Outbuild vs Microsoft Project

Table of contents

• Understanding the Role of a Construction Project Manager
• Essential Skills for Effective Project Management
• Building Strong Communication Channels with Your Team
• Mastering Time Management in Construction Projects
• Budgeting Basics: Keeping Your Project Financially Healthy
• Navigating Regulatory Compliance and Safety Standards
• Utilizing Technology to Enhance Project Efficiency
• Strategies for Conflict Resolution on the Job Site
• The Importance of Stakeholder Engagement and Management
• Continuous Learning: Staying Updated with Industry Trends

Guiding a construction project from start to finish is no small task. It requires a construction manager who knows what they’re doing, how to manage people, and how to communicate most effectively to bring all of the subcontractors, tradespeople, and stakeholders together under one common purpose. It also requires a keen eye for detail and the ability to leverage the right tools and processes to get the job done on time and on budget.

In this guide, we’ll discuss some of the most important aspects of how to be a good construction project manager (CPM). We’ll provide key insights and actionable tips to help you further your career and develop into an incredible construction manager.

‍

You can’t be great at anything until you at least understand what you’re doing. That’s true for construction managers, as they have to understand what their role really entails in order to be successful and strive to improve. 

A CPM oversees all aspects of a construction project from start to finish. Their job is to ensure that everything runs as smoothly as possible, that everyone is accountable, and that any proverbial fires are put out in short order. Their job includes:

• Planning and Scheduling: Creating project timelines that make sense, allow teams to work efficiently, and ensure milestones are met at the appropriate times.
• Budget Management: Monitoring project costs and controlling the budget to ensure that overruns are caught early, adjustments are made, and the project remains profitable.
• Team Leadership: Managing workers, subcontractors, and other stakeholders so everyone is working toward the same goal is a large part of what a good CPM does.
• Risk Management: Identifying potential issues and developing mitigation plans to prevent delays and budget overruns.
• Quality Control: Ensuring that the project meets industry standards and client expectations to reduce rework and ensure satisfaction.

A construction project manager is the central point of contact for everyone involved in the project. Being knowledgeable about every phase of construction, from design to final inspection, is crucial for successful project execution. It’s important to be able to answer questions quickly—or help find the answers when the CPM doesn’t know them—to keep the project on track. 

‍

Good construction project managers develop and refine their most important skill sets throughout their careers. The goal is to have a toolbox full of skills to rely on when the complexities of a project put the team to the test. Here are some of the skills they focus on:

Leadership and Team Management.

PMs need the ability to lead and motivate their team. This includes delegating tasks effectively and managing a diverse group of professionals, including contractors, subs, employees, and stakeholders.

Communication

Clear and concise communication with contractors, clients, and team members is essential for a smooth project. Effective communication ensures nothing is lost in translation and that everyone is on the same page. 

Problem-Solving

The construction site is constantly changing, and challenges will arise. A successful CPM is adept at finding solutions quickly and efficiently, or leveraging the professionals they have around them to come up with a solution that works. 

Attention to Detail

Construction projects require precision. Paying attention to the fine details can prevent costly mistakes and delays. Construction management software can be a huge help, providing key performance indicators to track progress and success. 

Decision-Making

In this role, you'll often need to make quick decisions that can have a lasting impact on the project. Weighing options, considering risks, and making informed choices are key to successful outcomes and minimized losses. 

‍

The future of schedule management

Download the playbook to learn more

• Integrates effortlessly with Procore.
• Designed with simplicity in mind.
• Leverage the power of lean construction.

Form will load here...

‍

Arguably, the most important skill set that a construction project manager can possess is effective communication. Being able to relay information clearly and concisely minimizes delays, mistakes, and cost overruns. Equally important, though, is the ability to understand the perspective, concerns, and information provided by stakeholders and subs. Here are a few strategies for better communication:

Hold Regular Meetings

Meetings are a key part of what a construction project manager does, but they don’t have to be over the top. Daily check-ins or stand-ups allow teams to quickly check in on one another, get an idea of a plan or progress of the day, and identify any obstacles that need immediate attention. Weekly progress reports with key stakeholders are generally more in-depth, and the goal is to review the project’s progress, identify approaching milestones and their timelines, and make any necessary adjustments. 

Use Digital Tools

A good construction project manager makes smart use of digital tools. For example, using scheduling tools such as Outbuild to create a useful, adaptable timeline that helps keep everyone on track is a shortcut to efficient project management. Also, using project analytics to identify progress, remaining budget, and other KPIs allows CPMs to make better decisions in less time. 

Be Accessible

Make yourself available for questions and concerns, and encourage your team to voice any issues they encounter. If you can answer the question, do so. But if not, find the right person who can and expedite getting that answer. It’s important to be accessible but it’s also important to be effective. 

Clear Documentation

Construction project managers rely on clear documentation. Utilizing centralized document management systems ensures that everyone has access to important documents and drawings. It also helps ensure that teams are working from the same set of plans, preventing re-work and budget overruns. Any changes that need to be made should be documented clearly in a change order, as well. 

‍

‍

The need for effective time management isn’t unique to construction managers, but it is a large part of what they do. Avoiding delays that can cause cost overruns or a damaged reputation is one of the most important aspects of being a good project manager. Here are some tips for effective time management:

• Set Realistic Timelines: Start with a clear project schedule that includes milestones and deadlines. Make sure the timelines are feasible considering the complexity of the project. Use construction project scheduling software to ensure that every aspect is covered and that the timeline works. 
• Monitor Progress: Continuously track the progress of each phase of the project. If there are delays, address them as soon as possible. This is another point where scheduling software can help the team absorb the delay and make adjustments to the timeline to keep the project on track. 
• Prioritize Tasks: Focus on the most critical tasks and ensure that your team is working efficiently on high-priority activities. Knowing which aspects of the project need to be completed before others can start and aligning them correctly based on priority is key. 
• Buffer Time: Always include some buffer time for unexpected issues, but make sure to minimize delays by having contingency plans in place. This is an art, as building in too much downtime can create inefficiencies, while too little can cause a delay. 

This is an area where a project manager shouldn’t go it alone. While it’s helpful to have a team to rely on, construction scheduling software can help ensure that all of the appropriate phases are scheduled effectively and that any delays that occur can be handled effectively. 

‍

If you’re not watching closely, a construction project can devour money. Without proper budget management, things can spiral out of control. Construction project managers need a keen understanding of budgeting and project financials to keep this from occurring. 

Create a Detailed Budget

At the beginning of the project, outline every expense, from materials to labor costs, and make sure there is a contingency budget for unforeseen issues. Make sure to get input from subs and stakeholders to ensure that everything is accounted for. 

Track Costs Regularly

Use construction management software to monitor expenses in real-time. This helps prevent cost overruns and allows you to make adjustments as needed, such as reducing spending in one area to make up for it in another. 

Avoid Scope Creep

Scope creep happens when the project's scope expands without adjustments to the budget. It's important to control this by sticking to the original plan unless changes are absolutely necessary. When they are necessary, use construction project management to develop bullet-proof change orders that cover the new scope.

By managing your project’s finances effectively, you will maintain control over costs and help ensure a successful outcome—an important aspect of being a good project manager.

‍

CPMs have to navigate regulatory compliance and maintain safety standards. These regulations are in place to protect workers and the project. Here's how to stay compliant:

• Know the Local Codes and Regulations: CPMs should be familiar with local building codes, environmental regulations, and safety standards. Understanding these rules will prevent legal issues and project delays.
• Ensure Worker Safety: Make safety a top priority. Implement training programs, enforce the use of PPE, and provide that safety equipment so employees can use it.
• Schedule Inspections: Many projects require inspections at various stages. Be proactive in scheduling inspections to avoid delays—inspectors may not be available when you need them. 

‍

Technology has become an essential tool in modern construction project management. From scheduling to budgeting to communication, there are a variety of software-based tools available to make the job of a project manager easier and more efficient. Some useful tech for a construction project manager include:

• Project Management Software: Construction project management tools help manage tasks, schedules, and budgets in one central location. They can streamline communication, improve accuracy, and help teams work more efficiently toward a better outcome.
• Drones and 3D Modeling: Drones are now being used for site surveys, and 3D modeling software allows you to visualize the project before construction begins, reducing costly errors. Project managers can sit with designers and engineers to identify areas of concern and make critical changes before the building is constructed. 
• Mobile and iPad Apps: Many construction project management apps are available for smartphones and tablets, making it easier for you and your team to stay connected and access real-time information. Daily reports, photos, contract documents, and other important information are available at all times, helping construction project managers make the best choices they can. 
• Scheduling Software: Scheduling software that helps create a reasonable yet efficient timeline can make a world of difference for project managers. Being able to identify the most critical path toward a milestone allows teams to work quickly and efficiently while reducing errors and expensive delays. 

"Outbuild has been instrumental in streamlining our project scheduling and coordination efforts. Since I started using it in Q1 2024, it has transformed how we manage construction timelines. The ease of use has made it simple for our entire team to adopt, and the real-time updates have significantly reduced rework by identifying potential roadblocks early. As a Project Manager, the ability to collaborate seamlessly with field teams and external partners has saved us a lot of time and boosted project performance. Plus, the top-notch customer support ensures we’re never left hanging. Highly recommend it!"

Henry Orth
Project Manager at Markley Group

Discover how Markley Group saves over 15 days on every project - Case Study

‍

It doesn’t matter how well you run a project, conflicts will always arise. It’s how you handle those conflicts that determine your worth as a construction project manager. Here are a few tips: 

• Act Quickly: Regardless of the conflict type and why it occurred, the longer it lingers, the more it can disrupt the project. Address issues immediately before they escalate. 
• Stay Neutral: It’s important to remain impartial when resolving disputes. Listen to both sides of the argument before taking action. This helps foster a collaborative environment, resulting in resolutions that are better for the project’s outcome. 
• Use a Formal Dispute Resolution Process: When a dispute won’t resolve itself informally, turn to a formal resolution process. This should be clearly outlined in the contract, and they may involve arbitration or mediation before legal proceedings. Make sure everyone on the project understands the process before the project starts. This can help avoid costly delays and legal battles. 

‍

Managing stakeholders is one of the most important—and sometimes most difficult—aspects of being a good construction manager. Stakeholders, such as clients, architects, and subcontractors, all have unique expectations and concerns. How to manage those can be a challenge. 

Stakeholders like to stay informed. Be sure to provide them with regular updates on the project's progress and budget. But, it’s also important to manage their expectations regarding timelines, costs, and potential risks. Setting those expectations early allows you to stay in communication with them while still maintaining those important guard rails for their expectations. 

It’s always a good idea to develop strong relationships with these folks, as well. Having a network of trusted people who enjoy working with you will allow you to leverage your contacts on future projects.

‍

The construction industry is constantly evolving. New techniques, materials, and technologies are hitting the market every day. Construction project managers need to stay updated on these developments to stay ahead of the competition and continue growing in their careers. The following tips will help project managers stay up to date:

1. Attend Workshops and Seminars: These events offer valuable networking opportunities and keep you updated on the latest trends. You’ll have the opportunity to speak to the people behind the product or process, get your questions answered, and learn more about best practices using these new tools. 

• Read Industry Publications: Stay informed about new developments in construction through trade journals, blogs, and online resources. They often provide an inside look at what a new product, software program, process, or tool is like to use, as well as the learning curve involved in implementing them. 
• Seek Mentorship: Learning from experienced construction managers can provide valuable insights and advice that will help you grow in your career. Even experienced project managers can work together to share techniques and observations to help further each others’ careers. 

By staying up-to-date with industry trends, you can ensure that you’re always using the most efficient and effective methods for managing your projects. For great project managers, it’s a key step in continuously providing the value you want to be known for. 

It Takes a Commitment to Excellence

Becoming the best, most successful construction project manager possible is a journey that requires dedication, a wide skill set, and a passion for the industry. On this path, it’s important to hone your communication, time management, budgeting, and stakeholder management skills, among others.  By committing to getting better, you will be well on your way to mastering the art of construction project management and ensuring the success of your projects.

‍