6 Ways To Scale Your Building Department Without Overspending

Your team’s stretched thin. Retirements are rising. And your inbox hasn’t slowed down. Sound familiar?

That’s exactly what we explored with Paul Featherson, a SAFEbuilt operations leader with more than three decades in municipal building services. He’s seen how cities stay efficient, responsive, and budget-smart — even when demand spikes.

Here are six ways to scale your building department without overspending.

1. Plan Staffing Before the Scramble

Staffing gaps are inevitable. The difference between falling behind and staying on track often comes down to planning ahead. Departments that build flexibility into their staffing models can respond quickly when workloads change.

Here’s what that preparation looks like:

• Setting up on-call agreements so certified inspectors are available quickly in days, not months.
  
• Scheduling supplemental coverage for busy periods, like seasonal peaks or major projects  
• Establishing clear request workflows to match each job with the right inspector

A little foresight makes it easier to keep inspections, reviews, and service levels steady — even when circumstances shift.

2. Pre-Position for Disasters To Cut Downtime

When severe weather hits, response time matters. Cities that have on-call or emergency contracts already in place can mobilize inspection teams immediately after a storm, while others are still figuring out how to get started.

Before disaster season begins: 

• Confirm contact lists and contracts so requests can move without delay
• Make sure vehicles and tablets are ready if facilities lose power
• Review FEMA documentation requirements to avoid delays in reimbursement

A few days of preparation can mean the difference between a two-day delay and a two-month recovery.

3. Use Remote Plan Review To Manage Permit Surges

Whether it’s a hailstorm that triggers thousands of roof permits or a sudden wave of new construction, volume spikes can overwhelm staff. Departments that use electronic plan review and remote permit processing can keep applications moving while maintaining accuracy and compliance.

Remote review also lightens the load for internal teams, allowing inspectors and permit techs to focus on quality control and communication instead of chasing backlogs.

4. Share Capacity Across Jurisdictions Without Losing Control

Many counties and regional hubs serve several smaller municipalities. A shared staffing model allows one central team to cover multiple jurisdictions efficiently, while still ensuring that each community receives consistent, high-quality service.

Builders and residents interact with the same familiar inspectors, and cities retain full oversight of the work being performed. It’s a practical way to provide strong service without duplicating costs.

5. Reduce Longevity Costs Without Reducing Service

Hiring full-time employees means committing to long-term costs: salaries, benefits, vehicles, and insurance. Partnering with a trusted provider gives you access to qualified inspectors and plan reviewers only when you need them.

This approach helps you: 

• Maintain service quality without adding fixed expenses
• Scale coverage up or down as workload changes
• Free up budget for other community priorities

It’s the same standard of service — delivered more efficiently and affordably.

6. Assign Dedicated Teams to Major Projects

Large developments can be both exciting and overwhelming. Projects like subdivisions, hospitals, or data centers demand constant coordination and specialized review.

Assigning a dedicated project team helps manage these complex efforts from start to finish while keeping your internal staff focused on daily operations.

The Bottom Line

Building departments that plan ahead, stay flexible, and use the right mix of technology and partnerships are the ones keeping pace. You don’t have to expand your payroll to improve service — you just need a model that scales with your community.

Take the next step

If your department is struggling to keep up with growing demand, you’re not alone — and you have options. Our on-demand interview, Scale Your Building Department Without Overspending, dives deeper into how cities are filling staffing gaps in 24 hours, preparing for disasters, and managing major projects without hiring full-time staff.