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In the ever-changing landscape of construction management, finding the right tools can mean the...
Managing the day-to-day operations of a construction company is no small feat. For Shauna, the office manager at PD Castone, each day is a whirlwind of planning, organizing, and problem-solving. From coordinating crews to tracking materials, Shauna relies on a mix of tools, teamwork, and her favorite project management app—TaskTag.
Early Mornings and Crew Dispatch
Shauna’s day begins before sunrise. By 6:15 AM, she’s already in the office with her colleague, Jr., reviewing the day’s plans. Together, they map out where workers will be heading, organize inspections, and address any last-minute material needs.
By 7:00 AM, Shauna steps outside to dispatch the crews to their respective sites. Ensuring every team has what they need for a successful day is her top priority.
Morning: Office Tasks and Estimating
Once the crews are on their way, Shauna returns to the office. Her focus shifts to estimating and answering questions from builders. Using Excel, she meticulously tracks daily and weekly tasks, detailing which job sites teams are working on, paint colors, and addresses.
“We keep track of everything,” Shauna explains. “I print it all out and label where they’re going—Maple first, then Holly.”
Midday: Coordinating Materials and Communication
Emails and purchase orders (POs) dominate a large part of her day. The crew frequently needs materials like plastic, sand, or cement. Shauna coordinates with suppliers to ensure everything is ready for pickup when required.
Quick communication is key. Shauna relies on group chats to send updates, ensuring everyone is informed and on schedule.
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How TaskTag Simplifies the Office Chaos
One of Shauna’s most trusted tools is TaskTag, which plays a central role in keeping PD Castone’s operations organized.
Photo Management Made Easy
Every day, Shauna handles hundreds of photos sent from various job sites. With TaskTag, these images are automatically cataloged into their respective project folders. Even if someone forgets to tag a photo, Shauna can easily go back into the chat and tag it properly.
“This feature has been a game-changer for us,” Shauna shares. “Especially with so many photos coming in daily.”
Permission Settings for Seamless Collaboration
TaskTag’s permission settings allow Shauna to control access for contractors and field teams.
- Contractors only see tasks relevant to their work.
- Project leads get a broader view of activities across all sites.
This layered access ensures that everyone has the information they need without being overwhelmed.
Recurring Tasks and Workflows
TaskTag’s tagging and project duplication features simplify recurring tasks. Shauna uses these tools to manage repeatable workflows, label tasks by project phase, and assign responsibilities. “It’s about setting clear boundaries while making sure nothing falls through the cracks,” she explains.
Afternoon: Checklists and Lunchtime Favorites
By lunchtime, Shauna is ready for a break. Whether it’s Yummy’s Hot Chicken or tacos, she recharges quickly before diving back into her to-do list.
Afternoons are dedicated to planning for the week ahead, managing the PO book, inventory, and even serving as the team’s tech support.
Related Article: Construction Project Management - An Overview
Creating Systems
Shauna’s day is a balancing act of organization, communication, and multitasking. Tools like TaskTag make her job more efficient, enabling her to keep crews on track, documentation organized, and workflows seamless.
For office managers like Shauna, it’s not just about managing tasks—it’s about creating systems that ensure every project runs smoothly from start to finish.
