Kanban for small construction and renovation project managers
Small construction and renovation work runs on coordination. A kitchen refit depends on the client choosing worktops, the supplier delivering cabinets, the electrician finishing first fix before the plasterer arrives, and the inspector signing off before anything gets covered up. The building work itself is rarely what goes wrong. The handoffs are.
Big contractors use dedicated construction software. Many small builders, renovation firms and project managers run on phone calls, WhatsApp groups and a notebook. A simple board sits in between.
One row per job
Each job is a row: "Patel kitchen", "14 High St loft conversion", "Office fit-out level 2". Seeing every job on one screen is the first win.
Columns that match who has the ball
- Mine: things you need to do: order materials, book the electrician, send the variation quote
- Other: things you are waiting on: client choosing tiles, supplier delivery date, structural engineer's calcs, building control visit
- Next Steps: the coming stages: second fix, decorating, snagging
- Done: completed and signed off
On most jobs, the Other column tells you where the delay really is. It is rarely the crew. It is usually a decision or a delivery.
Chase decisions before they delay the trades
Client decisions are the classic cause of delay: tiles, worktops, paint colours, fixtures. If a decision is late, the trade booked for that stage sits idle or leaves for another job. Put each pending decision in Other with the client's name and the date you asked. Axtio shows how long each has been waiting and flags anything over a week, so you can chase before it hits the schedule.
Track materials and lead times
Long lead items, such as windows, kitchens and specialist fittings, need ordering early. Put "Order windows (6-week lead)" in Mine with a due date, and once ordered, move "Windows delivered" to Other with the supplier's name.
Keep variations visible
Scope changes are where renovation profit disappears. When a client asks for extra work, add an action for the variation quote and another for client approval. Do not start the extra work until the approval moves to Done.
Inspections and sign-offs
Inspections are hard dependencies. Note when each one is booked and what must be finished first. In the UK, building control requirements are explained on the government's building regulations approval pages; elsewhere, check your local authority.
Snagging
At the end of a job, the snag list becomes a set of small actions. Each one is either yours (fix it) or someone else's (subcontractor returns to fix it). Same board, same logic.
Why simple works on site
You need something you can check on your phone between site visits, that shows every job and where it is stuck, without training your subcontractors on a new system. A 2D board does that. Axtio's free version runs in the browser with no signup; the free tier fits three jobs, which is enough to try it on your live work. See track multiple projects without Jira and stop projects slipping through the cracks.