Achieving Shorter Construction Periods with ICT: Key Points for Improving Construction Efficiency in Civil Engineering and Construction Projects

Introduction

In the civil engineering and construction industry, the question of how to shorten construction periods has become an important issue in recent years. With labor shortages, rising material costs, and the need to respond to work-style reform-related laws applied to the construction industry from 2024 (the so-called "2024 problem"), the environment surrounding job sites has changed dramatically. To carry out construction efficiently with limited personnel, it is essential to review traditional practices and improve productivity through the use of ICT (information and communication technology). The Ministry of Land, Infrastructure, Transport and Tourism launched i-Construction in 2016 and has been promoting DX (digital transformation) across the industry, including mandatory use of BIM/CIM for public works.

However, shortening construction periods is not simply a matter of hurrying; it must be done while ensuring quality and safety. Unrealistic schedules can lead to worker exhaustion and mistakes, which may in turn cause rework and extend the construction period. In this article, aimed at site supervisors of small and medium contractors, construction managers at general contractors, and technical staff handling municipal works, we explain key points for achieving shorter construction periods and improving construction efficiency by leveraging ICT. We focus especially on cloud-based schedule management (schedule sharing, making progress visible, rapid response to changes, stakeholder coordination) and on simplifying site surveys with smart devices, photogrammetry, drones, and high-precision GPS. We cover the benefits of introducing each technology, specific operational methods, quantitative effects, case studies, tips for site adoption, and precautions when implementing them. At the end of the article we also introduce how the increasingly noted LRTK (smartphone + high-precision GNSS receiver) provides an accessible surveying technology that can contribute to cloud schedule management, streamlined site surveys, and faster reporting.

Schedule Sharing and Progress Visualization with Cloud-Based Schedule Management

The first step to shortening construction periods is to advance schedule (timeline) management. Traditionally, Excel or paper schedules were used and site supervisors adjusted them daily by experience. However, this approach is prone to delays in information sharing and communication mistakes, making it difficult for the entire site to respond quickly to deviations in progress. What has gained attention is cloud-based schedule management. By centrally managing schedules in the cloud so that all stakeholders—site staff, head office, subcontractors—can always check the latest information, wasted waiting times and rework can be reduced.

Key points of cloud schedule management are as follows:

• Real-time schedule sharing: By putting schedules online, each responsible person can always access the latest timetable. If a change occurs on site, it is immediately shared with everyone to prevent misalignment in understanding.

• Progress visualization: Daily work progress can be reported and shared from smartphones or tablets, allowing one to see at a glance delays or slack compared to the plan. If a task is falling behind, early support measures can be taken, enabling a bird’s-eye view of the entire project.

• Rapid response to changes: Weather, design changes, or material delivery delays can be addressed quickly. When schedules are updated in the cloud, stakeholders are immediately notified, allowing plans to be reconfigured on the spot and minimizing unnecessary idle time.

• Strengthened stakeholder coordination: Sharing information in the cloud from prime contractors to subcontractors, material suppliers, and clients enables the whole team to act as one. For example, sharing delivery schedules avoids overlapping arrangements for heavy machinery and materials, facilitating smoother progress. Communication between geographically distant sites and head offices is also improved, contributing to fewer routine meetings and business trips.

Introducing cloud schedule management has produced tangible results in shortening construction periods. For instance, on a site involving many subcontractors that implemented a cloud-based schedule management tool, work contents and delivery schedules were shared in real time. As a result, material delays and duplicated work were prevented in advance, enabling a short construction period without disrupting overall workflow. In another case, Company A introduced an AI-equipped schedule management system that automatically optimized schedules by considering weather forecasts and personnel availability; they reported a 30% reduction in working time, contributing to reduced overtime. By speeding up information sharing and coordination through cloud usage, unnecessary losses are reduced and directly lead to shorter schedules and lower labor costs.

For cloud schedule management to take root, it is important that all site staff can use the tools proficiently. Choose systems that are easy to operate from smartphones and PCs, and provide sufficient education and support during initial implementation. It is effective to initially run a pilot on some projects to verify results and share success stories before rolling out company-wide. Once the habit of sharing the latest information takes hold, you can move away from management that relies on "individual intuition and experience," making handovers and personnel changes smoother. Digitalizing schedule management also has significant benefits for work-style reform. Reducing unnecessary overtime and weekend work and running sites efficiently improves workers’ conditions and helps retain talent. It is truly a foundation for management that values people.

Improve Operational Efficiency by Using Smart Devices

Using smart devices (smartphones and tablets) is effective for information sharing and record-keeping on site. Until now, construction drawings and checklists were mainly on paper, but simply enabling viewing and input on tablets can lead to major efficiency gains. For example, one construction company centralized drawings in the cloud so that site supervisors and craftsmen could always view the latest drawings on their tablets. As a result, construction mistakes due to overlooked design changes dropped to zero, and the approval workflow for drawings was digitized, significantly reducing the time needed for verification. The need to distribute and replace paper drawings disappeared, and they also saw cost reductions in printing and travel from paperless operations.

Simplifying site reporting and record-keeping using smartphones should not be overlooked. Previously, images taken on-site with digital cameras had to be plotted on maps and notes taken, then pasted into Excel back at the office to create reports. Now, apps exist that automatically record location and timestamp at the moment of shooting and link photos to a site map in the cloud. For example, because the shooting location and orientation are automatically saved, you can instantly see where and in which direction a photo was taken. This eliminates the need for on-site paper notes and office photo ledger creation, and removes errors in recording photo locations. If daily reports and checklists can be entered from smartphones, duplicate data entry is avoided and reporting time is dramatically reduced.

Main benefits of smart device use are summarized as follows:

• Instant sharing of the latest information: Drawings, construction instructions, schedules, and more are centrally managed in the cloud so that anyone can access the latest versions from anywhere. Even with design or schedule changes, everyone gets updates immediately, preventing mistakes due to misalignment in understanding.

• Simplified site recording: Photos and report entries made from smartphones or tablets are automatically shared and organized in the cloud. This removes the need for paper notes and later PC input, reducing transcription errors and reporting omissions. Voice input or checkbox-style forms can be used to make it easier for veteran workers unfamiliar with IT to enter data.

• Efficiency through paperless operations: Digitizing drawings and documents reduces costs and effort for printing, binding, and mailing. It also reduces the need to travel to site for drawing replacements, saving travel time. All necessary materials are on the tablet, relieving workers of carrying paper drawings and documents around the site.

• Remote situation awareness: Photos and progress data aggregated in the cloud can be checked in real time by supervisors at headquarters or clients. This enables appropriate instructions and support without being physically present, speeding up decision-making and reducing meeting frequency.

When introducing smart devices, pay attention to site communication conditions and device handling. For sites in mountainous areas or underground where signals are weak, prepare apps that work offline or have sync-once-online features. Use waterproof and shockproof cases for tablets to prevent damage on site. For older craftsmen or those inexperienced with IT, have younger staff provide follow-up or share screens to ease resistance. To avoid the impression that digitalization increases effort, keep the overlap period between paper and electronic use as short as possible and make operational rules clear so everyone can feel the benefits.

Streamlining Site Surveys with Photogrammetry and Drones

ICT has also brought remarkable efficiency improvements in surveying and site investigation. Among these, the combination of photogrammetry and drones has revolutionized wide-area terrain assessment and as-built management. Previously, surveying wide sites required surveyor teams to spend many days measuring numerous points and drawing maps. Surveying dangerous areas like steep slopes was labor-intensive and risky. But using drone (UAV) aerial photogrammetry, detailed data for the entire site can be obtained in a short time via automated flights, in some cases reducing surveying time to 1/4–1/10 of the traditional duration. For example, an MLIT demonstration used drones to survey about 25 km of riverbank, shortening a task that used to take 4 hours to 25 minutes (about 1/10). Because surveying can be done remotely on steep slopes that people cannot access, it reduces worker burden while improving safety.

Numerous images captured by drones can be processed with photogrammetry software (SfM: Structure from Motion) to produce high-precision 3D terrain models. This enables building a site "digital twin" that includes details often overlooked before, and allows measurements and cross-section generation later from the office. Once the current state is digitized in full, the need for additional re-surveys is reduced, minimizing rework. If the obtained point cloud data or 3D models are used in design, planners can accurately understand slopes and geological conditions, contributing to reduced risk of design changes during construction.

Drones and photogrammetry are also used for as-built management. At one civil engineering site, they introduced a system that automatically captures the entire site by drone each day after work and calculates embankment volumes from the images. As a result, as-built measurement time was shortened to about 1/4 of the previous time, enabling daily, quantitative progress tracking. Previously, as-built quantity calculations took days, and by the time the site agent submitted reports, conditions had often changed. After DX introduction, as-built conditions can be checked in real time, allowing immediate progress reporting and schedule revisions. Sharing 3D data with clients also smooths as-built inspections and payments based on quantities, speeding up reporting and approval procedures.

Key benefits of photogrammetry and drone use are summarized below:

• Greatly reduced surveying time: Drone aerial photography and automatic processing make it possible to complete surveys that previously took days in a few hours to minutes. MLIT cases show initial surveys shortened from about six weeks to three weeks (about 50% reduction) in some projects.

• Fewer personnel required for surveys: One drone and an operator can survey wide areas, reducing required staff. There are reports that tasks that once needed three people for survey management could be handled by two, making it an effective measure against labor shortages.

• Safety at hazardous sites: Data can be collected unmanned in areas where people cannot enter, reducing risks of falls or accidents in high or unstable terrain. Drone inspections can replace scaffolding for high-elevation checks, combining safety and efficiency.

• Improved accuracy with 3D data: Point clouds and models from photogrammetry allow accurate, three-dimensional understanding of as-built conditions, reducing omissions and record errors and preventing rework or under/overwork. The acquired data can be a resource for future maintenance and support long-term quality assurance.

When introducing drones and photogrammetry, be mindful of legal compliance, such as aviation law, and securing operation skills. Drone flights may require prior permission or licensing, so plan accordingly. High-precision 3D analysis also requires high-performance PCs or cloud services, so consider data processing environment setup. Nevertheless, the efficiency benefits can outweigh initial investments, and the government offers subsidies to promote ICT construction adoption. If in-house drone operation or analysis is difficult, partnering with specialized surveying firms makes implementation relatively easy. The key is to start with small trials to experience benefits and gradually expand the scope of use.

Key Points for Embedding ICT on Site

Introducing new technologies is meaningless unless they are used on site. To maximize the construction-period shortening effect of ICT, it is important to make technologies fit site habits and culture and to embed them in daily practice. Here are several points to consider:

• Clarify the problems you want to solve: Vague talk of "promoting DX" can just increase the burden on site staff. First identify your company’s or site’s issues and determine the priority improvement points such as "delays in schedule management," "inefficient surveying," or "heavy document creation workload." Then choose ICT tools that directly address those problems (schedule management systems, drone surveying, electronic whiteboard apps, etc.).

• Incorporate site feedback: When selecting tools and deciding operational methods, actively listen to the opinions of site supervisors and craftsmen who will actually use them. Solutions that arise from the site are more readily accepted than top-down mandates. Appointing a digital champion from the site to participate in the implementation project is also effective.

• Choose easy-to-use tools: Select tools with as simple an operation as possible that fit site tasks. Compare whether they support Japanese, whether there is a support system, and whether operations can be completed with a smartphone alone. Overly complex systems tend to be shunned on site, so start with intuitive tools that offer minimum necessary functions.

• Introduce gradually to build familiarity: Rather than digitizing all sites and operations at once, begin with trial implementations on small sites or partial operations. For example, pilot cloud schedule management on one project, analyze effects and issues, and then roll it out to other sites. This stepwise approach reduces the risk of failure.

• Training and support for site staff: Provide initial training so all site staff can master basic tool operations. Develop internal super-users who can serve as examples and provide support. Prepare manuals and instructional videos and hold regular follow-up training to encourage adoption.

• Plan the transition from old practices: Try to eliminate or reduce paper-based tasks as much as possible following ICT adoption. Prolonged dual operation of paper and electronic systems increases site burden. For example, once electronic reporting starts, stop requiring paper reports as soon as practical; after introducing a cloud schedule, cease updates to whiteboard schedules. Decide transition timelines and operate accordingly.

• Visualize and share effects: After introduction, quantitatively measure and share how much time has been saved or how much efficiency has improved. Showing results in numbers—such as "meeting time halved" or "as-built reporting reduced by three days"—boosts team motivation. Announce successes in company newsletters or morning meetings and share know-how between sites.

• Use subsidies and grants: There may be national or local subsidies for promoting DX in construction—for example, i-Construction-related grants or IT adoption subsidies for SMEs. Using these programs can reduce initial costs, so actively gather information. Taking advantage of vendor campaigns or free trial periods is also effective.

Finally, when advancing ICT adoption, pay attention to balancing quality and safety management. Focusing solely on efficiency may lead to neglected checks, ultimately causing mistakes or accidents that extend construction periods. To avoid this, use ICT-derived data to strengthen quality checks beyond previous levels. For example, require photo-attached completion reports in the cloud and have a third party perform quality checks with a checklist. This kind of approach uses ICT to enhance quality and safety. DX is a means to an end, and its true effects come when combined with on-site craftsmanship and management know-how.

Conclusion

We have covered ICT utilization points for shortening construction periods and improving work efficiency, from cloud schedule management to DX in site surveys. Proper use of these technologies can drastically reduce wasted time and effort while maintaining and improving quality and safety and increasing productivity. Even amid severe labor shortages, ICT can enable sites to operate with fewer personnel, supporting a sustainable construction system aligned with work-style reform. The benefits of shortening construction periods extend beyond cost savings and higher profit margins to include higher client satisfaction and reduced burdens on site staff (less overtime, guaranteeing days off). DX has become an unavoidable success factor for the future of the construction industry.

One solution attracting attention recently is LRTK, which combines a smartphone with a high-precision GNSS receiver. Finally, we introduce how this LRTK contributes to cloud schedule management, more efficient site surveys, and faster reporting. LRTK refers to a setup where a palm-sized RTK-GNSS receiver is attached to a smartphone or tablet to enable centimeter-level positioning. With dedicated apps, it supports a variety of functions such as measuring position coordinates and point clouds, tagging photos with coordinates, and AR (augmented reality) simulation displays. Tasks that once required specialized surveying equipment and qualifications are designed so anyone can perform them routinely, and media reports describe it as a quiet boom on sites as a "one-person, one-device all-purpose surveying tool."

Using LRTK, for example, site supervisors can measure as-built conditions and quantities with a smartphone, immediately share that data to the cloud, and report—all with ease. Measured coordinates can be plotted on a cloud map with a single button, allowing office staff to verify them in real time via a web browser. This eliminates the time loss of "waiting for the surveying team’s results" before proceeding to the next task. Combined with photogrammetry, LRTK can overlay surveyed verification points onto drone-derived point cloud models for accuracy checks—an advanced use case. LRTK also automatically tags photos with positioning information, dramatically streamlining photo management tasks. Reports indicate that it can entirely eliminate time spent on site paper notes and later form entries, preventing mistakes in recording photo locations (https://ken-it.world/success/2024/09/lrtk-phone-boom.html). These groundbreaking functions reduce labor and speed up reporting.

By adopting new technologies like LRTK, you can improve the quality and quantity of data accumulated through cloud schedule management and site surveys, raising project management to the next level. Site DX through ICT cannot be completed overnight, but by gradually replacing familiar tasks with digital methods, you will steadily realize shorter construction periods and improved construction efficiency. Please consider applying these points in your own projects to achieve "smart construction" that meets the demands of the times. Make the most of ICT to achieve both efficiency and high quality and to raise the success rate of civil engineering and construction projects.