Save Both Cost and Time! Practical Techniques to Improve Construction Site Efficiency - Improvement Measures You Can Use Starting Today

In recent years, cost reduction and shortening construction schedules have become major challenges in the construction industry. From 2024, overtime limits will be applied to the construction industry as well, and improving productivity is an urgent task amid labor shortages. In fact, the construction industry is said to have lower labor productivity compared to other industries, and traditional manual work and inefficient practices have created many wastes on sites. In response to this situation, the Ministry of Land, Infrastructure, Transport and Tourism is promoting a project called "i-Construction" with a goal of improving construction site productivity by 50%. However, site efficiency is a common theme not only for major general contractors but for everyone involved in construction: site managers at small and medium-sized construction companies, site supervisors, and civil engineers in local governments.

This article classifies typical causes of inefficiency on construction sites into five to seven categories and introduces practical improvement measures you can implement starting today for each. Each item is explained from a site perspective in the order of "Challenges," "Improvements," "Implementation Points," and "Expected Effects," and is summarized with concrete implementation examples and numbers to make it easy to imagine. At the end, as a first step in site improvement, we also introduce the latest surveying method (LRTK) that can be easily done with a smartphone. Now, let's look at practical techniques that can save both cost and time!

Labor-saving in Surveying Operations

Challenge: Surveying, the start of civil engineering and building work, traditionally relied on manpower and optical instruments. Multiple survey teams used transits and tape measures to measure survey points across large sites over several days, incurring labor and time costs. On sites with complex terrain, measurements in hazardous locations were unavoidable, raising worker safety risks and issues like re-measurement due to mistakes. When a limited number of staff must cover multiple sites, overall progress can stall while waiting for surveying.

Improvements: Dramatic labor savings and time reductions are possible through ICT-enabled digital surveying using drones and 3D laser scanners. Photogrammetry or laser surveying from unmanned aerial vehicles (UAVs) can acquire wide-area terrain data from the air in a short time. For example, surveying a flat 2-hectare development site that traditionally took 2–3 days (a total of 40 hours) has been reported to be completed by a drone in about 1 hour of automatic flight. Drones equipped with high-precision GPS (RTK) can acquire detailed 3D point cloud data and orthophotos with centimeter-level accuracy (half-inch accuracy), enabling safe surveying even on cliffs or disaster sites that are difficult for people to access. Recently, methods have also emerged that combine a smartphone with a small high-precision GNSS receiver to enable one-person surveying and 3D scanning, allowing easy on-site measurement without specialized equipment.

Implementation Points: When introducing ICT surveying, it is important to select the appropriate method according to the site’s scale and terrain. Drone photogrammetry is effective for large development sites, but in densely treed areas it should be combined with laser scanning or ground surveying. Start with small-scale trial projects to become familiar with operation and data processing. Drones and 3D scanners can be rented or outsourced to specialized firms, so you can verify effects while minimizing initial investment. Acquired point cloud data can be easily processed with dedicated software or cloud services and used for drawings and quantity calculations. If your company lacks in-house know-how, utilize ICT construction training or manufacturer support to educate site staff.

Expected Effects: Labor-saving in surveying can greatly reduce personnel resources and time. In some cases, surveying can be completed by one person, contributing to labor cost reductions and easing labor shortages. If working hours can be shortened to about 1/5–1/10 of the traditional time, the schedule gains flexibility and subsequent processes can be moved forward. Since personnel no longer need to enter hazardous locations, safety is improved, contributing to reduced risk of occupational accidents. High-precision 3D data obtained can be used for shape management and volume calculations, preventing missed measurements and rework, and helping ensure quality. Overall, introducing the latest surveying technologies dramatically improves site productivity and safety, directly leading to cost savings and shorter construction schedules.

Optimization of Schedule Management

Challenge: Site schedule management becomes more complex as the number of stakeholders and work processes increases. Traditionally, schedules were made with Excel or whiteboards, and adjustments were coordinated by phone or email among responsible parties as progress advanced. With this approach, each person must constantly check the latest status, and it becomes harder to grasp the whole picture as the number of stakeholders increases. Information buried in emails can be overlooked, leading to ordering mistakes, and changes due to bad weather or material delays may not be communicated to the site in a timely manner, causing confusion. As a result, mis-sequencing of tasks and waiting times occur, lowering productivity and leading to unnecessary overtime and schedule delays.

Improvements: You can optimize complex schedule coordination through digitalization and visualization of schedule management. Specifically, introduce cloud-based schedule management systems or apps so all stakeholders can share and update schedules in real time. Many vendors provide free or low-cost construction management apps that are intuitive to use on smartphones and tablets. Using these, you can centrally manage who does what and when, and instantly notify everyone of schedule changes. For example, one site set up a system where all foremen could check the latest schedule on their smartphones, which drastically reduced idle time due to communication lapses. Also, adopting a practice of visualizing progress in weekly schedule meetings and providing immediate feedback on issues enables the whole site to respond proactively.

Implementation Points: When introducing schedule management tools, choose a system that fits the site’s scale and purpose. For small sites, sharing a spreadsheet in the cloud can be effective, but for projects with many stakeholders, a dedicated app is useful. The important thing is to enforce the operational rule of "sharing the latest plan on a single platform." Parallel use of paper schedules or individual calendars will cause discrepancies, so make it a habit for everyone to always view the latest data in the cloud. Some veteran staff may resist at first, so allocate time for training and let them get used to it through hands-on use at the site. Use convenient features like simplified progress entry and notification functions to avoid increasing the burden on site staff.

Expected Effects: Optimizing schedule management enables smooth site operations without overburden, waste, or unevenness. With everyone aware of the latest schedule, mis-sequencing and rework decrease and waiting time for craftspeople is minimized. The ability to flexibly respond to schedule changes improves on-time completion rates, which in turn enhances client trust. Workload for schedule managers is also reduced, allowing them to spend time on other important tasks. One small construction company reportedly reduced overtime to almost zero and achieved over 2,000 hours of labor time savings annually by thoroughly streamlining site operations. Optimally managing schedules is an important initiative that contributes to productivity improvement as well as work-style reform and better work-life balance for employees.

Digitization of Drawings and Documents

Challenge: Managing drawings and documents also consumes a lot of time on construction sites. Printing and distributing large numbers of the latest drawings such as construction drawings and reinforcement drawings, and replacing paper drawings each time there is a design change, is a major hassle. Paper drawings can become dirty or torn on site and become unreadable. Office documents such as construction plans, safety documents, shape inspection documents, and photo reports are also voluminous, requiring time for filing, securing storage space, and circulating and approving among stakeholders. It can be difficult to find necessary information on paper, and inefficiencies such as having to "search through a pile of documents to find the one sheet you need" often occur when referencing past materials. Paper documents also tend to be managed separately at the site and the office, increasing the risk of transcription errors and missing updates that lead to data inconsistencies.

Improvements: By promoting digitization and paperless handling of drawings and various documents, information management efficiency improves dramatically. For drawings, share CAD data and PDFs on the cloud and switch to viewing them on tablets or PCs at the site. This ensures everyone always refers to the latest drawings and prevents construction mistakes caused by missing drawing replacements. You can add digital markings or comments to drawings as needed and share them immediately with stakeholders. Documents such as Word or Excel files can be centrally managed in cloud storage so anyone can access the latest files when needed. Recently, site management apps allow direct submission of daily reports and photos from the field using input forms based on submission templates, sharing them with the office in real time. For example, if inspection records or quantity reports are input and sent from a tablet on site, the transcription work that used to be done back at the office becomes unnecessary. Introducing electronic approval systems also eliminates the waste of going back and forth between the site and office for stamps or seals.

Implementation Points: When progressing with paperless conversion, it is effective to transition gradually starting with the areas that deliver the highest benefits rather than digitizing everything at once. Begin by introducing tablets for areas with large on-site benefits such as drawing viewing and photo sharing. Inform site staff of basic tablet operations and cloud folder usage, and adopt a transition period that uses paper drawings in parallel so the change is accepted more easily. When digitizing document templates, design user-friendly forms while listening to site feedback and simplify input fields. If you lack IT-savvy personnel in-house, consider using off-the-shelf cloud services for the construction industry. Also be sure to implement security measures for electronic data (access rights settings and backups, etc.) to ensure information is safely maintained even without paper.

Expected Effects: Digitizing drawings and documents dramatically improves the speed and accuracy of information sharing. The need for personnel to move for drawing distribution or document stamping is eliminated, removing handoff waiting times between responsible parties and preventing work bottlenecks. With everyone able to refer to the latest information, misunderstandings and transmission errors decrease, preventing construction mistakes and reducing rework. Electronic data can be quickly searched by keywords or tags, improving efficiency in finding past drawings or reports. Costs for printing and binding can also be cut and storage space becomes unnecessary, leading to reduced administrative expenses. Reducing duplicate data entry from the site to the office lessens clerical workload, allowing staff to devote more time to construction management and safety management. Document digitization may seem modest, but it is an important improvement measure that raises productivity across the site.

Strengthening Information Sharing Using the Cloud

Challenge: Poor communication between the site and the office or other stakeholders also lowers productivity. Relying on phone and fax to communicate with craftspeople or report to headquarters and clients takes time and can lead to transmission errors. For example, when asking a designer about a problem occurring on site, the process of taking photos, emailing them, and waiting for a reply can take several days. Sharing site photos or videos via email attachments can hit data size limits, requiring compression or segmented sending, which creates download and file organization burdens for recipients. When information is shared across multiple chat apps and social media platforms, minutes and decisions can get buried and become unfindable later, creating information “orphans.” Without an information-sharing foundation across departments and companies, redundant manual checks and duplicated work occur, slowing site responses.

Improvements: Establishing a cloud-based information-sharing platform accessible to all internal and external stakeholders dramatically improves communication quality and speed. The aforementioned schedule and drawing cloud sharing are part of this, but also create a system to share daily site information in real time. Specifically, use cloud tools as a unified window to accept reports, contacts, and consultations (so-called "report-contact-consult"). For example, unclear points during construction can be posted on a cloud inquiry form with photos on the spot, and designers can respond the same day. Stream progress by delivering live images from site webcams or fixed-point photos to the cloud so remote parties can check site conditions. Also, using online conferencing systems for remote inspections and meetings reduces travel time while speeding decision-making. Since the COVID-19 pandemic, remote attendance for inspections without visiting the site has become more widespread, and combining the cloud with video calls for communication is becoming commonplace. Placing the information-sharing foundation on the cloud makes it possible to deliver necessary information to the right people immediately, regardless of geography.

Implementation Points: To promote cloud usage, first ensure Internet connectivity at both the site and the office. Install Wi‑Fi in site offices or provide staff with company smartphones so they can remain online. It is important to use different information-sharing tools according to purpose. Use chat apps for casual daily communications, cloud storage for drawings and documents, and dedicated project management tools for formal consultation items—classifying them prevents confusion. When external subcontractors or clients are involved, choose services that are user-friendly and secure. Formalize the usage rules for each tool when introducing them and share them with the team. For example, decide that "important communications must be made via the project management tool" and "photo data must be uploaded to a cloud folder and shared via link" so the cloud does not become nominal but actually effective.

Expected Effects: A cloud-based information-sharing system dramatically increases the speed of information dissemination and feedback from the site. Fast receipt and handling of design changes and defect instructions minimizes work stoppages and rework. With everyone able to view and discuss the latest information on the same platform, misunderstandings are reduced and trouble prevention is enhanced. Online meetings and remote inspections cut travel time and transport costs, directly improving productivity and reducing expenses. Site agents can check and share documents via the cloud from the field without returning to the office, allowing them to manage multiple sites more nimbly. A culture of real-time information sharing strengthens team cohesion, improves motivation, and reduces reliance on specific individuals.

Visualization of Progress Management

Challenge: The larger the project, the harder it is to grasp "how much work has been completed." Insufficient progress management can lead to discovering delays only after they have accumulated, leaving countermeasures behind schedule. Historically, site agents have tended to judge progress based on experience and intuition, but subjective judgment risks oversight and optimistic estimates. Methods that collect progress reports from individual foremen and compile them in Excel are time-consuming and lack real-time capability. As a result, it is difficult to get an overview of where delays or bottlenecks exist in the overall schedule, and ad hoc responses such as throwing in additional personnel or covering with overtime after problems become apparent are common.

Improvements: Introduce a system to visualize progress so everyone can grasp the current status in real time. Create a progress dashboard linked to the schedule that displays planned vs. actual progress rates for each task using graphs and color-coding so delays and advances are apparent at a glance. Even without dedicated software, regularly updating and sharing an S-curve (cumulative construction volume curve) created in Excel can be effective. Simplifying and automating progress reporting from the field is also useful. If foremen input daily output or completed task counts into a daily report app, that data can be aggregated and automatically reflected in progress charts. Where IoT is applicable, aggregating heavy equipment operation data or sensor measurements of transported soil volumes in real time to calculate objective progress rates is effective. For example, conducting weekly as-built surveys with a drone and checking earthwork progress using 3D data allows early detection of delays. Use visualized progress information in regular meetings to share with stakeholders and use it for root cause analysis and countermeasure planning.

Implementation Points: Setting KPIs (key performance indicators) is key to visualizing progress management. Define clearly what constitutes progress according to the nature of the project. For earthworks, set quantitative indicators such as soil export volume or backfill volume; for concrete works, use placed volume or the number of completed rebar assemblies; measure these daily. Avoid overly detailed indicators that burden the field; one or two simple indicators per major work sequence are sufficient. Consider data collection methods that fit site conditions. Simply writing each crew’s schedule and progress on a morning meeting board, photographing it, and sharing it is an effective visualization, and if possible, creating a progress visualization board in PowerPoint and posting it in the site office is also effective. The essential point is to ensure everyone on site correctly recognizes current progress and remaining work. Strive for clear, intuitive presentation and pair visualization with a system to quickly discuss and implement countermeasures when delays occur.

Expected Effects: By visualizing progress numerically and visually, you can detect latent delays and issues early. Gaps between plan and actual performance are shown in real time, enabling early responses such as adding personnel or reorganizing the schedule while delays are still small. This prevents major schedule delays and improves on-time delivery rates. When site staff can objectively understand progress, each team develops a mindset for autonomous improvement. Clarity about "how many days remain to complete what" brings focus to daily work planning and improves construction efficiency. Visualized progress information can also be used for reporting to clients and upper management, enhancing transparency and building trust. Overall, visualizing progress accelerates problem solving on site and reduces unnecessary overtime and rushed work.

Automation of Safety Management

Challenge: Construction sites always carry risks such as falls, collisions with heavy equipment, and heatstroke. The number of fatalities from occupational accidents in the Japanese construction industry exceeds 200 people annually (223 in the Ministry of Health, Labour and Welfare's Reiwa 5 statistics), the highest among all industries, making safety measures a top priority. While safety briefings at morning meetings, site patrols, and checks of safety documentation have been standard, human observation and verbal reminders alone may not catch everything. Human error and complacency can cause hazards to be missed, and if an accident occurs it not only costs precious lives but also leads to work stoppages, schedule delays, and loss of trust in the main contractor. As long as current safety management depends on "relying on people", achieving zero accidents remains difficult.

Improvements: By leveraging the latest IoT technologies and sensors to digitize and automate safety management, you can complement human limitations and reduce accident risks. For example, attaching accelerometers to workers’ helmets can instantly detect falls and trigger alarms to those nearby. Proximity alarm sensors on heavy equipment and cranes can alert workers via buzzers or wearable devices when they enter danger zones. In hot environments, placing temperature and humidity sensors or WBGT meters around the site to monitor heat stress indices and automatically issue alerts to stop work or take breaks when thresholds are exceeded is effective. AI analysis of site camera footage can detect missing personal protective equipment or unsafe behavior and notify managers. Using drones to patrol and inspect high-elevation work areas can find scaffold deficiencies without people having to check directly. By deploying a net of sensors and AI rather than relying solely on human eyes, you can realize "smart safety management" that detects dangers in real time and prevents incidents.

Implementation Points: When introducing safety technologies, prioritize measures that address the site’s main risks. At sites with frequent high-altitude work, start with fall detection and harness sensors; for vehicle-centric sites, choose proximity alarms and blind-spot detection cameras. Before deployment, fully explain and train staff so they understand the technology’s purpose is to protect them, not to "monitor" them. Begin with pilot operations on parts of the site, adjust alarm thresholds and operational flows to fit site practices, and set the right settings. Establish response rules for system notifications in advance (for example: "When a heat-stress alert is issued, instruct everyone to hydrate"), enabling smooth action. If multiple safety IoT devices are introduced, centralize data management on a platform if possible, allowing site supervisors and safety officers to monitor overall conditions from a smartphone for greater effectiveness.

Expected Effects: Automating safety management enables a system that detects accident precursors in real time and triggers immediate responses. For example, quick detection and rescue when a worker collapses can prevent severe injury, and alarms that prevent near-misses with heavy equipment can avert accidents altogether. This reduces the number of occupational accidents and moves closer to the goal of "zero fatal accidents." Improved safety reliability boosts site morale and creates a working environment that helps attract and retain personnel. Reducing incidents that interrupt work or require investigations also benefits schedule adherence and cost control. Although IoT and AI-based safety systems require initial investment, the cost-effectiveness is high considering the enormous losses that would result from even a single accident. Aim for zero occupational accidents with smart safety measures that combine people and technology.

As a First Step in Site Improvement: Use the Simple Smartphone Surveying Tool "LRTK"

Among the efficiency measures introduced here, digitalization of surveying is particularly easy to introduce and yields quick results. Finally, we introduce the latest simple surveying tool for smartphones called "LRTK." LRTK consists of a palm-sized compact RTK‑GNSS receiver and an iPhone app, and simply attaching this device to an iPhone makes it a revolutionary solution that enables anyone to easily perform high-precision surveying.

With LRTK, baseline surveying and 3D as-built scans that once required specialized equipment can be performed with a smartphone in hand. Simply walking around the site can acquire high-precision 3D point cloud data that can be displayed as a 3D model on the smartphone screen on the spot. AR (augmented reality) features let you overlay acquired point clouds or design models on the real scene to intuitively check differences between as-built conditions and design. Surveying data syncs to the cloud in real time and can be viewed in 2D/3D via a browser on an office PC, and you can measure distances and areas. By sending a shared URL generated in the cloud, stakeholders can view the site's 3D data on the web without specialized software.

Using this kind of simple surveying with LRTK enables quick and accurate site understanding even with a small number of people, greatly contributing to labor savings and visualization at the site. Tasks that previously required outsourcing to surveying firms or arranging heavy equipment and personnel can be measured immediately with a smartphone, improving operational agility. As-built management using point cloud data helps prevent rework and ensures quality—it's two birds with one stone. Since you can start without large initial investment, it is easy to introduce even at small-to-medium-sized projects and local government sites.

When deciding where to start with site DX, beginning with easy-to-use tools like LRTK makes it easier for site staff to experience the benefits of digitalization. Seeing is believing, so why not try smartphone surveying on site first to feel its efficiency? As the first step in site improvements that save both cost and time, please consider adopting LRTK.