Speaker 1 00:00:00 Hi All! Jacob Austin here from QS.Zone. And welcome to episode 82 of the Subcontractors Blueprint, the show where subcontractors will learn how to ensure profitability, improve cash flow and grow their business. Today's discussion is all about the evolving world of technology that's at use today in construction. So today we're going to talk about BIM, the use of drones and technology such as digital signoff. That can really be a game changer for you to streamline your processes and hopefully get your job signed off with proper paperwork in a more efficient fashion. And if you are new to the show, don't be shy and subscribe for more user friendly advice on all things subcontracting. So let's begin with the big picture. Technology is a time saver and a process streamliner for you as a subcontractor. We've all been through the pain of paperwork to demonstrate quality control, and each contractor's own version of an Excel spreadsheet for you to log completion against. The promise of new technology is to try and make these painful tasks that little bit less painful. In fact, studies show that using a digital center for project data can dramatically improve efficiency.
Speaker 1 00:01:34 One report found projects using common data environments had a 20% shorter project duration and 30% lower overall costs. That's a huge impact on productivity and on profit. And for you as a subcontractor, you can get your hands on a slice of that and hopefully have less time spent chasing information and more time doing actual work that gets you paid. Imagine reducing the back and forth on rfis or tracking changes in real time. Instead of flipping back and forth between two revisions of drawings in the site office. We're talking hopefully fewer headaches, fewer mistakes, and fewer hours spent doing rework or work you can't get paid for. And building information modeling is one of the star players here. BIM isn't just a fancy 3D model, but a process that integrates design, quantities, scheduling, and programming into a shared digital space. And according to United BIM. Com, mechanical subcontractors using BIM for offsite prefabrication have been able to report lower labor costs, less material waste, better installed quality and better stock control, meaning they're not having to over order extra pipes just in case.
Speaker 1 00:02:54 By plugging into a BIM model. Clashes can be spotted before they happen, meaning red flags can be raised early and avoid site conflicts before they happen and avoid the associated cost. It's like a power up for collaboration, meaning everybody can build their part of the building virtually and test that it works before the physical work happens. Drones are another tech tool, taking flight quite literally on construction sites. These aren't the kind that you're racing in your backyard for fun. We're talking industrial grade quadcopters with cameras and mapping software. They can streamline surveys and track your progress, particularly for the large outdoor trades such as earthmoving or perhaps roofing. Instead of sending out a team to measure a stockpile, or using loops and scaffold to do your inspections after a high rise facade installation. Drones can do these kinds of tasks in minutes, not only saving time, but improving safety, as there is no need to get that man up to a high level just to clap his eyes on something for ten minutes. Drones can also be invaluable for supporting your valuations.
Speaker 1 00:04:05 Producing a 3D map or photos. Giving quick, accurate sight information. A US based excavation business called Grade Tech reports using drones on their projects, and found it saved their operations manager 10 to 20 hours in a week for surveying and tracking progress and plant. That's between 25 and 50% of a typical week, which is tens of thousands of pounds in costs per year. And they said that related to a tenfold return on the investment they made on the drone program itself. They now deploy that technology on every new project they bid, and weekly on every active job to build a visual record on progress that doubles as an insurance policy against disputes. They've quite literally got a weekly record of everything they've done on a particular site. So drones are far from a gimmick. They're a practical tool that can give even a small subcontractor the kind of site data that would once have cost thousands of pounds in surveys. You've also got digital sign off technology. This is quite a broad term, but we're focusing here on things like electronic signatures for contracts and digital approvals for documents.
Speaker 1 00:05:22 If you've ever had to bust a gut to deliver a hand executed contract, or to provide operation and maintenance or handover certificates, then you know the pain of traditional sign off going digital can seriously streamline these commercial processes. Electronic signatures allow contracts, change orders and approval sign offs to be completed from anywhere on any device and in a few clicks that means no printing, no scanning, no lost paperwork. And in 2025, who's got the time for snail mailing documents back and forth? In fact, connecting your contact process with an e-signature talk and slash the time of signing a subcontract from an average of 30 days down to just two days. That's right. Taking out almost a month of idle time. And also that sometimes awkward conversation on are we even in contract yet? Faster signatures mean projects can start on schedule, and nobody's stuck waiting without a signed order to either start on site or to get your hands on your first payment. A scenario that can easily be a recipe for sleepless nights. In fact, one large construction firm implemented digital signatures to handle all of their contracts, and they saw contract turnarounds dropping, project management getting smoother, and they also improved compliance and record keeping at the same time.
Speaker 1 00:06:53 So the bottom line is less time shuffling paper, more time building and getting paid. Of course, no technology fixes a bad process, so you need to integrate these tools wisely when used right. BIM drones digital sign offs can take a lot of friction out of your commercial workflow. It's like spraying your chain with Wd40. It's reducing the squeaks and allowing everything to run that bit smoother. And who wouldn't want that? If only there was another gadget to make client meetings shorter. How much would that streamline our lives? Well, until somebody comes up with it, let's stick with making what we can get our hands on now work for us. Let's talk a little bit more about BIM, BIM protocols, and making sure the responsibilities are clear is an absolutely crucial part of getting this technology to work properly for you. When the contractor says we're doing this job in BIM, it usually comes with a thick document that they call the BIM Execution plan or BIM protocol. And you'll probably find this as part of your subcontract document.
Speaker 1 00:08:02 And as a subcontractor. This document might even be longer than the contract itself, but you've got to read and understand that fine print to understand your role in how that BIM process is going to work. There are a couple of standard documents floating around, such as the Construction Industry Council's BIM protocol. That would be a good starting point for you to get to know. And these documents spell out who does what. In the digital environment are you expected to produce a 3D model of your works and by, when and to what level of detail? Who's responsible for clash detection? Do you just provide your model and somebody else coordinates it, or do you have to participate in coordination meetings? That protocol is there to lay out all the specifics, and it might even mandate particular things that your contractor or client expect, for example, using a certain software or following a particular naming protocol for your files. Getting clear on these responsibilities is key to avoiding the blame game later. You don't want a situation where a duct and a beam are clashing on site, and everyone points fingers saying, I thought you were there to pick these things up.
Speaker 1 00:09:16 In the model. If the contract and the BIM protocol are well defined, it will be clear whether clash detection was the main contractor's responsibility or if each trade had to sort out their own issues in a federated model together. Likewise, the protocol might clarify who owns the model at each stage, who can rely on it for setting out, and what the liabilities are if that model has errors. There's usually stuff about intellectual property, saying who can use the model data for what and delivering as built models. There's a lot to chew on with this, but it's better to hash it out upfront than to start arguing about it later. Clear responsibilities mean successful projects. The CIC BIM protocol has become a common addendum. It's a fairly concise document, which is around seven pages or so, and it carries quite a lot of weight. You're quite often find this document incorporated into construction contracts and subcontracts to ensure that everyone is on the same page. It's been updated as standards have evolved, but the principle remains. Spell it out.
Speaker 1 00:10:25 If you're a specialist subcontractor, don't be shy about discussing BIM responsibilities during your contract negotiation. If the main contract gives you an obligation, saying provide all BIM objects for your equipment and comply with the BIM execution plan. Then make sure you get that execution plan and understand it, and you can try and ensure that your extra effort, modeling time, or attending coordination meetings is accounted for in your price or your program. BIM can save time and money overall, but producing detailed models is an investment on your part, and if you need to make that investment, then you at least deserve to have that clearly spelled out and to be compensated for it. You also need to check your deliverables and the deadlines for them. Often the BIM protocol will set data drop deadlines. For example, the subcontractor will deliver a coordinated model of their works at least two weeks before starting on site. These might impact your scheduling in ways that traditional 2D designs might not. Also be clear on the software or version requirements for delivering that model.
Speaker 1 00:11:37 What you don't want to do is get to the back end of modeling something to find out that the main contractor can't open, or even view all the hard work that you've been through, and potentially having to do parts of that again. So to sum up on this, absolutely embrace BIM. It's a good thing, but get what you're doing agreed upfront and preferably in writing a well-defined BIM protocol in your contract is your friend. It protects you clearly by delineating your responsibilities and acting as the rules of engagement for digital construction. With that all in place, you're well positioned to reap the benefits of the reduced clashes. Less rework, more accurate prefabrication. And whilst I've got to admit that contract your paperwork isn't the funnest topic. Trust me, getting it right upfront can save you no end of hassle and pounds and pence later down the line. Now let's move on and talk about using cutting edge technology in the construction industry for you as a subcontractor. What does that mean? Should you start adopting something early, or is it wiser to wait and see whether something is a good idea first? And what are the pros and cons of being on that cutting edge? Certainly, on the pro side, adopting new technology can give you a real cutting, competitive edge.
Speaker 1 00:12:59 It's like being the subcontractor with a shiny new tool that can just do the job faster and do it better, boosting efficiency, productivity and profitability, which in construction usually translates to getting more work done with less labor and hopefully fewer mistakes. For instance, if you're the only supplier who's able to use an advanced 3D modeling technique which gets you more finished work out of the same quantity of material, you might be able to generate more finished work, cut down on on site waste, and impress the main contractor in the process. Or perhaps you're able to use a drone for progress tracking or for quantifying materials, and that gets you a reputation as a forward thinking firm that delivers reliable results, as well as a few cool aerial photos. Being that tech savvy organization might actually help you to win work, and some forward thinking clients and main contractors want subcontractors who work well in a digital environment, they see you as lower risk if you can manage your work more efficiently and interface with their systems. And in fact, some tech savvy subcontractors are helping to drive the whole industry forward by pushing others, including some stubborn main contractors, to step up their game.
Speaker 1 00:14:18 As one report put it, the benefit of new construction technology far outweighs the costs for those who embrace it, potentially adding billions to the UK construction economy if our industry is able to catch up with others. So by adopting Technology, you perhaps not only benefiting yourself from the results, you're being part of modernising the construction industry itself and helping to alleviate some of the productivity puzzle. Plus, there's a simple fact that certain technology can make work safer. Thinking of having drones complete surveys instead of completing risky climbing operations? Get things done faster by introducing digital sign off that's communicated over a few emails, instead of weeks worth of paperwork and getting things done more accurately with coordinated BIM models. Instead of sketches that the site managers drawn out on the back of yesterday's newspaper. All of these can translate to saving money and getting it done right the first time, both of which are huge pros in anybody's book. However, it's not all sunshine and digital rainbows. There are cons and challenges to weigh up. First of all, cost is usually the number one concern with new technology, which requires upfront investment buying software, licenses hardware or hiring in skilled operatives, or even training your existing operatives to use new equipment for a smaller subcontractor with tight margins.
Speaker 1 00:15:50 That might be a hard sell. And when it's a case of forking out on some expensive new kit or hiring in an extra gang to get more work done, that can be a pretty valid question. Alongside that, of course, comes the training and the learning curve. Of course, implementing a new BIM or project management app means time spent training your staff and maybe even yourself to use it correctly. So there's an inevitable productivity dip when adopting that new system as everybody gets on board. Not all of your team members might be thrilled about picking up something new, convincing an old hand to use a tablet for digital sign offs instead of his paper sign off form might be a bit of an adventure. Then there's always concerns about reliability. What if the technology fails or it doesn't deliver as promised? If you're an early adopter, you might be the one encountering bugs or a lack of support for a new software. Or you might find yourself building out in the sticks where there just isn't that reliable mobile signal to transmit the data properly and mentioning data.
Speaker 1 00:16:57 There is also data security and liability worries. Using cloud platforms or digital data means you have to think about protecting sensitive information from cyber threats. And if something goes wrong, maybe there's a software glitch that creates a coordination error. Who's liable for that? Perhaps being at the very cutting edge of new technology could expose you to more risks, new kinds of mistakes and liabilities. And then there's a matter of Integration. Does your fancy new software play nicely with the tools that the main contract is using? Is there a way to get them to interface, or are you going to have to basically do these things twice? And if you have five different projects, each using different platforms viewpoint, snigger, field view, a site Procore. How do you get to standardize all of your internal processes across all of these systems, with each main contractor insisting that you use their specific system on their specific site? That sounds like chaos to me, and it's no wonder, then, that the construction industry has been historically slow to adopt technology.
Speaker 1 00:18:07 One industry survey showed that a large number of construction companies spent less than 1% of their sales revenue on it, and many firms stick to that. If it ain't broke, don't fix it. Philosophy. Using paper and Excel forms. But with that comes its own risk of falling behind If you spend too long to adopt what later becomes the industry standard, you might find yourself suddenly obsolete or unable to win certain jobs because of the main contractors demand. So there is a balancing act to be had. And so the trick is to find that sweet spot between being in and amongst the construction industry leaders and being caught out on that cutting edge. One operations manager I was reading about from the firm I mentioned earlier, Grey Tech, who operate in the US. He puts it perfectly. They look to maintain a healthy skepticism that keeps them on the leading edge, rather than the bleeding edge of new tools. And in practice, what this means is they're watching for new tech that's got a proven value and clear return on investment.
Speaker 1 00:19:13 And when they can see that, then they invest. They don't just jump on expensive machine control GPS kit in all of their equipment until not only the cost made sense, but the products are on the market and the bugs in the system have been worked out. And that's good advice for anyone. You don't want to be there adopting new technology for the sake of having it, or just because it's a shiny new toy to play with. Do it because it's proven to solve a problem that you actually have. Maybe you're always drowning in paperwork, then digital forms in E-signatures could be your saviour. Or perhaps you could make better use of BIM to avoid coordination errors in your own products, to save yourself money, as well as just doing it because the main contractors asked you to. But if a new technology doesn't address a particular pain point or have a clear benefit in terms of your scope of work, then it might well not be worth being the early adopter of it. Let someone else be the guinea pig and learn from their mistakes.
Speaker 1 00:20:16 It's about how you calculate your own moves, because if you do see a tool that can give you a cutting edge and it isn't too risky for you to implement, then why not go for it before your competitors do? Consider the pros more efficiency, competitive advantage, better quality safety, long term cost savings, and aligning yourself with where the industry is heading. And on the flip side of that, the upfront cost, training, potential tech hiccups, issues of compatibility, and of course, the ever present unknown factor. There's no one size fits all answer to this, but being informed and weighing up these factors before you commit to something will help you to make the right decision for your business. Now, let's shift slightly to something that's very practical and immediate for many subcontractors, and that is dealing with the drawing management software that main contractors just love to use. You've more than likely encountered systems like viewpoint for projects Procore, a site, BIM 360 docs, etc. they're essentially online platforms, also called Common Data Environment, where all the project drawings, documents and sometimes correspondence live in one place.
Speaker 1 00:21:31 The main contractor uploads new drawings, they can issue RFI through it, and might even manage submittals and daily reports through there. It's really good for the main contractors organizational needs. Everything will be in one place for them, but for you as a subcontractor, it can sometimes feel like there's yet another inbox to check, another password to remember, and one more place where something important might be hiding that you might not know about it. So how do you effectively stay on top of these? Now? These platforms have been around a while, and it's looking like they're here to stay, and they can actually benefit you if you use them. Right. Take viewpoint for projects as an example. It keeps all the project information in one place, and you can even get in there view and annotate drawings within that one system, meaning in theory that there's no more wondering if you got the latest drawing or specification. You can log in there and there it is managed and updated in real time, straight from the people who produce the information.
Speaker 1 00:22:35 The upside is you've got a single source of truth for the whole project, and the downside is we actually have to use it consistently for it to work. So here's a few tips for how to get the most out of digital drawing management. And I've sat in a fair few pre start meetings with managers of subcontractors where they're telling me they have just had enough of all of the emails that are generated notifying them of this drawing being added and revision b d of the GA being added. For me that points to one particular thing dedicate a point person or a person responsible for each project that you're working on. That might be your project engineer, a document controller. If you're a big enough outfit or your site supervisor, assign them with the log on and the responsibility for your organization on that particular project. Configure the email alerts to go to them and make sure that they're turned on so that you're not there. Having to manually check every hour on the hour to see whether something's been revised. Of course, Murphy's Law says the one time that you don't check is the time when the architect has uploaded a plan with a critical change affecting your trade.
Speaker 1 00:23:49 So better be safe than sorry. Properly organize and download what you need. If you have operatives out there in the field that aren't going to log on to the system, then make it part of your routine to draw off the latest drawings and distribute them through your own internal channels, whether that's printing off a controlled document or downloading it and distributing it directly to the people that need it. Some subcontractors maintain an internal Dropbox or Google Drive, where they put the latest drawings after downloading them from the main contractors system. But it's important for the person responsible to be disciplined in updating it. I've seen people working off an old revision just because Bob downloaded the drawings last week, and we didn't realize there was an update, which came out two days later. Don't be Bob. Use the platform's tools to your advantage. If they are used by the main contractor, then systems like viewpoint have features to mark up drawings, instigate rfis, and submit workflows for approval. Those systems can't be argued with because they each create their own digital record, and they send those annoying emails out to the contractor to respond to with a clear log and clear timestamps.
Speaker 1 00:25:06 There's no more. That email got lost excuse because the system records it, so don't skirt around it. Use the platform to save you time and to save your effort. You've also got an accurate record of all the communications tied to that document or RFI, so that months later, when there's an argument about who approved this change and when, then the audit system is already there, you've got the trail. It takes a little bit of training to get your team used to this, but it's really invaluable. So it needs to be built in to your trusted people's routine so that they're doing it without thinking and doing it consistently. So for the people that need to access that system, from your perspective, how can that be introduced into their routine? And the best place to start with that is by looking at things that they already do and seeing when it can slot in alongside them. So if the first thing that you do when you clock in every morning is make your coffee, then whilst you're drinking that coffee, spend ten minutes checking the project's portal.
Speaker 1 00:26:10 If you have a really consistent break time at 10:00. Then as soon as that break is finished, check the portal. Identify a habit that you've already got, and stack this on top of it as the easiest way to introduce something into your daily routine that you need to get done consistently. The goal of these systems is about version control and accessibility. When they used well, they prevent errors. They keep you working to the latest information. In fact, an industry study noticed that using common data environments significantly reduced miscommunication delays and that nearly 70% of projects using one of these had better collaboration and better productivity. So it's worth the hassle, and it's worth the time to get it right. And let's end today's episode on an optimistic note. Embracing technology in construction can be a bit like going to the gym. It might be uncomfortable on the first day and leave you feeling sore because you're trying something new. But stick with it and you'll come out faster, stronger, and maybe even wondering why you didn't start sooner.
Speaker 1 00:27:19 And thanks for tuning in to today's show. My mission with the podcast is to help the million SME contractors working out there in our industry. If you've taken some value away from today's episode, I'd love it if you chair the show and pass that value on to somebody else who'd benefit from hearing it. And of course, subscribe yourself if you haven't already. If you like what you've heard and you want to learn more, then please do find us at @QS.Zone. And we're also on all your favourite socials again at QS.zone. Thanks all! I've been Jacob Austin and you've been awesome!
