What I Look for in Project Management Software as a Superintendent
- Chris Rasband
- 4 days ago
- 3 min read
Most project management software looks impressive in a demo.
But demos aren’t jobsites.
After enough projects, you stop caring about feature lists and start caring about whether a tool actually helps the work get done. The software that sticks isn’t the one with the most options — it’s the one that fits how construction really runs.
This article breaks down what I look for in project management software from a superintendent’s perspective. Not as an IT decision. Not as a sales pitch. As a tool that has to work in the middle of a live job.
1. IT HAS TO WORK IN THE FIELD — NOT JUST THE OFFICE
If a tool only works well on a desktop, it’s already a problem.
Most real usage happens:
On a phone
With gloves on
In bad service areas
Between tasks, not during meetings
I look for software that:
Loads fast on mobile
Doesn’t require constant refreshing
Works reasonably well with poor reception
If the field avoids it, the system fails — no matter how good the reports look.
2. IT CAN’T TURN SUPERS INTO DATA ENTRY CLERKS
Superintendents manage people, sequencing, and problems — not spreadsheets.
If a platform expects constant typing, long updates, or repetitive inputs, it won’t last.
The best tools:
Rely on photos instead of text
Use checklists instead of forms
Keep updates short and simple
If it takes more time to log the work than to do the work, adoption dies fast.
3. CREWS AND FOREMEN HAVE TO ACTUALLY USE IT
This is where most software fails.
If only the PM and office staff touch the platform, it becomes disconnected from reality.
I look for tools that:
Foremen can understand quickly
Don’t require formal training to use
Make it obvious what’s assigned and what’s next
If foremen won’t open it, the software becomes just another reporting layer — not a management tool.
4. IT NEEDS TO REDUCE CALLS, TEXTS, AND CONFUSION
Good PM software should quiet the noise.
I judge tools by whether they:
Reduce “where are we at?” calls
Clarify responsibility
Cut down on repeated questions
Make issues visible before they escalate
If a platform adds communication instead of simplifying it, it’s moving in the wrong direction.
5. PHOTO MANAGEMENT MATTERS MORE THAN MOST FEATURES
Photos are currency on a jobsite.
They document:
Progress
Problems
Quality
Disputes
Completion
I look closely at:
How fast photos upload
How they’re organized
How easy they are to find later
A tool with great photo handling often beats one with twice the features.
6. SCHEDULING SHOULD SUPPORT THE FIELD — NOT FIGHT IT
Schedules don’t fail because they’re inaccurate.They fail because they’re ignored.
The tools that work:
Show what matters now
Make look-ahead planning clear
Don’t require constant manual updates in the field
If schedule visibility is clean, the rest usually follows.
7. SOFTWARE SHOULD MATCH THE SIZE AND MATURITY OF THE COMPANY
Not every contractor needs enterprise software.
I always consider:
Company size
Project complexity
Office support
Tech comfort level
A smaller contractor overloaded with enterprise tools will struggle more, not less.
The “best” software is the one that fits where the company actually is today — not where it hopes to be someday.
8. SOFTWARE DOESN’T FIX PROCESS — IT EXPOSES IT
This is non-negotiable.
If the process is unclear, software makes that obvious.If leadership is weak, software highlights it.
I don’t judge tools by whether they promise to fix problems — I judge them by how clearly they support good process when it already exists.
HOW I USE THESE CRITERIA GOING FORWARD
Every software review on this site uses this lens.
I’m not asking:
“How many features does it have?”
“How good does the demo look?”
I’m asking:
Would I actually use this on a live job?
Would a foreman adopt it?
Does it reduce friction or add it?
Does it help the field first, not last?
If it doesn’t pass those tests, it won’t be recommended here.
CONCLUSION
Project management software should support the job — not become the job.
The tools that work aren’t always the flashiest. They’re the ones that respect how construction actually runs and stay out of the way while doing their job well.
Upcoming reviews will break down specific platforms using these criteria, so readers can make informed decisions without wading through marketing noise.
To learn more see:
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