In a competitive world, successful contractors are turning to information technology (IT) solutions to optimize systems and procedures, including machine productivity and profitability.

Today, leading-edge IT tools are more than just computers and spreadsheets. Specialized software, smartphone apps and the Internet all help in collecting and sharing information managers and owners can use to stay ahead of the pack and in the black. A surprising range of options and practical applications are available today for operations of all sizes.

In fact, given the sheer number of construction-related software products and services, you might need a guide to point you in the right direction – and there are resources for that, too. Sheldon Needle (www.ctsguides.com) is one. An independent consultant for 25 years, Needle helps connect contractors with the right software vendors for their needs. (Those vendors, not contractors, pay his fees.)

He recognizes that some owners simply determine success by money in the bank at the end of the year, while others want the benefits of applied IT solutions. "Some applications require an investment in installation and training," Needle says. "Contractors making those purchases are willing to experience some of that 'pain' in return for greater proficiency in managing equipment and machinery for profitability."

As you might expect, the investment in installation and training varies with the depth and sophistication of the software. However, there are many inexpensive and easy-to-use apps available for machinery management. Some even let you create your own forms and upload real-time, in-the-field data, so the office staff can access and apply the information on the spot.

What's the advantage? How about getting real costs applied immediately to project cost accounting, like machinery cost, payroll cost, or time and materials? Or, how about getting rid of hand-scribbled reports that no one can decipher, not to mention all those lost notes with important specs from the job site. And what about generating an accurate invoice as the equipment rolls away from a job?

Want to optimize equipment investments? How about automated notices for machine maintenance – and escalating notices if a procedure is neglected? And wouldn't you like to know the real cost of ownership versus rental so your job estimates could be more accurate and profitable? Would automated reports on repair time and material costs prove insightful?

While machinery management is just one part of the business efficiency equation, it is integral to the whole operation. When looking at software and IT solutions, consider integrated options as well as vertical applications. Here are some functions to consider:

• Automating preventive maintenance alerts and scheduling
• Tracking maintenance: service descriptions, parts, estimated hours, by machine or by component (tracks, tires, hydraulics)
• Tagging vendor information to work orders or parts to simplify parts ordering
• Capturing mechanic time by equipment or by component
• Calculating mechanic labor on an exact basis or by percentage of labor
• Identifying frequently used parts and consumables (oil, filters, and others)
• Automating alerts for machines or components still under warranty
• Tracking equipment location
• Tracking equipment license, registration, specifications, parts, category and ownership information
• Analyzing equipment life cycle costs: tune ups, repair, depreciation and others
• Detecting early signs of machine fatigue based on fuel or oil consumption trends
• Monitoring maintenance by odometer, hours, days, calendar dates, days of the week, tire depth, or fuel and oil consumption
• Checking equipment in and out or assigning equipment to employees
• Capturing, tracking and reporting safety incidents according to OSHA requirements
• Recording employee training descriptions, dates and related information

Internet access is a necessity for machine management solutions driven by real-time data. While laptops are still a primary tool for mobile access, smartphones are becoming more practical as more apps become available. According to Needle, this is one of the big changes in machinery management.

"Technicians can more easily record service time and materials whether they are in the shop or the field," Needle says. "A lot of owners want real-time data from the field to finalize job costing. In any case, there's no waiting for paper forms to be collected or data to be entered to know how today's events will affect tomorrow's work."

Cloud technology, Microsoft's online computing and data sharing solution, is also becoming popular: "Three to four years ago, there was very little interest in cloud applications. Now more contractors are open to it as a way of capturing real-time information from remote locations," he says.

The more solution providers apply cloud technology, the easier it can be for contractors to buy into the software without having to invest in new servers or a network administrator. As such, some software apps are not installed on the contractor's computers, but instead run over the Internet from any computer or smartphone.

The tools to enhance and streamline machine management are many. And, the technology keeps changing. There's no better time than now to explore and apply productivity solutions, so you benefit from the time and money you'll inevitably save. It might not be as painful as you think. It could also help drive future profits. And that's a smart decision.