In the third installment of our Digital Toolbox series, we are speaking to Sean McAlister of FMB member company of Pencil and Brick Ltd about the tech his building business is using to work smarter both on and off the building site.
What single thing would you recommend an SME starting their digital journey to do?
I think we all know that the fundamental shortcoming of most of us running our construction jobs is having the time for record keeping or exceptional, impeccable filing! Developing a structured habit of exceptional record keeping and filing starting with systematic organisation of photos, meeting notes, and voice memos by project.
The goal is to create a repeatable, accessible structure so that any team member can quickly find key project information. This shift marks the evolution from being a ‘builder who knows how to build’ to a business owner building a long-term asset.
Which work apps do you find yourself using the most?
Gmail with the Hiver plug-in this allows shared inboxes for collaborative email management. We use Google Workspace – especially Google Docs and Google Sheets for online-first collaboration, real-time updates across devices, transparent version tracking and group editing. We look to use cloud-based tools that are intuitive on mobile, desktop, and constantly updated.
Is there any new onsite tech you are using?
I’m using a DJI Mic 2 clip-on microphone for capturing conversations during site visits alongside Fireflies.ai – an AI-powered transcription tool. This is great for recording discussions (with client’s permission of course) and converts them into searchable transcripts.
This ensures accountability and accurate delegation in project management roles.
What part of going digital have you found the most beneficial?
Going digital has enhanced memory and accountability in our company. Tools like transcription, filing systems, and AI means we can store and retrieve key information faster than by using memory alone.
This forms a digital ‘second brain’, allowing you to stay sharp, accurate, and credible in meetings and follow-ups.
What’s been your biggest challenge so far?
Systemisation across the business – from enquiries and tenders to compliance and delivery – building repeatable systems for legal compliance, customer onboarding, and project execution has been mentally demanding. We are starting to recognise that it takes years to develop and refine systems, but the payoff is substantial.
What’s on your podcast list/Spotify playlist?
I listen to Jamie xx for focused work and Mozart’s Requiem or Radiohead’s Kid A to wind down. I like to listen to audiobooks during travel – currently enjoying The Xeelee Sequence on Spotify.
Free course: Solving Tech for Small Builders
You can register for the Solving Tech for Small Builders course here at no cost. Signing up will give you access to bite-sized videos, practical workbooks and a WhatsApp group where you can connect with like-minded people who run small building businesses - with fortnightly zoom meetings with construciton coach Maria Coulter.
Who is it for?
- Sole traders
- Small builders (up to 50 employees)
- Senior team members who are looking for tech solutions
Authors
Tom Peardon
Tom represents the London membership of the FMB championing their interests to key industry stakeholders in London and providing a support to the membership.
Tom has eighteen years of experience working commercially in construction media including fifteen years on the CIOB publications Construction Management and BIMplus. Tom has also worked on the Architects’ Journal, the Architectural Review and the Association for Project Safety publication the Project Safety Journal.
Tom holds a degree in English and Philosophy from the University of Roehampton.
