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Construction project management & execution
January 27, 2026

From the field: Lessons learned in construction project management

“Everybody gets all tense and stuff, but at the end of the day, like, I’ve never been on a project that didn’t get finished. There was a lot of screaming, a lot of yelling, a lot of things and, you know, just kinda like, take your breath, you know? All right. Just tackle what’s in front of you. Next thing, next thing, next thing. And you know, it’ll get done.” — Matt Graves, Construction Project Manager & Founder of Construction Yeti

Introduction: Real lessons from the jobsite

The best construction project management lessons aren’t found in a textbook; they’re learned on the job, facing real challenges, tight timelines, and tough decisions. In this article, we draw from a candid conversation with Matt Graves, a seasoned project manager and founder of Construction Yeti, to deliver honest, field-tested advice for trade contractors and subcontractors. Whether you’re just starting out or ready to scale, these insights will help you avoid common pitfalls, build resilient teams, and run better projects.

What experience in construction project management really teaches you

The value of patience and resilience

Every project manager remembers the stress of their first jobs. Matt puts it plainly:

“There was just so much stuff that I didn’t know… In hindsight now, I was like, I had no clue what I was doing.”

Mistakes happen. The key is learning to stay calm under pressure. According to Matt, patience and resilience are the hidden skills that separate seasoned PMs from newcomers. Every project feels like the end of the world at some point, but they always get done.

Why every project gets finished, even when it feels impossible

No matter how chaotic things might seem, projects survive through teamwork, communication, and steady leadership. Matt’s advice:

“Just tackle what’s in front of you. Next thing, next thing, next thing. And you know, it’ll get done.”

Common project management mistakes contractors make (and what they cost)

Lack of uniform project management processes

One of the biggest—and most expensive—mistakes subcontractors make is inconsistency.

“Not having uniform processes that all the subcontractors follow… you work with the subcontractor on this project and the same subcontractor on another project, and it’s a completely different experience.”

When every project manager does things their own way, knowledge gets lost, mistakes multiply, and onboarding new team members becomes a nightmare.

Poor field-to-office communication

Technology can help, but real improvement starts with relationships.

“Ultimately though, you gotta build a relationship with the field. You’ve gotta get that face to face time… doing weekly look ahead meetings, right? Sit down with them. All right, where are you going? What do you need?”

When office and field teams work in silos, mistakes slip through the cracks, and small problems become big issues.

Failing to track change orders and costs

Not tracking change orders is a silent profit killer.

“I’ve seen subcontractors… let million dollar change orders go, you know, almost without capturing it.”

If you don’t have a system for logging every change, you’re leaving money on the table.

Building strong PM fundamentals: Lessons learned

Create a project management playbook

A simple, living document—call it a manual, playbook, or guide—gives every project manager a clear roadmap.

“Not having like a project management manual that you train your folks on, you know, sounds like a, you know, just like everybody needs another rule book, right? But actually, you know, something that’s a living document that you’re actually training your people on.”

Quick tip:

Start small. Document how you handle turnovers, scheduling, change orders, and closeouts. Make it part of your onboarding.

Standardize communication & field relationships

The best-run projects don’t rely on email chains or chance encounters. They have scheduled, in-person check-ins and clear points of contact.

“Just kind of being in the mud with [the field crew] kind of helped build that relationship… It’s just, you know, being able to like, you know, see eye to eye with them and build that personal relationship.”

Quick tip:

Don’t skip the look-ahead meetings. Show up on site. Listen before you talk.

Document control and cost coding

If you’re not cost coding your labor, you’re flying blind.

“We bid it and we basically went and did the work and woke up at the end of the project and like, do we make any money? Like we weren’t tracking anything.”

Quick tip:

Break down labor by activity and track against your estimates. Use project management software to automate and visualize these numbers.

Change orders: How to capture, price, and sell them

The danger of letting small changes slide

It’s tempting to ignore “minor” changes, but they add up fast.

“A tiny little thing could very quickly spiral into something much larger. So just capture it so at least it stays front of mind.”

Keep an internal change order log and update it daily. Don’t wait for things to get out of hand.

Storytelling in change order documentation

Change orders aren’t just about numbers; they’re about narratives.

“The ones that like I can basically just check off and, and approve are the ones that tell a story… If you can just tell the story, and explain why you know you got the 200 hours, for instance. It’ll just… go way faster.”

Quick tip:

Spell out what changed, why it matters, and how you priced it. Make it easy for the GC and the owner to say “yes.”

Growing your business: From wearing all the hats to leading a team

Shedding roles as you scale

Most trade businesses start with one person doing everything. Growth means letting go.

“If you’re wearing 10 hats, you probably hate five of ’em. Like, you don’t mind being like out in the field. Maybe you love being out in the field. Maybe you want to run the field crews. Maybe you hate the project management stuff… lean into what you’re good at, what you love doing, and shed the rest.”

Quick tip:

Identify the roles you dislike or aren’t great at. Hire or delegate as soon as you can afford to. This creates bandwidth for growth.

When (and how) to bring in technology

Start using software early, before things get messy.

“If you’re building your company around a process… these software tools, they’ve become sort of the default way things get managed. So if you’re writing a project management manual, you need to know what tech you’re using.”

Quick tip:

Don’t wait until you’re overwhelmed. Even simple tools (like Google Drive for documents and QuickBooks for accounting) lay the foundation for scalable systems.

Construction tech: What works and what’s just hype?

Tech that solves real problems

Not all construction tech is created equal. The best tools make life easier for the people who actually do the work.

“The ones that actually do something for the user… I’ve done a lot of demos… and I’ll look at this dashboard. It doesn’t really do anything… You’re never gonna get buy-in from people, especially the field, if it doesn’t actually make their job easier.”

Quick tip:

Before buying, ask: “Will this save me time or reduce mistakes for my crew?” If not, skip it.

Document management, accounting, and automation

Start with the basics: document control, accounting, and automating repetitive tasks.

“Having a good tech for document control… accounting… there’s so much busy work in this industry. The more you can automate that busy work stuff and bake that into your process, the better.”

Quick tip:

Use project management software to centralize files, automate logs, and connect accounting. Review and adjust quarterly as your needs evolve.

Quick wins: Where to start improving your PM process today

Want a fast, meaningful improvement? Start here:

  • Audit your project folders: Make sure everyone uses the same structure and naming conventions.
  • Schedule regular look-ahead meetings: Get office and field on the same page every week.
  • Create or update your PM playbook: Even one page outlining your change order process is a win.
  • Track labor by activity: Don’t just count hours; break them down by task.
  • Log every change order, no matter how small: Capture it today and review it before it snowballs.

FAQs: Answering common construction PM questions

What are the most important lessons learned in construction project management?

  • Standardize your processes: consistency enables growth and reduces mistakes.
  • Build real relationships between office and field teams.
  • Track everything, especially change orders and labor costs.
  • Don’t be afraid to ask questions and keep learning.

What mistakes do new construction project managers make?

  • Failing to document changes and costs in real time.
  • Not communicating enough with field crews.
  • Trying to do everything themselves instead of creating systems.

How can subcontractors improve field-to-office communication?

  • Schedule weekly (or daily) face-to-face meetings.
  • Use shared tools and templates for updates.
  • Encourage open, honest feedback. Remind everyone you’re on the same team.

What’s the best way to handle change orders in construction?

  • Keep an internal log of every potential change.
  • Document the story: what changed, why, and how much it costs.
  • Provide clear backup for every change order request.

When should a construction company invest in project management software?

  • As soon as you can afford it and have a repeatable process to support.
  • Early adoption makes scaling easier and less painful.
  • Start small (documents/accounting), then expand to full PM suites as you grow.

How can small contractors scale their business successfully?

  • Stop wearing every hat; delegate or hire for specialist roles.
  • Systematize your processes before you grow.
  • Invest in technology early to avoid messy transitions later.

Conclusion & next steps

Every step forward in your project management process, no matter how small, is worth celebrating. Standardize. Communicate. Track. Automate. And always keep learning.

“Just staying curious and just keep asking questions, and keep learning.” — Matt Graves

Ready to put these lessons to work? Request a demo to see how Knowify helps you streamline your processes, get paid faster, and grow your business with confidence.

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