Here are steps every contractor should take to improve their chances of saving time, boosting profit margins, and giving their business a competitive edge.
By Rowan Steel-Hall, COO of SMARTBUILD
AI adoption is no longer optional. Contractors who start leaning into AI now will have the edge in speed, accuracy, and profitability. They’ll see fewer admin hours, faster reporting, and less rework. AI boosts productivity by around 20% for administrative tasks overall and helps projects finish faster and more reliably.
The good news is, for many contractors, achieving those benefits might not seem as much of a leap as they might expect, because chances are, they’re already using AI without even realizing it. Why? Because AI is embedded in many of the tools we all use on a daily basis. If you’ve ever checked traffic on Google Maps, watched Netflix, or used scheduling software to balance crews, you’ve used AI!
The real burning question is, how far along is your business in adopting this technology, and where do you want to be? For many contractors, it’s hard to know where to start to advance their AI capabilities. There are so many tools available. Is it necessary to take months to research which ones are right for your business?
To get you started, here are 5 high-impact steps every contractor can take, starting with an assessment review of how they can make use of this powerful technology to improve their chances of saving time, boosting margins, and giving them a competitive edge.
Step #1: Assess Your Business’s Current Use of AI
Where is your business on the AI adoption curve? There are four stages of AI adoption. Once you’re clear on your familiarity with AI, you can start to move forward from there and take even more advantage of these time-saving tools.
- Stage 1: The Unaware User (“We don’t use AI.”)
These users aren’t aware that they use AI tools to some degree. Some team members have likely taken it upon themselves to use free versions.- Next Step → Recognize that AI is here to stay and develop your team’s skill and awareness on how to use it safely and effectively.
- Stage 2: The Lite User (Using AI But WIthout Much Structure)
This user may be making frequent online queries. For example, typing a question into Google, or asking ChatGPT for easy explanations.- Next Step → Use these tools more intentionally instead of only casually. Invest in paid versions.
- Stage 3: The Frequent User (Starting to Make Real Gains)
You use AI intentionally to solve field problems – the baseline for every contractor – and save several hours each week at least. Contractors at this stage report saving several hours a week or more.- Next Step → Build robust, custom ChatGPT Projects.
- Stage 4: The Advanced User (Across the Company)
You automate workflows and use agents to connect systems from scheduling to safety to compliance.- Next Step → Measure Return on Investment (ROI), scale what works, and turn AI into a competitive advantage.
Step #2: Assign an AI Captain
Name someone to guide how your company uses AI. Without clear ownership, you risk crews experimenting with tools you cannot track or control. Your AI Captain should be someone who understands both field operations and technology impact and is respected by crews and trusted by leadership.
Step #3: Pick One General Purpose Tool
Contractors waste time comparing many options. Choose one tool that fits your workflow, then train your team on it and move forward. Look for tools built to reduce friction on site. For example, SMARTBUILD’s smrt-E lets crews log updates and complete forms by voice in any language. No typing, no chasing paperwork. Tools like this can save 15 to 30 minutes per worker per day, creating measurable efficiency gains without requiring advanced users.
Step #4: Keep Information Secure
Use trusted vendors and paid plans. For example, the free version of ChatGPT can make use of your data to improve its functionality. The paid version, however, keeps your data private. Write a clear usage policy so crews know what they can and cannot use. Ensure all communication is encrypted. Set rules and enforce them.
Step #5: Encourage Adoption Across the Culture
Leaders should move toward normalizing AI. Make teams aware that they’re already using AI, Ask for examples in team meetings, reward small wins, and make it part of daily routines. When leaders set the right tone, adoption grows quickly.
The industry is evolving fast, so it’s essential that you and your leadership team continually grow AI use and functionality, so you can bid faster and smarter and achieve positive business outcomes.
Want to learn more? Stay connected by following SMARTBUILD on LinkedIn.