How “Reality Capture” Drives Success at Every Stage of the Preconstruction Process

Before the first brick is laid, the battle for a smooth construction project has already begun. Preconstruction is where the magic should happen—it’s where grand visions get mapped out, budgets get locked in, and schedules take shape. But it’s also where inefficiencies can sneak in.

When construction projects run over budget and behind schedule, the costs can get hefty. According to sources like Mckinsey, 30% of projects experience delays, with large builds losing up to $65,000 per day. 

In construction, lean principles are the secret sauce to maximizing value while minimizing waste. It’s all about trimming the fat—cutting out inefficiencies, reducing costly errors, and staying on track to deliver the best outcome for everyone involved. But how do you ensure that what’s in your head actually aligns with what’s on the ground?

That’s where the power of accurate spatial data comes in. By capturing the precise dimensions of a site, we can prevent costly rework, avoid unnecessary delays, and keep things moving forward without the dreaded do-overs.

To stay competitive in an industry facing labor shortages, rising material costs, and tighter sustainability demands, here lies a smarter preconstruction process. By leveraging reality capture and 3D digital scans from the outset, you’ll be setting the stage for preconstruction success. 

In this article, we’ll show you how a smarter preconstruction process can drive efficiency, minimize risk, and ensure your project’s success from start to finish. 

We’ll break down:

• Why preconstruction is critical 

• Who’s involved in preconstruction

• The step-by-step preconstruction process 

• Matterport’s smarter preconstruction solution

• Future trends in preconstruction

• Preconstruction process FAQs

What is preconstruction, and why is it important?

Preconstruction is where the blueprint for success is created. It’s where the scope, costs, and timeline are defined, and risks are identified to ensure everything runs smoothly when construction begins. Without a solid preconstruction plan, even the most well-funded projects can quickly spiral into delays and budget overruns of 25% to 35% on average.

While it’s important to follow lean principles, cutting corners in preconstruction can lead to overlooked details, miscalculations, and poor planning, which can cause delays, increased expenses, and even safety risks during the construction phase. 

For AEC professionals, this phase is your first line of defense. It’s where careful attention to detail can make or break the success of the entire project. Nail the preconstruction process, and you’ll set your project on a clear path to completion—on time, within budget, and without the costly rework.

Who is involved in the preconstruction process?

Preconstruction can feel like a whirlwind with multiple moving parts and stakeholders, but when everyone works in sync, it’s a well-oiled machine. Each player brings a unique perspective to the table, ensuring that every detail is covered before construction begins. 

Here’s a breakdown of the key players and their roles:

Each one plays a unique role in the preconstruction process, but success depends on how well they collaborate. 

Here’s how they work together to keep projects on track:

• Project owners and architects → Owners provide the vision and budget, while architects transform ideas into designs that balance function, aesthetics, and feasibility.

• Architects and engineers → Engineers optimize how architectural plans meet structural, mechanical, and safety requirements before construction begins.

• General contractors and architects/engineers → Contractors review designs for potential issues, helping to prevent costly rework and delays.

• General contractors and subcontractors → Contractors coordinate specialized trades like electrical, plumbing, and HVAC, ensuring schedules and logistics align.

• Financial partners and project teams → Financial backers assess risks, allocate funding, and keep projects within budget by working closely with owners and contractors.

• Regulatory authorities and all teams → Permitting and code compliance start early to avoid legal setbacks and ensure smooth approvals.

A well-coordinated preconstruction phase keeps everyone aligned, reduces risks, and lays the foundation for a successful build.

The preconstruction process: A step-by-step breakdown

A great construction project doesn’t start with steel and concrete—it starts with strategy. Preconstruction is where budgets are set, risks are assessed, and designs are fine-tuned. But for many AEC professionals, this phase can be a minefield of miscommunication, unexpected site conditions, and costly revisions.

Reality Capture: A Smarter Start to Preconstruction

This is where reality capture changes the construction game. By using advanced 3D scanning and digital twin technology, reality capture provides a high-resolution digital replica of any site—before construction even begins. Architects, engineers, and contractors gain an accurate, up-to-date reference that eliminates guesswork, reduces site visits, and prevents expensive rework. This means fewer mistakes, faster decisions, and better collaboration before the first brick is laid.

Check out this video to see how it works in construction:

Let’s dive into the five key steps of preconstruction and explore how reality capture makes each one smarter.

Step 1: Set initial project scope and goals

Before construction even begins, a project’s success hinges on a well-defined scope. This is where key stakeholders align on objectives, budgets, and timelines—setting the stage for everything that follows. A strong kickoff meeting ensures clear communication and a shared vision, but without the right tools, details can get lost in translation.

Scope creep is a common pitfall here. According to Constrafor, 85% of projects that experience scope changes go over budget, with an average cost overrun of 27%. Misalignment at this stage can lead to costly revisions later.

Digital twin technology, like those created with Matterport, creates an accurate, up-to-date visual reference of the site, ensuring every stakeholder is working from the same foundation. By improving construction collaboration from the get-go, you minimize miscommunication, enhance collaboration, and kick off with clarity.

Step 2: Complete site analysis and feasibility studies

To properly assess project feasibility, it’s important to understand site conditions thoroughly. If you rely on traditional methods, you'll need multiple site visits that often still result in incomplete documentation.

Physical site visits aren’t as necessary as they once were. With tools that capture detailed 3D scans of your site, you can reduce travel and get more precise data. Imagine cutting your site survey time by up to 70%, all while gaining richer, more comprehensive documentation that traditional methods can’t offer. Not only does this save you time and money, but it also keeps your project on track from day one—the preconstruction future.

Step 3: Start design development

As your designs shift from concepts to detailed plans, 3D models become essential for fine-tuning and collaboration. Clear and accurate visualizations ensure your team is on the same page, reducing the risk of costly mistakes.

Using digital twins for construction projects allows for real-time, immersive design reviews, providing an accurate representation of the site that everyone can access. This ensures the designs are in sync with actual conditions, reducing errors by up to 40% and preventing costly revisions during construction. When integrated with BIM through Scan-to-BIM processes, your designs will stay aligned with both intent and execution.

Step 4: Confirm budgeting and cost estimation

Your ability to forecast costs accurately depends on having precise information about site conditions. If you don't have accurate data at this stage, cost forecasting can quickly go off track. Unforeseen site conditions typically account for 15-20% of budget overruns in renovation projects, making precise documentation critical. 

Using tools that provide detailed 3D scans, you can improve the accuracy of your construction cost estimates and identify potential savings right from the start. This proactive approach allows you to reduce contingency budgets by 5-10%, helping you avoid costly surprises as the project progresses. It’s about making informed decisions that help keep everything running smoothly.

Step 5: Do scheduling and planning

The last step in the preconstruction process is to schedule the various stages of construction, accounting for all environmental and logistical factors. Creating realistic construction schedules requires a deep understanding of both project complexity and site conditions. With Matterport's immersive 3D scans, you can visualize each phase of your project, enabling more effective and precise planning—no more guessing games.

By integrating reality capture into your preconstruction process, you'll achieve timeline estimates that can be up to 50% more accurate, reducing the need for scheduling adjustments during construction. This improved foresight ensures smoother project execution, helping you stay on track and avoid delays that could harm your bottom line and reputation.

Matterport powers your smarter preconstruction process

Matterport’s reality capture ecosystem is upgrading preconstruction by providing the essential hardware and software to capture accurate site data early in the process. This ecosystem of tools streamlines planning, reduces errors, and enhances collaboration across teams. 

Your team will have their hands on the complete toolkit to simplify workflows, reduce errors, and keep your projects on track:

• Pro3 Camera: Capture high-precision 3D scans with photorealistic detail, ensuring accurate measurements that impact design and cost estimates.

• E57 File Export: Easily transfer point cloud data to platforms like Revit and AutoCAD, integrating reality capture with design development.

• MatterPak™ Bundle: Export point clouds and mesh files for detailed preconstruction analysis, supporting informed decision-making.

• TruePlan™: Generate accurate 2D floor plans directly from Matterport scans, providing a reliable reference for both design and construction.

These tools improve your QA/QC processes by offering reliable, up-to-date documentation of existing conditions, capturing issues before they become problems.

How digital twins advanced commercial property management by 35%

ID Plans, a commercial property management solution provider, transformed their approach to property documentation with Matterport's technology.

The results:

• 35% improvement in documentation accuracy

• 40% reduction in on-site data collection time

• 50% faster turnaround for creating property plans

"Matterport has been a game-changer for our business. It's given us the ability to provide our clients with a level of property insight that wasn't possible before." Jeff Landry, CEO of ID Plans

By applying these strategies, you can achieve similar efficiency gains in your projects.

ID Plan’s spatial planning, powered by Matterport’s 3D scanning technology

How Matterport reduced site visits by 50%

Cushman & Wakefield implemented Matterport's technology to enhance their project management services and save time on-foot.

"The detail we can capture with Matterport is impressive.It's completely changed how we approach preliminary site assessments." – Elizabeth Hoopes, Cushman & Wakefield

Their implementation resulted in:

• 50% reduction in site visits during planning phases

• 45% increase in client engagement during virtual design reviews

• 30% faster decision-making in the preconstruction process

You can apply this approach to your own planning process to reduce travel costs while improving stakeholder engagement and accelerating key decisions.

How can I get started with reality capture for my preconstruction workflow?

The easiest way to incorporate reality capture is through Capture Services, which connects you with professional technicians who can scan your spaces using Matterport technology.

The Matterport Pro3 camera delivers professional-grade scans with an easy-to-use workflow—perfect for organizations ready to adopt reality capture. Start small with a high-impact project, then scale as your team gains confidence.

To secure stakeholder buy-in, create a preconstruction benefits presentation that shows how reality capture solves your biggest project challenges. If you have complex projects or questions, Matterport has experts on hand to help you streamline workflows, reduce errors, and set your projects up for success—a no brainer.