How a Growing Engineering Firm Reduced Project Delays by 42% with Tilvin

A real-world digital transformation story of an engineering & infrastructure company that moved from scattered spreadsheets and chats to a single, structured project management platform — Tilvin.

Industry: Engineering & Infrastructure  |  Company Size: 120–150 employees  |  Location: India

Background

A mid-sized engineering and project-execution company (name confidential) was expanding rapidly across multiple states in India. Their teams were split across project sites, design offices, and vendor locations. While the business grew, their operations became increasingly difficult to control.

They relied on a mix of spreadsheets, WhatsApp groups, phone calls, and long email threads to manage workloads. Important updates were missed, responsibilities were unclear, and leadership had no real-time view of project health.

Key Challenges

1. Fragmented Project Information

Project details were scattered across Excel files, messaging apps and local folders. Nobody could see the full picture of tasks, dependencies, and deadlines in one place.

2. No Real-Time Visibility for Management

Management had to frequently call or message team members to understand which projects were on track and which were at risk. There were no dashboards, no aging reports, and no single source of truth.

3. Inefficient Collaboration Between Office & Site

Field engineers shared updates as photos, voice notes, or short messages. These were hard to trace later and never connected directly with project tasks or steps.

4. Slow Approvals and Handoffs

Each major project step required internal approvals, but without a structured workflow, handoffs were delayed. Work often waited not because of technical issues, but because the right person did not see the update in time.

5. No Reliable Performance & Time Insights

The company had no clear data on how long typical tasks took, which teams were overloaded, or how much time was being spent on rework. This made forecasting, billing, and capacity planning very difficult.

Why They Chose Tilvin

After evaluating several tools, the company chose Tilvin because it offered a clean, easy-to-use interface and a feature set that matched how they actually worked:

• Single platform for projects, tasks, time logs, files, and discussions
• Support for custom workflows and project steps
• Role-based access for site engineers, managers, clients, and leadership
• Simple onboarding for non-technical staff, with tutorial videos and screenshots
• Hosted in the cloud, accessible from anywhere, including project sites
• Transparent audit logs and history of changes for better accountability

Implementation Journey

1. Migrating Active Projects

The first step was to bring all active projects into Tilvin. For each project, the team defined:

• Project name, client, location and start date
• Key milestones and Project Steps (Survey, Design, Client Review, Procurement, Execution, Quality Check, Handover)
• Assigned users and their roles in Tilvin

2. Team Onboarding

Office staff and site engineers were onboarded in phases. Using Tilvin’s own tutorial-style approach (similar to the Tilvin blog), the admin team walked them through:

• How to view and update assigned tasks
• How to log time with Timelog
• How to upload drawings, site photos and reports
• How to use the discussion area instead of WhatsApp groups

3. Workflow & Approval Configuration

Their existing engineering lifecycle was mapped into Tilvin’s workflow capabilities. For each major step, clear owners and due dates were defined. Notifications alerted the next responsible person whenever a step moved forward.

4. Dashboards for Management

The leadership team started using Tilvin dashboards as their daily command center to monitor:

• Overdue tasks and aging items
• Projects at risk vs. on track
• Workload distribution across engineers
• Time spent on specific clients or project types

Results After 90 Days

✔ 42% Reduction in Project Delays

With every task, step, and dependency centrally visible, teams started planning more realistically. Bottlenecks were identified early, and delays reduced significantly across key projects.

✔ 67% Faster Internal Approvals

Instead of chasing approvals via calls or messages, stakeholders received clear alerts when their action was required. Handoffs became structured, and idle waiting time dropped.

✔ 55% Increase in Accountability

Every task in Tilvin had an owner, due date, and history. The built-in audit log allowed management to see who changed what and when, leading to more responsible and proactive behavior.

✔ 32% Less Time Spent in Status Meetings

Daily stand-ups became focused on decisions instead of basic status collection, because most updates were already visible inside Tilvin’s project and task views.

✔ Zero Lost Documents

All drawings, BOQs, estimates, and site images moved into Tilvin’s file attachments, directly linked to their respective tasks or steps. Finding any document became a matter of seconds, not hours.

Tilvin Features That Made the Difference

• Project Steps & Sub-Steps: Visual, step-wise progress tracking for every project.
• Tasks & Subtasks: Clear breakdown of responsibilities with due dates and priorities.
• Timelog: Accurate time tracking on projects and tasks, useful for billing and internal review.
• Discussions & Comments: Centralized communication replacing scattered chat messages.
• File Attachments: Attach drawings, photos, and documents directly where they belong.
• Dashboards: Real-time visibility into workload, delays, and overall project health.
• Audit Log: Complete history of changes for transparency and compliance.

Final Outcome

By adopting Tilvin, this engineering firm moved from reactive firefighting to proactive project control. Their teams are now aligned around a single source of truth, delays are significantly reduced, and management finally has the visibility they always wanted — without adding complexity for the users.

Today, they continue to scale their operations with confidence, using Tilvin as the backbone for planning, tracking, and executing projects across locations.