Real-Time Insights, Real Results: How W3O Transformed Their Operations with RIB BuildSmart

Company name: Washirika 3 Oaks

Location: Sandton, South Africa

Industry sector/s: Residential, government, commercial

Products used: RIB BuildSmart, RIB Candy

If you’re a small-to-medium-sized construction company, there is no reason you shouldn’t be looking at BuildSmart.”

Gavin Morrow, CEO

The customer

W3O is a dynamic small-to-medium construction contractor with 16 years of experience. W3O began as a property development firm, then moved into residential building before expanding into commercial construction in 2014. They currently specialize in healthcare and retail fitouts for significant customers such as banks and government organizations, with a diverse portfolio of projects spanning healthcare, power plants, and commercial spaces. W3O’s dedication to quality and development has established them as a reliable contractor in the market.

Mission

As W3O grew, they had substantial issues in managing project funds, deadlines, and resources with their existing methods. They struggled to acquire real-time insights into project finances while using Excel spreadsheets, often finding cost overruns after the project was virtually completed. Given the magnitude and extent of their projects, they need a system that could offer timely financial data and effective controls over buying, labor allocation, and supplies, guaranteeing that no resources were wasted. W3O intended to increase efficiency, transparency, and risk management in their increasing project portfolio.

Solution

In 2021, W3O deployed RIB’s BuildSmart solution, after searching for a reliable construction management platform to replace manual procedures and provide real-time project cost insights. W3O ultimately chose BuildSmart for its ability to integrate multiple functions, standardize financial controls, and facilitate real-time cost reporting. Thanks to constructive early feedback, W3O’s team excelled by leveraging BuildSmart’s flexible training and supportive remote operational teams, paving the way for smooth success..

Result

Since deploying BuildSmart, W3O has witnessed considerable gains in cost management, financial reporting, and process standardization. By 2023, W3O’s revenue had doubled, enabling them to confidently pursue bigger and riskier initiatives. BuildSmart has become an integral part of W3O’s operations, ensuring that project costs are accurately tracked and providing the leadership team with on-demand reports to make timely decisions. Financial teams, estimators, and operational personnel now have a more efficient process that includes fewer mistakes and real-time project progress updates.

The controls are now in place. If we order 37 doors, BuildSmart ensures that only 37 doors are delivered.

Gavin Morrow, CEO

1. Journey to BuildSmart

In 2021, W3O was a growing construction firm, but they struggled to maintain control over project finances and resources. According to CEO Gavin Morrow, the company’s dependence on Excel spreadsheets resulted in outdated data and a lack of transparency, leading to overspending and inefficiencies. “By the time we figured out we were overspending, the project was nearly over,” Gavin said. After years of researching alternative options, W3O returned to RIB BuildSmart. With a more flexible pricing model because of COVID-19, BuildSmart became a feasible alternative for W3O. This flexibility, along with BuildSmart’s industry reputation, made it an easy decision for W3O to proceed with the implementation.

2. Implementation

During the initial deployment, operational teams quickly embraced BuildSmart’s streamlined solution. BuildSmart’s efficient design simplified processes, enabling teams to focus on their core tasks and setting the stage for enhanced productivity.

The financial and commercial teams soon reaped the benefits, adopting BuildSmart’s simplified procedures and control features which greatly decreased time spent on repetitive tasks.

3. Real-time Financial Controls and Increased Efficiency

BuildSmart’s real-time financial controls have proven to be a significant advantage. Previously, W3O discovered budget issues only months after they occurred, making it difficult to address them within the project’s timeline. W3O’s team can now monitor project expenditures in real time with BuildSmart, ensuring that any financial difficulties are instantly identified and resolved. Gavin provided a powerful example: “We had a project where we learned, in real time, that construction sand was being overused. With BuildSmart, we caught the issue, replaced the subcontractor, and avoided excessive losses.” This degree of control has enabled W3O to save unnecessary costs, reduce waste, and simplify the payment process.

4. Standardizing Processes Across Locations

As W3O expanded geographically, with projects in both Johannesburg and Cape Town, BuildSmart’s standardized processes became invaluable. W3O can smoothly relocate workers across areas by integrating similar systems and controls, eliminating the need for costly training. Gavin clarified: “Regionally, we’ve standardized prices and processes, so if we send someone from Johannesburg to Cape Town, everything is the same.” The standardization has also aided W3O’s payment operations, with BuildSmart’s Goods Received Notes (GRNs) guaranteeing a smooth transition from procurement to payment. This uniformity has increased efficiency across areas, minimizing errors in administration and making resource allocation easier.

5. Improving Project Estimation and Tendering via Data-Driven Insights

BuildSmart’s connection with Candy, W3O’s long-standing estimating software, has also changed the way W3O handles bids and estimates. By importing actual expenditure data from BuildSmart into Candy, W3O’s estimators have access to real costs, allowing for more accurate future bids. “We can now base our estimates on actual project data, rather than outdated assumptions,” said Gavin. This feature has enabled W3O to stay competitive in a market with shrinking margins, entering with cheaper bids but increasing profits by optimizing resource consumption using BuildSmart’s real-time analytics.

6. Positive financial impact and improved client relationships

Since integrating BuildSmart, W3O’s revenue has increased significantly, from roughly $200 million to almost $500 million, with plans to increase even more in the future. This expansion has enabled W3O to take on bigger, higher-risk projects while maintaining tight control over costs. Real-time reporting allows W3O to connect with customers in a more transparent manner, avoiding budget conflicts toward the end of projects. Gavin stated: “With BuildSmart, we can share cost data with clients early on, helping them make informed decisions and avoid surprise expenses later.” This transparency has strengthened client relationships and W3O’s reputation in the industry.

7. Adopting Digital Transformation for Long-term Success

Reflecting on W3O’s digital journey, Gavin views BuildSmart as a key component of their digital transformation approach. “The controls are now in place,” he said. “If we order 37 doors, BuildSmart ensures that only 37 doors are delivered.” This degree of accuracy reduces waste, improves accountability, and enables W3O to traverse the intricacies of bigger, higher-stakes projects. Today, BuildSmart has become an essential component of W3O’s operational toolset, allowing them to grow confidently and efficiently.