How Tekta uses Estabild to centralize project development information, increase visibility and boost team communication

      Estabild helped us consolidate information in one place, versus having it fragmented all over email, phone calls, excel etc. It helped us save huge amount of time in time-consuming activities and reduction on work related cost.

Finnur Gudmundsson
Tekta Partner
less time spent in planning, monitoring and reporting project activities
increase in project visibility to stakeholders that helped the project stay on schedule
improvement in data accessibility and overall communication

TEKTA specializes in the production and sale of prefabricated wood houses. They offer quality and long-lasting housing and building structure solutions using the most cost-effective and sustainable materials.

TEKTA’s offering includes traditional Icelandic and modern Scandinavian prefabricated house designs that take advantage of the latest advances in technology, sustainable construction methods, and economies of scale achieved with factory-built prefabricated units. These ingenious prefabricated housing solutions are affordable, quality-oriented, extremely easy-to-assemble, and meet all Icelandic standards. They are composed of prefabricated and modular building pieces that create perfect and efficient space designs with reliable quality, lower costs and much faster and easier on-site construction.

Kopavogur, Iceland

Below you can find how Estabild helps Tekta overcome the following challenges:

  • Getting access to project information
  • Project progress visibility to key stakeholders
  • Centralized and structured reporting

Getting access to project information

Basically, the project data was more related to an Excel sheet that we were using to keep track of the project costs and delivery dates of activities. Data was not available for everyone, I was pretty much in charge as a financial manager working in a document that was only available to the people that were actually actively updating it. Other people that may be involved in other aspects of the projects would not have access. Finnur (Tekta partner) would maybe access the data and information when it was presented to him, not necessarily seeking it. As different stakeholders are not owners of a certain document it then becomes a bit of a problem of not being a live document since it might be for me but not for all stakeholders.

Angela Maria R.
Founder & CEO of Tekta

Estabild helped Tekta reduce 50-80% of the time spent in planning, monitoring and reporting activities when compared to traditional ways of working

With Estabild Tekta managed to centralize project information, especially information related to finance and scheduling performance, making it readily available to all key stakeholders.

Definitely earlier external stakeholders had no information, it was confidential. By external stakeholders I consider contractors or investors. It improved a lot. With the system we were able to view the data in a user-friendly way. It captures the budget and what we spent so far. In terms of scheduling, there has been a really big improvement because you can see the Gantt chart where you have the timeline of the project. That was a huge improvement since it is easier for me to communicate with contractors. I added certain stakeholders to give feedback about the project itself and they were able to visualise and understand what was it about and what was included. Since there are stakeholders that are in a different countries or different locations, in terms of data for the schedule it was a great improvement.

Angela Maria R.
Founder & CEO of Tekta

One of the biggest problems for Tekta’s management team has been access to information. Critical information related to project progress are typically stuck in spreadsheets and emails among team members causing frustration and confusion. This results in people asking for information to the gate-keeper, creating a bottleneck situation. If that one person isn’t available, there was no way to access the information when needed.

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Project progress visibility to key stakeholders

Tekta has struggled ensuring that their stakeholders had the necessary visibility to the project progress and status updates. Stakeholders didn’t have the time to dig into excel spreadsheets (assuming they already had access to it at the right time) to make sense of the data, which created poor alignment between stakeholders and the project team executing the work, putting the success of the project at risk.

We had to call people in the team, or send emails, follow those emails up. We had to request the information and it was a time consuming and frustrating process. The people that are involved in the project may be busy when we call them so they would put it off and it could be a nuance to them. To obtain information in itself is tedious work and end up dragging the project way beyond initial planning because of the lack of communication, maybe there was a certain activity that was already done but since it was not communicated the project could not continue.

Finnur Gudmundsson
Tekta Partner

Estabild increased project visibility to stakeholders by 5x and helped the project stay on schedule

Estabild enhanced the overall relationship between stakeholders and the project team by having a system that allowed them to share key budget information and milestone data in a very user-friendly way. To complement budget and finance data, Estabild’s “Feed” feature helped the stakeholder visualize progress and confirm how things were moving forward. Estabild ultimately helped Borgarbyggð project stay on schedule since all team members were on the same page and up to date with the latest changes.

Since there are some members of my team that do not have full access to the system as we are testing the system as we go and inviting more stakeholders into the system as we go. We see that it is very valuable so we started at the beginning with 2 members and then 3 members, and so on. We added especially members that could add posts to the Feed so we could get a status update about the projects. We added the investors so they could get confirmation of where we are in the project. I haven’t added yet contractors but it would be very interesting to have that option, to invite them so they can add updates of the progress.

Angela Maria R.
Founder & CEO of Tekta
Images of project progress are shared in Estabild for key stakeholders to get status updates

Centralized and structured reporting

Tekta is on the way to establish internal work processes, hence it didn’t have a structured format or way of tracking and presenting project-related information. As it was mentioned previously, most of the information was captured in excel, emails or phone calls making data scattered and out of context. This was painful to stakeholders that needed to request project status updates manually, causing a lot of frustration among the team members.

“It was a lot of effort because a lot of stakeholders constantly asking about the status and following up about the project and there is a lot of information needed to be published. We needed to talk to every single stakeholder and have meetings to address the progress reports. In other words, very time consuming since we had to be doing these updates and a very high level of effort.”

Finnur Gudmundsson
Tekta Partner

Data accessibility, convenience, team alignment, and overall communication improved at least 2x

Estabild offers a standardized reporting framework that makes the team’s lifes easier due to easiness and simplicity of managing and presenting project data. The “Feed” feature can be linked to key parts of the project, such as activities in the schedule and payments under the finance section, making all the data presented cohesive and organized. Having a system that helps the team to keep information organized and structured allowed them to save loads of time in exchange for very little effort.

“It’s very visible since it’s easy to drill down and just see if they need to find information. A lot of stakeholders just want to know if we are on plan or budget. It is a great tool to be able to view these instrumental parts of a project. It’s all a matter of what you put in, if you do not put anything in then there is nothing to see, so you want to keep it updated as long as the project managers and the people in charge of the budget to be able to see the progress.”

Finnur Gudmundsson
Tekta Partner
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