Lessons from the field: What Visibuild has learnt through QBRs

What We’re Hearing on Site (and What It Means for QA)

Over the past quarter, I’ve had the privilege of working closely with our incredible team of Project Coordinators (“PCs”) and Senior Project Coordinators (“SPCs”) as we sat down with customers across Australia/ New Zealand , in offices, on site, and on screens , to run deep-dive Quarterly Business Reviews (“QBRs”). These conversations aren’t just a calendar item. They’re an essential pulse check on how Visibuild is delivering real impact on real projects. And more importantly, they’re where some of our best thinking begins, together with the people using the platform every day. These interactions give us something data alone can’t: human insight. What’s working. What’s not. Where friction still exists. And where the biggest opportunities are to improve quality across the board.

Key Themes from the Quarter

Through these in-depth sessions, a clear set of recurring themes emerged. In fact, 98% of our QBRs raised the following seven focus areas as critical to improving project performance, accountability, and on-site execution:

1. The ongoing disconnect between Head Office and Site
2. Templates as both a potential risk and a lever for consistency
3. Subcontractor engagement as a cornerstone of quality assurance
4. Striking the right balance between structure and flexibility in QBRs
5. The importance of discovery before solution delivery
6. The need to get more performance value from subcontractor data
7. Shifting from reactive reporting to proactive partnership

These aren’t just abstract trends, they’re real-world reflections of what’s happening on the ground. They speak to the evolving expectations of our clients and underline the responsibility we have to continue building a platform that doesn’t just track quality, but actually improves it. As always, our job is to turn this feedback into action , and that’s exactly what we’re doing.

1. Head Office vs Site: Bridging the Gap in QA

Across the board, we’re hearing the same message: when head office systems and site workflows fall out of sync, quality suffers.

Inconsistent templates. Double handling. Missed expectations. Non-compliance. These are the real-world outcomes when alignment slips.

But the good news? In every QBR where we’ve tackled this head-on – bringing different business units together, simplifying templates, and clarifying ownership – we’ve seen measurable improvements in QA outcomes and reduced rework.

Over 85% of QBRs flagged head office/site misalignment as a barrier to QA.

2. Templates: The Unsung Hero of Quality Assurance

It might not be glamorous, but template setup is one of the most powerful levers for quality – and one of the most overlooked.

Our team has helped uncover dozens of issues tied back to poorly structured templates, with the most common issues being: irrelevant tasks, incorrect usage of hold points, and inconsistent naming conventions. But when templates are dialled in? Workflows flow, data is clean, and teams are audit-ready.

Tip: Company template set-up and consistency are one of the strongest predictors of QA success across projects.

3. Subcontractor Engagement: The Game-Changer in QA Outcomes

Some of the best-performing projects we reviewed this quarter had one thing in common: highly engaged subcontractors.

When subcontractors are looped into inspection workflows and defects from day one – with clear expectations and clear direction – QA improves across the board. It’s not just about usage; it’s about ownership and accountability.

We’ve been proud to support customers in embedding Visibuild into subcontractor workflows, including using our Contract Inclusion Document to set clear expectations around the use of Visibuild and reduce implementation friction and tool fragmentation.

4. Structured QBRs Create Value – But Flexibility Unlocks It

Agendas, outcome tracking, consistent documentation – and it’s been a game changer.

But we’re also learning that every customer is different in terms of their style and frequency of engagement. A little flexibility goes a long way in making these sessions valuable, relevant, and action-oriented.

Structure drives clarity. Flexibility keeps it real.

5. Discovery Before Delivery: Small Step, Big Impact

This quarter, we introduced “mini-discovery” calls ahead of every QBR – short check-ins to surface changes, blockers, or new priorities before the meeting.

The results? Better prep, better focus, better conversations, better outcomes. QBRs are sharper, more relevant, and more connected to what’s happening on the ground and the current priorities of our customers.

6. Moving From Reporting to Real-Time Partnership

The most powerful QBRs we’ve run this quarter weren’t just about metrics — they were about momentum.

When we show up with insights, challenge the status quo, and work together to make real changes, we shift from reporting to partnering. That’s when trust is built. That’s when outcomes accelerate.

Huge credit to our PCs and SPCs, who are not only delivering these sessions, but helping our customers push forward — smarter, faster, and with more confidence.

Where We’re Going: Doubling Down on What Works

Thanks to the insights gathered in this round of QBRs, we’re doubling down on what works:

• A consistent QBR framework with room for flexibility
• Collaborative, real-time action tracking and follow-through
• Better support around templates and QA structure through Visi-Committee meetings
• Improved and more targeted data insights to enable immediate action
• Strategic pre-meeting discovery sessions
• A continued focus on insight, not just reporting

Why These Conversations Matter

For me personally, the most rewarding part of this process has been seeing the Visibuild team lead with curiosity, care, and clarity. These QBRs are not just a chance to check in – they’re a chance to unblock and move forward.

To every customer who’s taken the time to engage with us: thank you. Your honesty and collaboration are helping us shape a better platform – and a better construction industry culture around quality.

And to our delivery team – especially our PCs and SPCs – thank you for showing up with insight, integrity, and impact.

Here’s to another quarter of learning, building, and raising the bar – together.

Want to explore any of these themes further or make sure your next QBR is your most valuable yet? I’d love to hear from you.