The Challenge: Manual Project Management Slows Down Control and Leads to Errors
Construction projects involve multiple phases and participants—from planning and building to commissioning and future renovations. Since 2003, the KVL Group has ensured these phases proceed without friction.
Sven Seehawer, Managing Partner at KVL, explains: “As an international technical and strategic real estate consultancy, we ensure projects finish on time, within budget, and meet quality standards. Our project managers act as pilots, keeping all stakeholders constantly updated on progress.”
Traditionally, coordination happened via emails and meetings, with appointments, deadlines, and tasks carefully documented. This was necessary to track progress, make informed decisions, and maintain clarity. But it also meant project managers juggled many documents—schedules, cost overviews, monthly and quarterly reports—that had to be regularly updated.
Manual Processes Create Risks and Consume Time
Seehawer points out that manual updates can introduce errors, resulting in inconsistent data. “Summarizing information by hand takes considerable time. For instance, to understand a project's development over several quarters or compare it with similar projects, we had to sift through numerous reports. Handwritten notes often turned into new reports on top of the original ones.”
This issue also affects subject matter experts who join projects at later stages. They must quickly review extensive documentation to assess risks related to planning, contracts, or location. Despite documents being stored on SharePoint, it could take up to a week just to get up to speed.
Frank Peterlein, Head of IT and AI at KVL, adds: “Our experts need to compare properties across projects swiftly and accurately to calculate risk probabilities and potential damages.”
Introducing a Digital Copilot for Project Managers
To support project managers, KVL sought a "copilot" to assist with recurring tasks and processes. This assistant needed to integrate smoothly with existing systems and daily applications, requiring a standardized, low-maintenance solution with automatic access management.
As part of the Microsoft Partner Network, QualityHosting AG introduced Microsoft 365 Copilot to KVL. Seehawer notes, “Given our existing Microsoft environment, adopting this technology was a natural next step. We constantly look for ways to improve our technological setup and are eager to test new solutions.”
Why This Matters for Real Estate and Construction Professionals
- Faster project updates: Reducing manual work frees time for critical decision-making.
- Improved data accuracy: Automated consolidation minimizes errors and inconsistent reports.
- Smoother expert onboarding: Quick access to up-to-date project info accelerates risk assessment.
- Better coordination: Everyone stays informed on current status without sifting through multiple documents.
For those managing complex construction projects, leveraging AI-powered assistants within familiar tools can streamline workflows and improve project outcomes.
To learn more about practical AI tools that support project management and real estate workflows, explore available courses and resources at Complete AI Training.
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