How to manage estimation team overload

Posted by Hadeel Dabbagh on May 10, 2023

Managing a construction estimation team is a challenging task, particularly when the team is overwhelmed with projects. The pressure to complete each project on time and with a high quality can be overwhelming, and it may seem like there are few options available to alleviate the burden. However, there are several potential solutions to consider, each with its own set of pros and cons. In this blog post, we will explore three possible solutions: hiring more estimators, dropping some projects, and implementing estimation software to help improve efficiency.

Option 1: Hire More Estimators

One possible solution to an overwhelmed estimation team is to hire more estimators. Hiring additional staff can help distribute the workload and may allow the team to complete projects more quickly. However, there are several potential downsides to this solution.


- Additional estimators can help ease the workload and allow the team to complete more projects.

- New estimators may bring fresh perspectives and new ideas to the team.


- Hiring additional staff can be expensive and may not be feasible for all companies.

- Training new estimators can be a lengthy process and may take away from the team's productivity in the short term.

Option 2: Drop Some Projects

Another possible solution is to drop some projects from the team's workload. While this may seem counterintuitive, it can help alleviate some of the pressure on the team and allow them to focus on the most important projects.


- Dropping some projects can help the team focus on the most important and profitable projects.

- Removing some projects from the workload can help reduce the team's stress levels and improve their productivity on remaining projects.


- Dropping projects can lead to lost revenue and potential damage to the company's reputation.

- Clients may be disappointed if their project is dropped, which could lead to negative reviews or word-of-mouth recommendations.

Option 3: Implement Software to Improve Efficiency

A third and potentially more compelling option is to implement estimation software that can help improve the efficiency of the estimation team. There are several software solutions available that can help streamline the estimation process, reduce errors, and improve accuracy.


- Implementing software solutions can help the team complete projects more quickly and accurately.

- Automation can reduce the workload on individual team members and allow them to focus on other important tasks.

- Estimation managers can more easily review estimates, gain insights, and make strategic decisions that can help improve win rates and profitability.

- Software solutions can help identify potential issues and errors before they become larger problems.


- Implementing software solutions can be costly, both in terms of the initial purchase and ongoing maintenance and upgrades. It is important to choose solutions that provide benefits that greatly outweighs the costs.

- Training team members on new software can take time and may temporarily reduce productivity. Therefore, it’s crucial to choose solutions that are easy to learn and quick to implement.

While each of these solutions has its own set of pros and cons, implementing estimating software that provides a rapid return on investment and a quick time to value is the most compelling option for an overwhelmed construction estimation team. While hiring additional estimators may be effective, it is always best to optimize the efficiency of the existing team and implement standard processes before expanding the team. Dropping projects can lead to lost revenue and damage to the company's reputation. On the other hand, implementing software solutions can help improve efficiency and accuracy, reduce errors, and streamline the estimation process, all while allowing the team to focus on the most important projects. While there may be upfront costs and temporary productivity dips, in the long run, the benefits of implementing software tools will greatly outweigh the drawbacks.

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