Stuck on success: Why sticky notes still dominate construction planning

When I walk into a construction jobsite trailer or a planning Big Room, I see laptops, tablets, smartphones, large wall displays and … STICKY NOTES!

In today’s world of digital transformation, it seems surprising that these vibrantly colored squares of paper remain a staple in project planning and collaboration. So, why are they still popular in such a technical environment? And how can we hold onto the advantages that make them so well loved, even as we transition to digital tools?

Here are the four essential qualities of sticky notes to look for when choosing digital planning tools:

1. They are visually simple and tangible

Construction projects are inherently complex, involving multiple phases, stakeholders and moving parts. Sticky notes on a physical or digital wall serve as a tangible and visual way to map out and unpack this complexity. They allow project teams to mutually see and understand the project’s scope, progress and critical milestones — immediately.

Digital enhancements can make sticky notes even more effective in their use — but only if the new version maintains the paper note’s simple charms. By including cohesive colors and making note creation quick and intuitive, the digital experience can build on familiar paper-based processes. When organizing these notes on a wall, project managers and teams can more easily create a high-level flow of tasks and dependencies. This visual representation of a project plan helps stakeholders, from site managers to subcontractors, to see and understand their roles and timelines.

2. They foster commitment and communication

One of the most significant advantages of using sticky notes in construction project planning is the way they promote collaboration and ownership. Sticky notes bring team members together in real time, encouraging everyone to participate actively in the planning process. All members become equal contributors in sticking their activity notes on a wall, reinforcing their commitments to the team.

Paper sticky note sessions create a sense of ownership and inclusivity by involving the entire team, from project managers to engineers and site workers. And when sticky notes get digitized, further channels of communication can be opened by bringing remote participants into the conversation. Everyone can contribute their insights or raise potential challenges. This creates an environment where communication is open and solutions can be developed collaboratively.

3. They are flexible

An important aspect of construction projects is constant change, bringing with it the need to resolve problems. Unexpected challenges often arise, requiring adjustments to schedules, tasks and priorities. Sticky notes are inherently flexible — they can be moved around the wall, rearranged or removed to create a new plan and manage any disruptions.

But there’s one drawback with paper stickies — filling out and moving groups of them can be time-consuming and tedious. In a digital version, creating, moving and changing the activity notes is a breeze. Team members may identify a more efficient sequence of tasks by simply rearranging the notes quickly using an interactive touch display. This hands-on approach to problem-solving can help streamline processes and improve overall project efficiency. And the digital notes won’t fall off the wall!

4. They are personal

Finally, sticky notes bring a human-centered element to construction project planning. In a field dominated by technical drawings, contracts and complex software, sticky or digital notes offer a refreshing simplicity that everyone can relate to. No learning is required to hold a pad of notes and writing an activity on them creates a personal commitment. Sticky notes help make the planning process more approachable, reducing the intimidation factor of large-scale project planning software and fostering a more inclusive environment.

When going digital, it’s crucial that the personal connection isn’t lost. Digital sticky notes need to be simple so there’s no learning curve to get in the way of easy adoption. It also helps to have an interactive wall so trades can move their own activities and status them as done or not done. The status of noted activities generates data, such as Percent Plan Complete (PPC), that can be analyzed so teams understand what they might do to plan and build in a better way.

Small but powerful

While construction project planning and collaboration are becoming increasingly digitized, sticky notes remain a powerful, low-tech solution. Their flexibility, simplicity and ability to foster communication make them indispensable tools for construction teams. Whether it’s for organizing tasks or tracking progress, sticky notes — paper or digital — continue to play a vital role in the successful execution of construction projects.

Sticky notes might seem small and simple, but in the world of construction, they’re a big part of making things happen and getting work done.

Digital sticky notes that work

Looking for a digital version of sticky notes? Sign up for a demonstration of Nialli™ Visual Planner.