modeling

By unifying BIM intelligence into an immediately accessible platform, Revizto helps teams identify and resolve costly structural conflicts before they become physical problems on the job site. The software excels at detecting spatial conflicts between different trades—like when plumbing and electrical systems compete for the same wall space, or when mechanical systems clash with structural elements. Through advanced issue-tracking capabilities that work across both 3D models and 2D sheets, project teams can spot these conflicts early, determine optimal solutions, and adjust plans accordingly. 

This proactive approach to clash detection not only prevents expensive rework but also streamlines coordination between trades, ensuring that everyone, from plumbers to electricians, can execute their work efficiently within the allocated space.

RFI and Submittal Workflows

When field questions arise, quick answers are crucial to keep trades moving efficiently. Procore's mobile platform enables teams to submit, track, and prioritize RFIs in real time. Team members can attach photos, drawings, and schematics directly from the field, providing recipients with comprehensive context for faster decision-making and responses.

Meanwhile, its submittals tool provides a structured system for managing shop drawings and product documentation with customizable workflows that allow multiple submitters and approvers to track status, locate documents, and attach relevant files—all organized by division for easy reference.

Blueprint Design

PlanGrid set a new standard for how construction teams work together by bringing real-time blueprint collaboration to mobile devices. Instead of lugging paper plans around job sites or wondering if you had the latest version, teams could instantly access, mark up, and share current drawings from their phones or tablets. The software’s cloud-based approach meant that when one person updated a plan, everyone saw those changes immediately—eliminating the confusion and rework that comes from working off outdated drawings.

Bid and Risk Management

BuildingConnected is one of the foremost real-time bidding and risk management tools. It enables GCs and owners to tap into an extensive construction network to identify and invite qualified subs while managing and awarding bids from a centralized platform. This process is strengthened by automated risk analysis capabilities that evaluate subcontractor qualifications and provide proactive risk mitigation recommendations before issues arise. BuildingConnected also gives subs tools to streamline their bid management and collaborate in real time, enhancing transparency and efficiency throughout the preconstruction phase.

Cash Flow Control

Billing

Billing in construction is a traditionally fragmented process that often involves a messy back-and-forth between field teams and the back office. Important information gets trapped in spreadsheets, PDFs, and emails, making it tough to keep track of payments—and anything else that can cause delays. 

Siteline helps to connect these teams, transforming the traditionally fragmented subcontractor billing process into a streamlined, centralized workflow that unlocks visibility for all stakeholders. Rather than getting caught in endless manual processes, teams can instantly: 

• access current billing status, 
• monitor compliance requirements, 
• view the status of lower-tier waivers, and
• track change orders across all projects.

This real-time visibility enables subcontractors to identify and address potential holdups before they delay payment. 

For example, Vallencourt Construction—a site development subcontractor—eliminated version control issues and calculation errors by centralizing their billing workflow in Siteline, leading to a three-week improvement in A/R aging. This shift from reactive to proactive billing helps subcontractors reduce that "work about work" I mentioned above.

Collections

Collecting cash is a team sport, and effective communication is the bedrock of any high-performing team. That’s where having a system like Siteline that supports and centralizes both internal and external communications comes into play.

Siteline automates critical touchpoints of the collections process by triggering timely email payment reminders, orchestrating follow-ups for past due payments, and providing a centralized hub for all payment-related conversations. Teams can also assign roles and responsibilities using Siteline’s internal tasking feature for every step of the collection process. This series of actions may look something like this:

1. One week before payment due date: A/R specialist sends an email to the client
2. One week after payment is late: A/R specialist sends a follow-up email
3. One month after payment is late: PM calls client
4. Six weeks after payment is late: CFO emails client
5. Two months after payment is late: Owner calls client

(For more on how to create an A/R escalation process for your business, check out this blog post).

This automation-backed visibility helps prevent receivables from aging, which is crucial given that their value diminishes over time (hearkening back to the temporal depreciation principle). In fact, the Commercial Collection Agency Association estimates that payments are worth only 70% of their original amount after 90 days late (the industry average for subcontractors), plummeting to just 23% after one year. By combining automated reminders with strategic task management and centralized communication, teams can take decisive action before receivables lose value, significantly accelerating payment cycles.

Reporting

Siteline extends real-time visibility to key stakeholders who are constantly on the move, delivering critical financial insights through tablet-friendly dashboards. Rather than calling the home office and waiting for updates, executives can instantly access comprehensive views of their billing landscape—from outstanding pay applications to comparative client payment performance. These out-of-the-box reports give them immediate visibility into aging across all projects, helping them identify trends, spot potential issues, and maintain a real-time pulse on draft and submitted billing amounts. This level of visibility ensures that decision-makers can stay informed and take action regardless of where they are.

Building a Real-Time Ecosystem

Understanding the value of real-time collaboration is one thing. However, the real challenge (and opportunity) lies in fostering a culture that embraces transparency and digital transformation—especially when implementing new solutions. 

Here are five best practices that will help you build that culture while digitizing key areas of your business:

1. Democratize Visibility: Awareness is half the battle in construction, but true visibility must extend beyond project owners and corporate offices. When vital project information is locked in systems that certain people can't access, it hinders collaboration and efficiency. Instead, make real-time project data accessible to all stakeholders so they can view and act on the information that affects their work. This democratic approach to transparency not only improves decision-making but also empowers teams to take ownership of project outcomes.
2. Ensure Data Quality: “Garbage in, garbage out” isn’t just a tech mantra—it’s a crucial principle for construction operations. According to an Autodesk and FMI report, almost half of all rework stems from poor communication among project stakeholders and bad project information. Clean, accurate data not only improves current operations but also positions your organization to leverage future tools effectively.
3. Define Metric Ownership: Success in real-time operations requires clear accountability. Make it a company priority to identify your most critical operational metrics and assign specific owners (i.e., the back office manages billing and collections metrics, and PMs oversee anything pertaining to project progress). Understanding not just the metrics but their impacts helps teams work efficiently and ensures the right people take action when needed.
4. Choose User-Friendly Technology: Collaboration tools (or any tools, for that matter) are only effective if people actually use them. Because construction projects involve diverse roles across multiple companies, any technology solution must be accessible and intuitive for everyone—from field crews to financial teams. While learning which tools are user-friendly requires lots of research on your end, it's essential for driving adoption and maintaining quality data.
5. Invest in Team Adoption: Technology is only as good as its implementation. Take time to help your team understand the value of new tools, the problems they solve, and what the implementation process will look like. Provide adequate training resources and allow for learning curves. When teams grasp how real-time tools make their jobs easier and more effective, they're more likely to embrace the change and contribute to a more connected workplace. (FYI: We provide extensive software implementation guidance in this blog post.)

The New Normal

As construction continues its digital transformation, we're moving toward a future where real-time collaboration isn't just a competitive advantage—it's the industry standard and an expected norm. This shift represents more than just digitizing paper processes; it's fundamentally changing how teams interact and operate. 

Instead of preparing reports for scheduled meetings, stakeholders can access live dashboards for immediate insights. Rather than waiting for weekly updates, teams can make informed decisions the moment new information becomes available. While this real-time visibility may require some adjustment in how we work, the benefits—faster decision-making, reduced administrative overhead, and truly collaborative project delivery—far outweigh the initial learning curve. 

The future of construction isn't just digital—it's immediate, transparent, and proactive.