From planning to permits: 5 tips to simplify property development processes
Published:
Using smart automation tools for success
Property development can be a fulfilling and enriching process, but it’s rarely ever free from complexities, hurdles, or unexpected obstacles.
While the long-term target of accomplishing your property development goals and celebrating your achievements makes the effort well worth it, many developers, landlords, and construction professionals dream of the day that many of the time-consuming approval processes, paperwork, and administration can be automated.
Well, luckily, they can be.
The administration side of property development can often be overwhelming and more frustrating than the physical labour of making the alterations themselves. That said, in any business environment, there are always tasks which can be automated – it’s just a matter of finding the right ones. Property development involves a hefty amount of admin and paperwork in itself, which makes you wonder how much time could be unlocked if these were entrusted to smart machines, algorithms and software.
With the right strategies, tools, and solutions, these processes can be inherently more streamlined, automated, and, more importantly, simplified. As a result, you’ll face far less stress in property development, save much-needed time and resources, and increase your overall portfolio value and efficiency in a fraction of the time.
Let’s explore five key ways to simplify the lengthly administrative tasks associated with property development.
1. Digitise your documents
Property development involves an enormous amount of paperwork, even those alterations, extensions or refurbishments which appear simple on the surface. Planning applications, contracts, invoices, regulations, compliance certificates, party wall awards, and access agreements are just a handful of the documents needed to ensure a development project can proceed legally and successfully.
Transitioning to a digital document management system removes the need for physical storage space, and creates an easy-to-access and searchable archive of project materials. This reduces bottlenecks and delays, and ensures the timely delivery of relevant ‘e’-paperwork to the right parties.
In addition, by implementing Advanced electronic signature (AES) solutions like Signable, the contract signing and approval processes can be made much faster, which removes the time delays traditionally caused by paper contract exchanges. This keeps property development projects moving forward efficiently and smoothly.
2. Create workflow templates
Every property development project involves the same core set of stages and processes between the planning and completion phases. While each project may meander in different directions depending on project complexity and approval hurdles, standardising workflows and stages can help projects move between phases with ease and greater transparency.
Implementing templates and workflows for various tasks and stages can eliminate any guesswork or speculation as to what stage the development process is at, ensuring that nothing falls through the cracks (figuratively and literally).
Consider developing reusable templates for common documents and processes seen during property developments, such as:
- Planning permission applications
- Supplier onboarding forms
- Contractor and subcontractor agreements
- Client terms and conditions
- Invoices and settlements
- Timelines and scales
- Architecture or structural engineering drawings
- Building control submissions
- Building regulations approvals
- Party wall notices, agreements and awards
Store these templates in a user-friendly cloud-based document management system – accessible from any authorised device wherever you are – and ensure signed copies are stored in secure folders between clients and contractors. This will reduce human error, promote transparency, and free up valuable time.
3. Involve specialist contractors
Complex property developments often involve one or more specialist or expert contractors, depending on the project scope and scale. Each contractor will have their own processes, workflows, and documentation needs, which is why it’s important to involve these specialists early and ensure they can integrate seamlessly into your current workflows. This will keep momentum up and minimise the need for lengthy approvals and delays.
For instance, the luxury swimming pool and swim spa designers and installers at Compass Pools have optimised their installation process to minimise disruption to other development projects. Often working with other contractors on large-scale housing developments, Compass Pools may need to ensure that foundations and groundworks are ready before installation work.
However, over time, they have perfected their installation processes where, according to their swim spas page, “[Customers] won’t need expensive groundwork, and there’s no requirement for underground access. Our design eliminates flood risk by keeping all electrical systems above ground…”
This ensures that they can work on installations simultaneously with other contractors.
If developers and construction managers can align processes and workflows across all necessary specialist contractors to minimise disruption and delays to their clients, then projects will be inherently much smoother.
4. Deploy digital payment and invoicing systems
Property development, much like any other specialism, relies on optimised cash flow management. Nothing is more stressful than rebalancing payments to contractors and falling into the trap of, proverbially speaking, borrowing from Peter to pay Paul.
Late payments can stall progress, while missed invoice deadlines and inflexible payment terms can invite pressure and unnecessary stress, and strain relationships with suppliers.
Integrating payment systems with project management software can be a huge time- and resource-saving solution. These solutions can:
- Automate invoicing based on project stages
- Send payment reminders and notifications
- Process payments quickly
- Maintain detailed financial records
- Generate real-time receipts and reports
Automating this process reduces the time spent on accounting, bookkeeping and balancing cash flow while improving relationships with parties throughout the project lifecycle, including customers, suppliers, stakeholders, and partners.
5. Keep communication channels open
One of the most common causes of project delays is a communication breakdown. As documents and templates are centrally stored, signed, and transferred, integrating a central communication channel where all stakeholders can discuss and access relevant information reduces knowledge gaps and facilitates open dialogue.
Where possible, ensure automated and real-time notifications for key project milestones or mandatory actions. This will prevent bottlenecks and remove the need for constant chasing and follow-ups. For example, when planning permission is granted, notifications can trigger the next phase of work immediately.
Optimise your property development pipeline with Signable
Property development operations are only as efficient as the people involved in the process. The aim is to consider each element and how it supports the overall development job, rather than view them as isolated improvements. While this sector has faced challenges in recent years, it’s poised for a big 2025, according to recent projections, so now may be the best time to position yourself for prosperity.
The most effective starting point will be to map your current development processes and identify what and where the delays, hurdles and challenges are. From that, pursue digital solutions that address these issues while complementing each other and your existing systems and applications.
Embracing digitisation through tools like Signable’s eSignature platform will allow property developers to create seamless, aligned processes that reduce administrative stress and improve project quality, efficiency and profitability.
See for yourself how automated your document sharing, signing and management processes can be. Sign up for a 14-day free Signable trial today and experience convenience and simplicity like no other.
Dakota Murphey
Get started in under 60 seconds
Check out our free 14 day trial and start sending documents now.