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West coast General Contractor

Company Profile

West coast General Contractor that employs 20 full-time staff, including project managers, site supervisors, skilled tradespeople, and administrative personnel. Horizon Build specializes in small-to-mid-size commercial projects and high-end residential renovations.

The firm typically manages 6–8 active projects at a time, with annual revenue of approximately $4.5 million.

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Overview

The Challenge

By 2024, they began struggling with project delays and shrinking margins, despite steady demand. Several projects exceeded their timelines by 10–15%, leading to strained client relationships and increased overtime costs.

The owner noticed that as the company grew beyond a small crew, informal processes that once worked were no longer effective.

Key Issues Identified

Limited Project Management Structure

Project tracking relied on spreadsheets and verbal updates, resulting in missed deadlines and unclear responsibilities.

Labor Allocation Problems

Skilled workers were frequently reassigned mid-project, causing inefficiencies and rework.

Subcontractor Coordination

Subcontractors were often booked late or scheduled inconsistently, leading to idle time on job sites.

Cost Control Gaps

Job costing was reviewed only after project completion, making it difficult to catch budget overruns early.

Our Process

Strategic Actions Taken

01

Standardized Project Management

Introduced a simple, standardized project workflow:

● Weekly project planning meetings
● Clear task ownership for each phase
● Centralized project documentation using construction management software

02

Workforce Planning

The company created a rolling 6-week labor schedule, allowing better forecasting of staffing needs and reducing last-minute changes.

03

Subcontractor Partnerships

Reduced its subcontractor pool and established preferred partnerships with reliable trades, locking in availability and pricing.

04

Real-Time Cost Tracking

Job cost reports were reviewed biweekly, enabling early detection of material overruns and labor inefficiencies.

The Results

Within 9 months:

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  • On-time project completion improved from 78% to 93%
  • Labor overtime costs dropped by 25%
  • Average project margin increased by 4 percentage points
  • Client satisfaction scores improved significantly, leading to repeat business
Employees also reported less stress and clearer expectations on job sites.

Key Takeaways

  • Small to medium size contractors need simple systems, not complex bureaucracy
  • Proactive labor and subcontractor planning reduces costly delays
  • Real-time cost visibility protects margins in competitive markets
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