The 5 Biggest Time-Wasters in Submittals & OAC Meetings (And How to Fix Them with Kaya AI)
Jan 23, 2025
The 5 Biggest Time-Wasters in Submittals & OAC Meetings (And How to Fix Them with Kaya AI)
Every architect, contractor, and project manager knows the pain: project delays, miscommunication, and slow approvals dragging everything down.
Submittals get lost in email threads, OAC meetings turn into status chases, and no one’s sure what’s holding things up. These delays aren’t just annoying—they’re eating up hours, pushing schedules out, and threatening project profitability.
So, where’s the time really going?
We dug into the five biggest inefficiencies in submittal workflows and OAC meetings—and show how Kaya AI helps fix them fast.
1. Submittals Falling Through the Cracks
Key Insight: Manual tracking in tools like Procore leaves architects and PMs in the dark about which submittals are stuck, urgent, or falling behind.
Impact:
Delayed submittals stall procurement, installations, and inspections.
Urgent items get buried under paperwork.
Architects waste time chasing updates instead of reviewing designs.
Fix with Kaya:
A real-time Submittal Dashboard shows what's late, what's urgent, and what's coming up—so nothing slips.
Approval chain visibility lets you pinpoint exactly where an item is stuck (owner? contractor? architect?).
2. OAC Meetings That Waste Time
Key Insight: Most OAC meetings are filled with outdated reports, unclear action items, and last-minute scramble to prep.
Impact:
Decision-makers waste time recapping instead of resolving.
Missed priorities create more rework and misalignment.
Everyone leaves with more questions than answers.
Fix with Kaya:
AI-powered Meeting Prep automatically generates action items based on project status.
Live dashboards keep everyone on the same page in real time.
No more chasing down spreadsheets or copy-pasting from 4 platforms—it's all synced.
3. Submittal Risk Goes Undetected
Key Insight: Teams don’t see risks until they’ve already caused a delay.
Impact:
Submittals tied to long lead items get approved too late.
Projects hit procurement or install delays with no warning.
No centralized view means no one sees the pattern until it's too late.
Fix with Kaya:
Kaya forecasts submittal risks before they disrupt the schedule.
See critical-path dependencies and long lead items at a glance.
Prioritize what needs attention now, not two weeks too late.
4. Miscommunication Between Architect, Owner & Contractor
Key Insight: Fragmented workflows cause confusion on ownership, status, and priorities.
Impact:
Delayed responses from one stakeholder slow down the entire chain.
Conflicting info across systems causes rework and disputes.
Time gets wasted chasing down clarity instead of solving problems.
Fix with Kaya:
Everyone works from a single source of truth—no more conflicting spreadsheets or siloed updates.
Kanban-style approvals make it clear who needs to take action next.
Faster handoffs, fewer emails, and less confusion.
5. Time-Consuming Manual Data Entry
Key Insight: Traditional tools like Procore still require heavy manual input to stay updated—and no one wants to spend hours uploading submittal logs.
Impact:
4.5 minutes per procurement item x 1,000 items x 2.5 revisions = 187.5 hours wasted per project.
Delays in updating systems = delays in catching issues.
It’s boring, repetitive, and prone to human error.
Fix with Kaya:
Kaya reduces tracking time to 15 seconds or less per item.
Do it once. Never re-enter submittal info again.
That’s a 98% time savings—from 187.5 hours to just 4.2.
Stop Losing Time in Meetings & Missed Submittals
Kaya transforms how architects, owners, and contractors work together by removing the chaos from submittals and meetings.
With Kaya, you get:
Crystal-clear submittal tracking
Streamlined OAC meetings with auto-prep
Real-time collaboration across teams
Zero manual double-entry
Fully integrated with Procore
Tired of missed deadlines and disconnected teams? Kaya brings everyone together with one integrated platform.