Have you ever heard the tale of the two estimators?
Estimator #1 doesn't have repeatable templates or processes. Each bid starts from scratch, every spreadsheet looks a little different, and knowledge mostly lives in their head. Estimator #2, on the other hand, is a big fan of standardization. They use structured templates, shared libraries, and clear naming conventions.
Despite working at the same firm and bidding on the same projects, these two estimators see very different results. The one who standardizes wins back time and delivers more accurate bids. The other constantly finds themself chasing information and struggling to keep bids consistent from one project to the next.
These results shouldn't come as a surprise. Not only does standardization make life easier, it also drives better outcomes. And nowhere is this more impactful than in preconstruction, where roughly 80% of a project's value is determined at just 20% of the cost.
The more efficient you are during the early stages of the project, the smoother and more predictable execution becomes later on.
They don't call it "standardization" for nothing. If you want teams to complete work to a high standard, then repeatable and reliable processes are key. Here are the top benefits of standardization in preconstruction:
Recreating steps and processes leaves room for error and oversight. When you don't have a standardized workflow, you could miss steps, overlook small details, or miscommunicate project information. All of that can impact construction bid accuracy and quality.
On the flip side, when your preconstruction processes are standardized, you're able to complete tasks faster and deliver more reliable estimates.
Standardization also paves the way for good benchmarking data, as consistent inputs make it easier to track performance and identify trends.
Implementing non-standard processes is akin to taking two steps forward and one step back. Sure, you can get the job done, but it'll take longer. It's also not the best way to scale workflows and teams because every new construction estimator or region may end up reinventing the wheel.
This is where repeatable workflows shine. Standard processes allow teams to grow without starting from scratch, keeping productivity high even as your project pipeline expands. Because standardized systems create predictable outputs, they also increase your capacity to take on more projects in the future without sacrificing quality or speed.
Standardization doesn't just streamline individual work—it ensures that teams "speak" the same language. Since everyone uses the same tools and follows the same steps, it's much easier to collaborate across departments, offices, or regions. This eliminates confusion, speeds up reviews, and builds trust with clients and project owners.
Knowing the value of standardization and actually achieving it are two different things. Many firms understand why it's important, but run into hurdles with execution. Here's why:
Large firms with offices spread out across multiple locations may struggle with standardization. Each location could have its own set of tools, processes, and habits. In some cases, offices might not have any reason to interact with other locations, so they operate in silos.
When teams don't share systems or templates, it's virtually impossible to replicate processes that can be used company-wide.
Spreadsheets or legacy software still have a hold on a lot of construction firms. While these systems are a step up from manual processes, they can hinder standardization due to the lack of integration with modern solutions. As such, teams often find themselves rekeying data or maintaining multiple sources of truth.
In some instances, teams who are used to these systems may be resistant to change, so introducing new processes can feel like an uphill battle.
When teams use different tools and workflows, decision-makers can't easily compare or audit performance. That fragmentation creates a vicious cycle: leaders lack insight into what's working, so they can't improve it—and teams keep operating in isolation.
Breaking this cycle starts with connecting your systems and creating transparency. When everyone works from a shared source of truth, it's easier to identify gaps, streamline processes, and make data-driven improvements.
Standardization can do wonders for preconstruction workflows. Like any strong system, it requires some upfront work. You need to set up your structure, document your processes, and bring your team along for the journey. Here's how to build a solid foundation for your standardized workflows.
Teams that have access to the right templates benefit from more accurate and efficient construction cost estimates. They don't have to start their work from scratch every time, which saves hours and reduces frustration.
Aside from helping folks work faster, templates reduce manual errors by removing guesswork and ensuring the same data fields and formats are used across every project.
Imagine if every estimator had access to the same cost codes, material specifications, and vendor data, all in one place. That's what a shared data library makes possible.
By centralizing your preconstruction data, you eliminate duplicate work and reduce discrepancies between teams. Historical data becomes more valuable too, because you can analyze past bids to refine future estimates. The result is a stronger feedback loop: the more data you collect, the more precise your forecasting becomes.
Even with the best tools and processes, you need to create employee buy-in to build a strong foundation.
So once you have your templates and data set up, get your team members up to speed by training them on your workflows.
Since we're on the topic of standardization, you want to ensure your training programs are repeatable and scalable. You can do this by building a consistent onboarding framework that teaches new hires how your systems work, what's expected, and where to find resources.
Standardization isn't a one-time project—it's a continuous process of refining how your teams work.
The best way to drive adoption of new processes is to embed standardization into your organizational culture. It should feel like part of "how we do things here," not a temporary initiative.
As such, you must frame standardization as a value-add; position the change as something that empowers the team, so it doesn't feel like you're giving them more work.
You can do this by sharing success stories that show how standardized workflows helped teams win bids faster or reduce errors. For example, showcase before-and-after metrics or have your top performers share their wins.
Change starts at the top. In order for new systems and processes to stick, executives must champion the change and communicate that it's a priority.
Of course, it's not enough to just talk about it. Company leaders should also allocate resources to training, support, and technology that reinforce standardization.
Most importantly, they must model the behavior they expect from others by using the same systems and protocols.
Standardization might seem like a one-and-done activity. After all, once you've created the templates, you're set, right? While that's a good start, true standardization depends on continuous improvement.
Create feedback channels where teams can share insights, highlight pain points, and suggest improvements. From there, review feedback regularly and update templates, libraries, and processes to reflect what's working best in the field.
People are more likely to embrace change when they feel seen and appreciated. Celebrate teams that successfully adopt and improve standardized workflows. Spotlight them in company meetings and reward efficiency gains.
Over time, this creates a culture of pride around doing things the right way, empowering teams to continuously raise the bar for preconstruction excellence.
Inconsistency is costly. It drains your team's time and can lead to missed opportunities. Alignment, on the other hand, compounds in value. Every shared template, every standardized workflow, every data-driven decision moves your teams closer to predictable, scalable success.
So, take the first step toward alignment today: audit your preconstruction workflows and identify a process (or two) that you can standardize. One win can set the tone for lasting transformation.
