What’s your system?

With a number of online business management systems available, what system – manual or online – are you using and why?

Firm: Tony Riordan Buildings
Principal: Tony Riordan
Location: Motueka
Staff: 4 staff, 1 apprentice

Even though I know I’ll have to accept the changeover eventually, at the moment I still use mostly manual systems – computers and I don’t get on that well. I find it much easier to concentrate with paper and pen than I do working using technology. For example, we do drafting work as well, and I always use a design board to plan it out.

I’m lucky that my wife doesn’t have such a problem with technology – she computerises the designs and, when necessary, uses Critical Path, a free project scheduler program.

However, I find that type of software is usually only necessary when working on commercial projects, and we mainly do residential work.

When it comes to putting estimates and invoices together, we’ve used computers for years now, and I know it’s only a matter of time before we convert entirely to some sort of online system.

Firm: Walker Building
Principal: Brendan Walker
Location: Alexandra
Staff: 5 carpenters, 1 apprentice

Up until a few years ago, I didn’t really use any online management systems – it was all in my head. But, as I took on more staff and more work, it became too difficult to manage.

Given that most online management systems are quite expensive, I was hesitant to invest in them without trying them out first, so I decided to buy Smartsheet as it was one of the least expensive. In the end, it’s perfect for what I need, so I’m glad I didn’t invest in anything more pricey and complex.

Basically, it’s an online project management tool that allows me to create a timeline for each job from start to finish. It can be accessed by everyone involved, work can be crossed off as it’s completed and designs and comments can be added to the document.

Firm: Ludlow Builders
Principal: Brian Ludlow
Location: Wellington
Staff: 2 staff

When I started my business 40 years ago, online management systems weren’t an option – you had to be really good at keeping track of everything in your head and filing! Now that there are systems that make it easy to track the progress of a job, I’ve come to believe that they’re worth using.

We’ve used Moneyworks, an accounting and business information program, for more years than I can remember, but it was only three years ago that we paid to have it customised to suit our business needs. I was a bit hesitant at first, as I wasn’t sure how much difference it would make, but it’s been great.

Basically, what it does is allow us to keep an eye on what’s happening and track our work as we go – that way, with the push of a button, we know if we’re on budget or not. If there’s ‘x’ amount more work to do and only ‘x’ amount of dollars left in our quote, then it allows us to give the homeowners a heads up, and explain what created the discrepancy.

After so many years of calculating project timelines and workflow in my head, the software is really just a good way to confirm that what I’m fairly confident I already know is accurate.

Now have your say…

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Email your answer with your full name, contact phone number, company name, number of full-time staff and the city or town in which you’re based to editor@pmundersconstruction.co.nz. All responses must be submitted by 25 August. The answers to this question will be published in Under Construction October.