Google Drive, Dropbox, Google Earth, Outlook, Google Calendar, Hubspot, Excel, Word, Quickbooks…The list goes on and on. This rather large list of software programs is what it takes to run a small construction business. Most construction businesses that are trying to be tech savvy are falling in to the trap of using a separate program for everything they do. Our asphalt and concrete maintenance company fell in to this trap as well and are working to dig ourselves out to simplify. I am going to dive in to why the software overload makes it damn near impossible to effectively build processes, communicate, and maintain a grip around your small construction businesses.

                In 2020, our construction business experienced unprecedented growth. In a year we more than doubled our revenue from $8 million - $18 million. Our payroll literally TRIPLED weekly. With this chaos, we were scrambling through software programs so we could still communicate and handle all documentation effectively just to keep up with the growth. At the end of the year when we were able to sort-of take a breather we decided it was time to start actually building processes. So we began setting meetings to create job descriptions, and began writing full front to end processes through every single department. Our process flow was something like this:

1.       A lead calls in, emails, or submits request on website.

2.       Sales manager enters in lead in to Hubspot and assigns the job to an estimator.

3.       Estimator makes contact with customer within 48 hours of receiving lead.

4.       Estimator uses Google Earth on ipad to create scope of work.

a.       Estimator uses camera app on ipad to document all repair photos

b.       Estimator uses Notes app in iPad to document repair need and measurements

5.       Estimator creates estimate using Estimating template inside of Excel.

6.       Estimator saves estimate as an Excel file in Dropbox and creates a new folder in the following format:

a.       Project Name – Company Name

7.       Estimator uploads all photos in to Dropbox folder

8.       Estimator screenshots Google Earth sitemap and puts in side of Dropbox folder “Sitemaps”

9.       Estimator creates proposal using Word and saves as a PDF

10.   Estimator saves proposal into folder titled “Proposal”

11.   Estimator sends proposal via email through Hubspot and moves deal to “Bid Sent”

I could keep going, but you get the point. Just to scope and send out one proposal took SEVEN programs. And that is just through sending a proposal! That doesn’t include the other half or even two/thirds of the remaining job flow. Bottom line, this makes process building extremely complicated and is hard to use to train a new employee. 

This is a huge reason why we threw money in to developing and creating SpotOnSite. Currently, SpotOnSite does not eliminate ALL of these programs and processes, however it eliminates a huge chunk of them. We don’t necessarily save time on the front of job scoping. We save time on the back end. With SpotOnSite, you no longer need to:

-Duplicate marked up paper sitemaps in to Google Earth

-Transfer photos and videos from text message, your camera library or cloud storage program

-Use Word to create a professional looking inspection report (we called it a Pavement Assessment in the asphalt world)

-Have to calculate and organize all of your jobsite measurements.

These steps are completed for you. Our whole goal is to streamline the backend processes that take up so much time, resources, and complex brain power just to provide a clean, but powerful sales presentation. Our efforts moving forward are geared solely to making the small to mid-sized maintenance contractor’s lives and businesses much simpler. By doing this, we allow contractors to double their revenue, double their profits and minimize the inefficiencies that hold so many contractors back.

In sales, closing percentage is a key tracked metric. Do I believe that the closing percentage fully represents the salesman’s skills? No. Not in construction at least. There are so many factors that go into a project being awarded like customer budget, timeline, the decision maker, etc. Especially if you do work for property management companies who represent the owners. Sometimes the owners live ten states away and they are only selecting the lowest bid. No matter how much cologne you spray, hair gel you use, and nice your proposal is, you cannot always sway the decision maker who is purely cost-based.

                In my opinion, construction sales and estimating are purely a numbers game. It is very simple, the more bids you send out, the more jobs you will sell. This is why I think it is imperative as an estimator to perform a time audit on yourself to assess where you are wasting time. For me, there were a few things I noticed that were time wasters. Some of those were driving to the office frequently, marking out jobs, and the constant bid adjustments.

                If you live in a large city like Denver, you understand how much time you have to factor in by sitting in traffic. As much as I hate to admit it, sitting in standstill traffic allowed me to stay on top of my email, calls, and text messages. For me, my goal was to scope and send out as many proposals as possible. Everything I scoped, I would attempt to send the same day. What allowed me to do this was using my mobile hotspot. My truck was my mobile office. I would scope the project, would jump back into my truck, pull out my laptop and fire up my hotspot. From there, I would complete the estimate there right on-site. This worked effectively because I wasn’t wasting time driving around the city to and from the office just to complete the bids. My motto was, the more my truck tires are rotating, the more jobs I could sell.

                Part of the many hats of an estimator is the handoff from sales to production. This handoff is when you provide all of the necessary documentation, scope of work, maps, pictures, etc. of a project so that you can set your production team up for a successful project. The goal is to have such a great handoff that anyone on the production side could easily pick up right where you left off with understanding the project needs based on how you estimated it. Part of our handoff was to mark out (literally spray paint) all the repair areas. We made it a company standard to have our jobs marked out 72 hours before the project started. For me, I already made a trip to the job site when I created the scope. Sometimes, I would have to make another one to the job site during the bidding process to meet with the customer. The LAST thing I wanted to do was to go back again to mark out the repair areas. So, I would mark out the repair areas WHILE I was on site. Indirectly, I noticed that this gave me the advantage to control the scope of work everyone would bid off. By doing this and notifying the customer, I essentially did the upfront leg work for them. This prevented the property manager from having to wait a month for all of the bids, review them, and realize they all are completely different scopes of work. 

                I would be on a roll scoping jobs, cranking out estimates, and sending proposals. Then right in the middle of everything a customer would call asking me to remove a line item on a bid, or our crews would send pictures and would call stating they need a change order because the concrete is 6” thick, not 4” like I originally estimated. This isn’t necessarily a time waster, but it is for sure a momentum stopper. If enough of these change requests add up over a few days and are not documented or taken care of immediately, they will fall through the cracks. This obviously will make your customers unhappy having to remind them of something you owe them. So I would stop what I was doing, where I was at, would pull out my hotspot, and would make the adjustments or send the change order right away. We put our heads together and decided to try a different strategy. We decided to create micro teams. One estimator would be in his/her truck all day scoping jobs, meeting customers, and marking out jobs while the other estimator would be in the office in front of the computer all day cracking out estimates and proposals, making adjustments to proposals, sending change orders, and gathering all documentation for project handoffs. This simple adjustment allowed our sales team of four to send out over $115,000,000 in maintenance bids alone. Now, I know some of you are already thinking about how to structure commissions, customer communication, staffing problems, etc…It is up to you to figure out what will work best for you and your company.

                As an estimator, you and your processes can be your limiting factor to how much work you can sell in a year. Deciding what is most important for what you were hired to do (sell jobs) is crucial for your success. Estimating is a game of speed and efficiency while being able to juggle many different things at once. Cutting out unnecessary driving time to the office, to the job sites, and working in micro teams can allow you to nearly double your sales production. 

Do you not want to increase the value of your rental property? A rental property is only worth going on if the renovation is done correctly. And in order to do that, it’s important to pick the right contractor for your renovations so that you can make sure the job is done correctly. The tenants are always looking to pay extra when the property is updated and improved.

The only way you can make it happen is when you can find a reliable contractor or a professional to perform the necessary repairs. They can identify construction opportunities and can perform construction upgrades for you. Are you searching for a reliable contractor?

Here are some tips to make sure you find the right contractor for your rental property renovations:

1. Always Ask for Recommendations From Friends Before Hiring One

We have all been there.

Word of mouth is a powerful way to find a reliable contractor for your rental property renovations and nothing serves the purpose most effectively than your friends. Ask your friends and family if they have ever hired one or if they know anyone who holds enough experience for contracting.

You just might be surprised who knows who and what.

Another great source for gaining information is the Internet.

There are several sites from where one can collect online reviews, and ratings and find the right contractor for their rental property renovations. Look for the type of general contractor whom you’re looking for and see what other tenants are saying about them.

2. Make Sure to Interview Multiple Contractors

The best way to find the right contractor for your rental property renovations is to interview them and ask as many questions as you can. It will give you a better overview of which contractor is the best for your particular requirement.

Don’t ever forget, you must check their license before onboarding them for the renovation job. After you’ve confirmed that they are carrying a license, make sure to test them if they have the necessary knowledge & expertise for the rental property improvements.

Check if they are available to work as per your schedule and if they’re using quality materials – this is essential.

3. Check Their Insurance Especially What is Covered in It

It’s not just about their license, you also need to check if the contractor has an insurance policy which protects your property. If something goes wrong during the renovation job, the insurance policy should be able to cover it.

Accidents happen, and it’s better to be prepared.

Talk to the contractor and inquire if they have an insurance policy which will cover any damages caused to your rental property. Gauge what’s covered in the policy and if there are any additional costs associated with the purchase.

Some of the few important things that many general contractors cover include:

1. Liability for property damage or injury to others
2. Workers’ compensation for employees
3. Tools and equipment
4. Job site pollution
5. Business interruption
6. Employee dishonesty.

4. Ask for References

Do not hesitate to ask the contractor for references for other projects they have worked on. It will give you a good idea of their previous experience and the quality of their work. Furthermore, if you have any more queries you can always talk to them about them. It is best to have the references in advance before you make a decision. If possible, try to visit their previous job sites and check the quality of their work.

It will give you enough insight into how these contractors do their job. If it’s good for you or something that suits you well, you can always go ahead and hire them.

5. Get Everything in Writing

Before you finalize the contractor, it is important to make sure that everything is in writing. Get a written contract from the contractor with all the details of the job. It should include information such as who will handle what, the timeline, the cost and payment schedule, and anything else that is discussed.

This way you’ll have all the information in one place and writing. Make sure to read the contract thoroughly and understand it before signing it. If there’s something that you don’t agree with, communicate it with your general contractor and explain to him why you’re not comfortable with it. Always negotiate on the price before signing off any contracts.

Concluding Thoughts

By following these tips, you will be able to find the right contractor for your rental property renovations. It is important to take the time and effort to find a contractor who will do a good job for your property. Doing thorough research and getting everything in writing will ensure that the job is done to your satisfaction.

By doing this, you can rest assured that the renovation project for your rental property will be undertaken efficiently and effectively while staying within your budget. Good luck!

There are several property management inspection software that are now making it easier for real estate agents to perform property inspections for different small and large-scale properties. It has become the ideal choice for property managers who want to be able to quickly and accurately assess a property’s condition.

Using technology-based software has significantly improved the inspection operations, productivity, efficiency and accuracy of property managers. By leveraging the latest technologies, property managers can easily manage and record every detail during a property inspection in real-time. They can leave behind markings in snapshots, use advanced analytics to review the inspection data, and even generate reports which can be used for future reference.

But that’s not all, there’s much more a property management app can do. In our article today, we are going to discuss how property managers can benefit from technology to complete property inspections. So without further ado, let’s read about it.

Property Inspection App Can Simplify the Inspection Process

By enhancing daily operations, a property inspection app can optimize every task of a property inspector thoroughly. Apps like Spot-on-Site can allow you to easily take snapshots of the properties which you’re inspecting and create markings on areas where attention is needed. Once you do that, you can then share the snapshot within the app and allow others to see which areas of the property require repairs or maintenance.

Using a property inspection app can also save you time significantly by automating the process of creating reports that you need to generate after the inspection is complete. By using powerful analytics, you can track any discrepancies quickly and generate reports within minutes.

Property Inspection App Gives You an Intuitive Software Design to Manage Everything

What makes a property inspection app so special is its intuitive design and user interface. This makes it easier for you to manage everything from one platform. With a few simple clicks, you can access all your inspection data in one place and manage them according to your needs. A robust property inspection software takes little to no technical expertise which allows your team to create a positive environment from which other individuals can benefit.

Apps like Spot-on-site are designed to offer you an intuitive and easy-to-use interface which you can use to carry out all the tasks of a property inspector. From understanding areas that need attention to generating reports, you can do everything in a user-friendly manner.

It’s as easy as using any other mobile app on the market.

It Helps Property Managers to Beat the Competition and Move Ahead

The real estate market is becoming more competitive day by day and if you want to stand out, using a powerful property management app can definitely help you do so. By leveraging the latest technologies, you can give your clients a better experience and provide exceptional customer service to move ahead of your competitors.

Property inspection apps like Spot-on-site can provide you with powerful features which can help you complete all the tasks quickly and easily.

Property Inspection App – It Keeps Everything in One Place

Using a property inspection app ensures that all the important data is stored in one place. This makes it easier to access and analyze previous records which can help you make more informed decisions. It also helps to keep track of all the tasks related to a property inspection and makes sure that all the records are up-to-date.

Using property inspection apps like Spot-on-Site can help you to stay organized. It’s the perfect app that keeps everything for you in one single place.

Concluding Thoughts

The real benefit of keeping a property inspection app is data organization. Your clients will love you when you have created proper reports and can answer their questions with the help of accurate data. Property inspection apps like Spot-on-Site can provide you with all the necessary tools required to keep your property inspection process organized and up-to-date.

Want to use a property inspection app like Spot-on-Site? Now stay ahead of the competition. The app has multi-user capability, stores images and videos related to the inspection process and more. Download it now and make your property inspections efficient and organized.

Ask a real estate agent or a property inspector, and you will realize that many of them still rely on using traditional means of inspection such as the use of pen and paper. On many occasions, you may also find them carrying phones with cameras for taking snapshots of the property and maintaining physical reports. Not only do these tasks need you to invest your time and effort, but you may also find it difficult to keep track of the results.

And this is a thing that many real estate agents often experience. Here is where digital property inspections come in handy. Different apps can help you streamline & organize all of your property inspection tasks effectively.

Apps like Spot-on-Site are digital inspection tools that help agents to save up time and money. It not only helps real estate agents to make the entire process faster but also relatively easy to manage.

But despite their obvious advantages, there are some concerns that many realtors may have especially when it comes to digital property inspections. To understand these worries better, let’s look at some of the myths that normally burden individuals especially when it comes to property inspection apps.

So without further ado, let’s bust the myths for you.

You May Lose Important Information

One of the common concerns that realtors face is how they may lose important information when switching to digital property inspections. But here’s a fact, having a property inspection tool will ensure you never lose any critical data or information. Most digital tools make it easier than ever to store & organize data in a single app location. And mobile apps like Spot-on-Site give you a secure local storage space from where you can pull up information and easily access them, when and if needed.

So just in case, if a realtor ever wants to pull some important information up, they don’t have to go through hours of searching for that information in physical files. All they have to do is take out the app and get easy access to the treasure trove of information which is at their expense.

Digital Property Inspections Are Costly

Here’s another common misconception that people have when it comes to digital property inspections. In reality, the cost of a digital inspection is usually much lower than that of a traditional property inspection. These costs can include subscription fees for digital inspection tools and are more affordable than hiring a professional inspector. Plus, the time savings associated with digital inspections can offset some of the cost of the subscription fees.

At the end of the day, digital property inspections make it easier for agents and inspectors to get their job done quickly and efficiently, without sacrificing accuracy.

Apps like Spot-on-Site have a very economical and affordable model that offers free trials, which helps agents to try out the tool before committing. This way they can be certain that the app will provide them with all the features they need to conduct a successful property inspection.

Digital Property Inspections Are Not As Accurate

When it comes to accuracy, digital property inspections are just as accurate as the traditional method. In fact, many times the results of a digital inspection can be more accurate due to the use of technology. For instance, the Spot-on-Site app uses the lines and markings feature to easily highlight the important sections of any property. This helps agents to identify any potential issues before they become costly problems.

Furthermore, digital inspections also make it easier for inspectors to store and organize their data in a secure and organized manner. This helps to ensure that all the important information is backed up, and it also makes it more accurate when searching for certain details.

Digital Property Inspections are Unreliable

Not true! Digital property inspections can be just as reliable as traditional methods.

For example, the Spot-on-Site app allows agents to store their data securely in the cloud, meaning it can be accessed from anywhere. Ease of access to information makes the overall inspection process easier and ensures that the data which they have gathered remains safe from any potential cyber criminal activities. Spot-on-Site also comes with a notification feature that sends important alerts to agents if there’s a certain activity that has been performed on the project on which they are working.

Conclusion

Digital property inspections aren’t as intimidating as many people think. As a matter of fact, they can be very efficient and cost-effective in the long run. Plus, they provide a secure, organized way to store and access property inspection data.

With the right digital tool and a little bit of practice, anyone can perform reliable and accurate property inspections in no time. Be sure to take advantage of the free trials offered by some digital property inspection tools, so that you can make sure that it is the right fit for you. With a little bit of preparation, you can be sure your digital property inspections can be well-streamlined & organized. The Spot-on-Site app is the ideal tool for that!

Give it a try today, and see how easy it can be to get your property inspected in no time.

Maintaining a commercial property is a challenging task that has several dimensions. Property managers have to take care of the structural upkeep, HVAC, electrical system maintenance, etc. Managing several properties is almost impossible without the help of an efficient overall property maintenance software.

Forward-looking property maintenance and management tools like SpotOnSite, help commercial property managers in Denver, CO, and nationwide in the US, fulfill their job requirements with ease.

In this blog post, we share seven essential functionalities to consider when buying property maintenance software.

User-friendly interface

An intuitive, user-friendly interface is crucial to ensure that the end-users effectively utilize the software’s functionality. If the software has excellent features and functionality, but the user interface is complex and requires extensive training, the software will not be used as intended. The interface design must target its intended audience, keeping in mind their skills level and knowledge.

Work Order Management

Work orders should be created and modifiable directly from the software without having to go through ordering supplies or reporting problems on paper. The software should automatically generate a work order when an issue, such as a leak in the bathroom or clogged drainage system, is identified. It should also track the dates, technicians, progress, and final resolution of each task.

The software should also provide detailed reports on each task that show specific details about what was done and how long it took to complete the job.

Inventory Management

Inventory management and asset tracking systems are critical for maintenance management. A good property maintenance software helps in maintaining accurate records of the supplies available. It lets facility managers get a broader picture of all inventory beyond just work orders and alerts them to order the required materials before they run out.

Equipment Lifecycle Management

Commercial properties use various kinds of equipment; it should be stored correctly, monitored for wear and tear, and replaced when its life cycle ends. A good property maintenance software should feature equipment lifecycle management functionality that allows managers to track the use of all assets to alert them about the right time to dispose of the asset.

Space Utilization and Resource Allocation

The software should track the inventory and location of equipment, supplies, furniture, or other items. It should enable the employees to find the required resources quickly by showing them the location of each item. Resource allocation software should monitor usage levels and provides real-time data about the resources available for tasks at hand. For example, the software should be able to determine if there is enough space to complete a project by checking the available workroom square footage.

Building Systems Integration

Today’s buildings include various devices and systems that should operate in sync with the property maintenance software. For example, buildings have fire suppression systems that should integrate with the property maintenance software so that employees can monitor fire alarms, water sprinklers, etc.

Data Reporting and Analytics

Data reporting functionality should help property managers manage their properties by using the data about maintenance, repairs, rent increases, etc. This information tells them how things are going at a particular property at any given instance.

A high quality property maintenance software should help optimize workflows, provide critical information for preventive maintenance and other planning, and help in strategic decision-making.

SpotOnSite helps commercial property owners grow their business with cutting-edge software solutions, including property maintenance software and contractor sales & project management software in Denver, CO, and nationwide across the US at budget-friendly prices.

Start today.

Are you ready for your next construction project? Are all the permits in order and all your ducks (and power tools) in a row? Well, hold on, just one hot minute there!

Before you break ground, you should consider upgrading your outcomes with SpotOnSite. We can assist you in ensuring that the process from start to end goes as smoothly as possible so that your project is completed on time and within budget.

Don’t believe us? Just check out some of our outstanding reviews from happy clients!

Better yet, give us a call and see for yourself how we can help take your construction game up a notch.

What is SpotOnSite?

SpotOnSite is a construction management software that helps project managers and supervisors keep track of their crew, supplies, and progress on the job site. It also offers features like satellite imagery and weather data to help construction professionals plan their workday.

SpotOnSite is:

• Fast and accurate
• Easy to use
• Full of useful features
• Cost-effective

Why Upgrade to SpotOnSite?

There are several reasons to upgrade your construction project with SpotOnSite. For starters, our software can help you avoid costly mistakes and delays. We also offer support from our team of experts, so you can always get the answers you need when something comes up. Plus, our powerful reporting features give you insights into how your project is progressing (or not), so you can make changes as needed.

Features You Can’t Say No to:

SpontOnSite is a technological wonder with several cutting-edge capabilities that your projects have been begging for. Let’s have a look.

It’s All on the Phone

A mobile-friendly interface makes it easy for your team to stay on top of everything with their smartphone or tablet. This way, you’re always in touch and never miss anything important!

You may use your phone to measure huge areas like parking lots and land plots, then draw attention to those requiring repair work before things get out of hand.

Creating Reports Has Never Been This Easy:

SpotOnSite is just what you need for efficient reporting. Your team members may save photographs and videos from every job site to the cloud for quick access with this software.

It is simple to produce accurate project reports with straightforward access to all necessary data in a few hours.

This way, you’ll be in charge of all job sites and will not have to depend on anybody else for updates!

Highlight the Problem Areas

When there is a lot of action, it’s natural to overlook a few things. Our advanced software allows you to mark the problem areas on your device and share them with your team members for quick action. Whether it is a pothole or a crack in the wall, our software can help you keep track of all necessary spots.

Ending Note

If you are a paving, solar, or roofing contractor working in Phoenix, give SpotOnSite App a try! You won’t be disappointed. Request a demo.