Efficient Construction DX for First-Timers! Boost Productivity and Cut Costs with 5 Site-Changing Steps

DX (digital transformation) for operational efficiency is increasingly demanded in the construction industry. Especially after the start of overtime regulations under the 2024 work-style reform-related laws, a sense of crisis has spread that “the site won’t run unless we increase productivity and cut costs.” However, even when attempting to implement construction DX, there are many reports that “we introduced tools but didn’t see the expected effects” or “the burden on the site actually increased.” DX is not about simply introducing IT tools; its essence is to reduce on-site burdens and streamline work. DX can be considered successful only when on-site staff feel, “After introduction, my work became easier.”

So how should you proceed when introducing site DX for the first time? This article explains, step by step, five steps for those who want to improve efficiency through DX at construction sites — from major contractors to small and medium construction companies, construction managers and site supervisors, and municipal technical staff. Starting with reviewing current operations and identifying issues, then digitizing information, improving progress management, leveraging the cloud, and finally visualizing site data, you can steadily achieve productivity improvement and cost reduction by following these steps. For each step, we provide concrete on-site issues, implementation points, and the effects you can expect, so please try applying them to your company’s situation.

Step 1: Inventory Tasks and Identify Issues

Step overview: The first step in DX introduction is to thoroughly list on-site tasks and clarify the issues you face. Inventory the current operations to visualize what tasks are being performed, who is spending time on what, and how much time is spent. This lets you grasp the causes of inefficiency and the parts where unnecessary work occurs, clarifying what should be improved by DX.

On-site issues: In many construction sites, site supervisors end up handling tasks they should not be focusing on. For example, if estimating documents, reports, paperwork for government submissions, photo organization, and other administrative tasks that could be handled by head office or administrative staff are dealt with on-site, valuable time is being taken away. You also often see double data entry, where handwritten information on paper is later transcribed to a PC, and tasks that become inefficient due to being person-dependent. Collecting voices from the site will reveal concrete issues such as “this task has a lot of waste” or “this is the bottleneck that always causes delays.”

Implementation points: First, have the project team and all site staff discuss and list daily tasks. At that time, it’s important to categorize “tasks that must be done on-site” and “tasks that can be handled by the office or other departments.” For example, safety management on-site and meetings with craftsmen can only be handled by the site supervisor, while document organization and finalizing drawings can be done by others. By separating tasks this way, examine whether any tasks can be detached from the site.

At the same time, identify the time required, frequency, and issues for each task, and set clear goals for “which issues you want DX to solve.” Setting concrete goals such as “I want to eliminate the X hours per week spent on photo organization” or “I want to eliminate rework caused by miscommunication” will define the direction of measures to be introduced in later steps.

Expected effects: By identifying site issues first, you can reduce the risk of blindly introducing IT tools and failing. During the task inventory process, unnecessary work that emerges can be abolished or simplified, or transferred to other departments before introducing DX tools. As a result, site supervisors and engineers can concentrate on their core site management duties, improving productivity. Also, because the issues to be solved are shared by the team, it is easier to gain internal understanding and cooperation for DX promotion. Once issues are clarified, the selection of solutions in subsequent steps becomes more accurate, maximizing the cost performance of your investments.

Step 2: Digitize Information (Drawings and Paperwork Paperless)

Step overview: Once site issues are identified, the next step is to digitize drawings and documents handled daily. Review paper-centered operations and promote the digitalization (paperless conversion) of drawings and documents to create an environment where necessary information can be accessed quickly. When documents and drawings become digital data, information sharing and searching become drastically more efficient, forming the foundation for later DX measures.

On-site issues: Relying on paper drawings and forms hides many wastes and risks. For example, at sites where design drawings are printed and distributed each time, the latest revision may not be communicated, creating the risk of constructing from incorrect drawings. Paper documents are often stored in large quantities in site office cabinets and shelves, and it can take time to find the necessary information. There are also problems such as double work where daily reports and inspection records filled out on-site are later re-entered into PCs at the office, or work stagnates waiting for approval due to paper-based circulation. Paper media hinders the speed of information sharing and can lead to mistakes or oversights.

Implementation points: When promoting paperless operations, first prioritize which drawings and documents to digitize. It is effective to start with frequently updated drawings, daily reports, and checklists. Specifically, share design documents as PDF files so site supervisors and craftsmen can view them on tablets or PCs. Convert paper documents using scanners or smartphone scanning apps, organize them into folders, and share them via cloud storage with stakeholders. Also consider switching to electronic forms using Excel or specialized apps (for example: migrating paper schedules to Excel, entering handwritten daily reports in an on-site app).

Initially, set a transition period using both paper and electronic formats to let staff get used to operations. Also, establish folder naming rules to organize digitized data so anyone can access them without confusion. If there are staff who are not familiar with PC operation, prepare simple manuals or hold study sessions to support them for a smoother rollout.

Expected effects: Digitizing information enables you to retrieve necessary information whenever needed. For example, digitizing drawings allows you to search for a drawing file and open it within seconds, reducing the time spent spreading out and searching through paper. Constantly sharing the latest drawings as data also reduces rework and construction errors. Eliminating duplicate data entry via document digitization shortens administrative work time, contributing to overtime reduction and personnel cost savings — a clear cost reduction effect. Printing and binding costs and storage space for paper can also be reduced, contributing to lower indirect costs. Above all, accumulating information as digital data lays the groundwork for cloud sharing and data analysis covered in later steps, enabling further DX utilization.

Step 3: Progress Management and Schedule Sharing

Step overview: Once your on-site information infrastructure is in place, the next step is to digitize construction progress management and share schedules with all stakeholders. Visualize planned versus actual project status so that the latest situation can always be grasped both inside and outside the site, reducing unnecessary waiting times and communication errors. In this step, replace traditional paper or whiteboard schedules and daily progress reports with digital systems to achieve real-time information sharing.

On-site issues: Traditional progress management often relies on the site supervisor’s memory or weekly meeting reports. As a result, even when a schedule is falling behind, sharing this with stakeholders can be delayed and responses become reactive. For example, if a schedule is only posted on an office bulletin board, partner companies or head office staff who are not on-site cannot know the latest plan. This leads to communication loss such as “the plan I heard was different,” or “the craftsmen were idle because the sequence wasn’t ready,” causing direct time and cost losses. Relying on phone calls and emails for progress reporting can result in information stopping when the responsible person is absent or cause omissions. If progress is managed in a person-dependent manner, optimal decisions across the whole site may be delayed.

Implementation points: For progress management DX, start by digitizing the schedule and sharing it. If you currently use Excel or paper schedules, make them accessible to the whole team in the cloud. You can place Excel files on a shared server or cloud storage for collaborative editing, or adopt project management tools to manage schedules online. Site supervisors and construction staff should input daily task completion status from smartphones or tablets so progress ratios and delays are visible at a glance. For example, when a task is completed, checking it on-site can trigger notifications to the person responsible for the next task, allowing work to proceed without waiting. Also switch monthly and weekly progress materials to display the latest cloud data, eliminating the need to create separate reports for meetings.

When introducing these systems, it is important to define clear rules for progress input (when and what to report, procedures for handling delays) and ensure members share the same understanding.

Expected effects: Digital progress management makes site conditions visible in real time. This enables early detection of small delays or troubles and allows prompt countermeasures. Because everyone shares the latest schedule, discrepancies such as “I wasn’t told” or “I didn’t know” decrease, and coordination with subcontractors becomes smoother. For example, even if schedule changes occur due to bad weather, updating the schedule in the cloud will immediately notify stakeholders, minimizing unnecessary waiting and material waste. As a result, schedule adherence improves and the risk of additional costs decreases. Moreover, accumulating daily progress data makes it easier to perform data-driven improvements such as shortening construction periods and optimizing personnel allocation in the future. Improving progress management efficiency leads directly to increased site productivity and stronger teamwork.

Step 4: Information Collaboration Using the Cloud

Step overview: Next, work on information collaboration using cloud services. Aggregate all information such as drawings, documents, and progress data in the cloud so that the necessary people can access it regardless of location or device. When data can be smoothly exchanged between the site, head office, subcontractors, and clients, communication speed dramatically improves and unnecessary waiting and rework can be prevented.

On-site issues: Before cloud adoption, information is often trapped on an individual’s PC or a local file server, making sharing within and outside the organization difficult. For example, if the latest construction drawings or change instructions are only saved on a site office PC, head office support staff or remote members cannot check them. Operations that pass files via email attachments or USB memory sticks can easily cause version mismatch (each person referring to different drawing versions) and sharing omissions. Relying solely on paper or local storage also increases the risk of data loss; should the office be hit by a disaster, important documents could be lost. Without proper information collaboration tools, sites often resort to phone calls or face-to-face meetings, delaying decision-making and causing inefficiency.

Implementation points: To promote cloud-based information collaboration, first set up a project-wide cloud environment. An easy method is to create a project folder on cloud storage services like Dropbox, Google Drive, or OneDrive and centralize management of drawings, documents, and photo data. Set access rights for all stakeholders so anyone can view and update the latest files. Additionally, consider adopting cloud tools specialized for construction (construction information sharing systems, chat apps, etc.). For example, using a tool that shares drawings and schedules in the cloud and allows comments for Q&A and revision instructions leaves a clear history compared to verbal or fax exchanges.

Also establish a workflow where photos, videos, and measurement data taken on-site are uploaded to the cloud the same day so head office and clients can check them immediately. This enables situation assessment and issuing instructions without traveling to the site.

When implementing, decide on folder structures and file naming rules to make necessary information easy to find. On the security side, enforce measures such as password-protecting external sharing links and managing access permissions to mitigate the risk of information leaks.

Expected effects: Cloud-based information collaboration allows data to circulate beyond the boundaries of the site and office. For example, head office staff can view on-site reports in real time and advise, or a subcontractor can download the latest drawings from home — greatly easing location constraints. This speeds up decision-making and reduces interruptions and rework due to waiting. Centralized cloud data eliminates confusion over “which is the latest information.” If a responsible person is replaced, following cloud records enables smooth handover, helping to resolve person-dependence. Because data is automatically backed up in the cloud, important information is preserved against PC failure or disasters, offering peace of mind from a BCP (business continuity planning) perspective. Faster information sharing with clients and owners increases transparency and helps build trust. Cloud-based information collaboration is a core initiative of site DX and directly contributes to organization-wide operational efficiency and cost reduction.

Step 5: Visualize Site Data and Improve Surveying Efficiency

Step overview: In the final step, visualize site conditions as digital data and dramatically improve the efficiency of surveying and inspection tasks. Site measurements that formerly relied on craftsmen’s intuition and experience can, with DX technologies, allow anyone to obtain high-precision data in a short time. Specifically, incorporate the latest technologies into the site such as point-cloud surveying using drones or 3D laser scanners, rapid surveying using RTK-GNSS (real-time kinematic positioning), and visualization of as-built conditions via tablet AR functions. With support from the Ministry of Land, Infrastructure, Transport and Tourism’s push for *i-Construction*, these 3D technologies are spreading not only to major firms but also to small and medium sites.

On-site issues: Manual surveying and as-built management involve many inefficiencies and person-dependence. For example, traditional surveying with a total station requires time to set up equipment and align targets and often needs two people. Initial and as-built surveys require manpower and days, sometimes interrupting other work and increasing costs. When confirming as-built conditions by visually comparing paper drawings with the site, subtle deviations are easy to miss, increasing the risk of later rework. For topographic surveys, manually measuring key points limits coverage and makes overall grasp difficult. High or dangerous locations also pose safety concerns when measured by people. These challenges lead to complaints such as “surveys take too long and squeeze the schedule” and “insufficient as-built verification causes rework.”

Implementation points: For visualizing site data, choose the optimal technology according to your objectives. For wide-area terrain and volume estimation, drone photogrammetry is effective, allowing you to obtain 3D models and contour data of the site in a short time. For as-built confirmation of structures, obtaining dense point-cloud data with stationary or handheld 3D laser scanners and displaying differences from the design model using color mapping is a powerful method. Recently, devices combining a smartphone with a small GNSS receiver have emerged that enable one-person centimeter-level surveying. For example, photographing survey points with a smartphone fitted with a dedicated GNSS attachment records latitude, longitude, and elevation to the cloud on the spot, allowing high-precision positioning without complex equipment operation. Also utilize AR (augmented reality) technology on tablets: overlaying the design 3D model onto the live site view allows intuitive as-built confirmation and guidance for pile-driving locations.

When introducing new technology, it is good to trial it on a small scale to give site staff a chance to become familiar. Choose cloud services or dedicated software that automates and simplifies post-processing of acquired data so operation is possible even without in-house specialists. Provide training and manuals at introduction to prevent the new tools from becoming “unused treasures” due to lack of proficiency.

Expected effects: Visualizing the site as digital data greatly reduces the time and effort required for surveying and inspections. For example, using drone surveys can reduce earthwork volume calculations that used to take half a day to just minutes, cutting equipment idle time and contributing to fuel and labor cost savings. Introducing high-precision positioning devices that a single person can handle eliminates the need to allocate other staff to surveying tasks, improving personnel allocation efficiency. Acquired point-cloud data and 3D models allow measurements and section checks freely on PCs or tablets, enabling various assessments in the office without additional field surveys. Comparing as-built data with design models to visualize deviations allows early detection of areas needing rework, preventing quality-related rework. AR-based position verification makes interference checks with buried objects and sharing finish-image easier, reducing construction errors and facilitating explanations to clients. Overall, visualizing site data and surveying DX leads directly to dramatic improvements in work productivity and reductions in direct construction costs. Adopting cutting-edge technologies also enhances site safety and showcases the company’s technical capabilities, helping attract the next generation of workers.

Conclusion: Use “LRTK” as Your First Step in Site DX

Following the five steps introduced above will allow you to steadily advance site DX efficiency even if you are a first-timer. If you’re unsure where to start, we recommend beginning with an easy-to-try digital tool. A prime example is the surveying system “LRTK” that combines a smartphone and a small GNSS device. Attaching LRTK to a smartphone enables anyone to easily achieve centimeter-class high-precision positioning (cm level accuracy (half-inch accuracy)), handling surveying, as-built confirmation, 3D point-cloud data acquisition, and even AR information display with a single device. It delivers the functions of surveying equipment once operated by experienced personnel in a pocket-sized form, attracting attention among site practitioners as a one-person, one-device all-purpose surveying tool. Acquired data can be synchronized to the cloud as is, allowing coordinates and point clouds measured on-site to be shared instantly with the office for progress management and quality checks. The price is also much easier to introduce compared to traditional surveying equipment, making DX accessible even for small-scale sites.

DX is not achieved overnight, but it is important to proceed steadily from small steps. Using easy and effective tools like LRTK makes it easier for everyone on site to experience the benefits of DX. That becomes the driving force for further DX promotion, creating a virtuous cycle of increased productivity and cost reduction. Please consider using LRTK as your first step and embark on operational reform through digital technologies at your site.