As the construction industry faces challenges like a qualified worker shortage and rising interest rates, technology is becoming crucial for helping teams do more with less — though implementation can be easier said than done.
Finding the time to implement and train on new technology was the top IT challenge cited by contractors in the 2024 Construction Hiring and Business Outlook.1 However, it is critical that businesses prioritize training and set realistic expectations when it comes to technology implementation.
This article explores insights on a variety of technology implementation experiences. It also explores topics such as creating a comprehensive plan, best practices, and common mistakes to avoid when implementing new technology.
Creating a Plan of Action
A technology implementation should be approached with the same commitment and organization a team would give to any other project.
Having a comprehensive implementation plan that outlines the entire process from start to finish is essential to staying on track. This plan should include goals and objectives, scope, resource allocation, roles and responsibilities, training and change management, and a realistic timeline.
Goals & Objectives
Clearly define the goals of the technology implementation, such as improving efficiency, reducing costs, or enhancing customer experiences. Ultimately, teams should have a clear understanding of why the implementation is important.
Scope & Boundaries
Consider what functionalities are essential to go live with the initial implementation and what might be deferred for later phases.
Resource Allocation
Identify the resources required including budget, personnel, and technology infrastructure.
Roles & Responsibilities
Assign and define the roles and responsibilities of each team member involved in the implementation. This ensures accountability and prevents confusion about who is responsible for each task.
Training & Change Management
Provide adequate training to end users to ensure they can effectively utilize the new technology. It is also important to implement change management strategies to address any resistance with adopting new technology.
Realistic Timeline
Develop a realistic timeline for all stages of the implementation process including planning, development, training, and deployment. Consider building buffer time into the schedule to account for potential delays and unforeseen circumstances, taking into account your company’s needs and unique challenges (see page 46 for more).
Best Practices for Technology Implementation
New technology can bring significant benefits, but businesses can run into implementation challenges, especially if the process is not properly managed.
The following best practices can help guide a successful technology implementation and reduce some of the pain points.
Thoroughly Vet New Technologies
It is critical to verify that a new technology is the right fit before heading down the wrong path.
Make a list of must-haves and ask technology vendors or value-added resellers to demonstrate how the technology meets those requirements.
Also consider factors such as scalability, compatibility with existing systems, ease of use, support services, and longevity. Industry-specific and cloud-based technologies typically have a longer shelf life.
Kurt Bangert, Owner at Bangert, Inc., highlights the differences between these technologies: “Nearly all on-premises solutions are far closer to the end of their life than they are the beginning vs. native-cloud solutions, which are far closer to the beginning of life than the end.” This is another factor to take into account when selecting a new technology.
Involve Stakeholders From the Beginning
Engage key stakeholders, such as end users, leadership, office staff, field workers, and subcontractors, during the selection phase before a new solution is purchased. Their input is essential for defining requirements, identifying areas for improvement, and ensuring buy-in throughout the implementation.
Promote Collaboration & Communication
It is also important to openly communicate with teams to keep them informed throughout the implementation process. Provide regular updates and progress reports, and ask for feedback to help maintain transparency and alignment.
Break the Project Down Into Smaller Phases
The implementation process can be overwhelming, especially when navigating more complex technologies. Breaking the project down into smaller phases or a series of logical steps makes it easier to track progress and stay on course.
An implementation partner can provide a clear road map of the process to guide businesses through each step. Having a trusted partner lead the implementation can also help reduce the team’s workload and keep their confidence up.
Dedicate Sufficient Time & Resources
While there may never be a “good time” to undertake a technology implementation, it is important to find a time when an implementation can be more manageable with the team’s workload. Determine the time and resource commitment that’s required and plan accordingly. Be realistic about demands and bring in additional support if needed.
Miquel Hadsall, Vice President of Finance at Graham Construction, advises, “It’s not easy, but it pays off in huge ways in the end. Take your time. You want to make sure you get things set up the right way for your company the first time. Going back and fixing things is a lot of rework, and you don’t want to do that. Talk to other companies, see what they’re doing, and get ideas. Find as many resources as you can.”
Provide Comprehensive Training
Teams cannot use a new software until they’ve had the proper training. Offer thorough training programs to ensure that all users are proficient in using the new technology effectively. Training should also include both initial sessions to learn the technology as well as ongoing learning opportunities.
Monitor Progress & Adapt as Needed
Continuously monitor the progress of the technology implementation and solicit feedback from users to identify areas for improvement. Be willing to adapt and refine the approach based on lessons learned and evolving business needs.
Josh Smyser, Owner of TNT Tuckpointing, has found that it’s important to be flexible and willing to change processes that aren’t working. “I find it helpful to do some rough hand drawn flowcharts of current process identifying who does what, who approves and when, and what processes happen outside of the enterprise resource planning system (i.e., a manual process in Microsoft Excel or an integration with another software).” This step can make it easier to identify processes that are most in need of improvement.
Avoiding Common Implementation Mistakes
While following best practices can make the implementation process run smoother, it is equally as important to be aware of common implementation mistakes that can derail a project. The following highlights some of these mistakes and tips for avoiding them:
Insufficient Planning
One of the most common mistakes is not investing enough time and effort into the planning phase of technology implementation. Rushing into the process without a clear strategy, goals, or understanding of requirements can lead to delays, cost overruns, and ultimately project failure.
Poor Vendor Selection
Choosing a technology vendor or software that doesn’t adequately address the needs of the business is another common mistake. This could be due to insufficient research or simply selecting a technology based on cost without considering other factors such as functionality, scalability, and support services.
Lack of Integration
Implementing technologies in isolation, without considering how they will integrate with existing systems and processes, is another major roadblock.
Lack of integration can result in data silos, inefficiencies, and redundant efforts. It’s important to assess integration requirements and ensure that new technologies can seamlessly integrate with existing tools and workflows.
Key integrations should be considered early in the implementation process. Smyser shares how this drove part of their recent implementation:
“Another key integration piece for us was that we knew we wanted to do an accounts payable (A/P) routing and document retention, so that changed the way we would use the A/P module. We got that integrated early in the process so that way we could design our A/P process around the integration instead of developing the workflows and then having to change everything right away.”
Trying to Force New Technologies to Operate Like the Old System
Teams habituate to specific processes and are comfortable doing tasks in
certain ways. There is a tendency to compare a new system to an old system and expect that it will function the same way.
This is particularly true when businesses make the move from on-premises software to cloud-based software. It is often assumed that the software will be virtually the same; but in the cloud, this is simply not the case.
It’s important to be open to new ways of working, even if it results in undergoing some change, as the benefits will ultimately outweigh the temporary discomfort.
Being Too Attached to Custom Reports
Reporting is one area that can be a sticking point for many businesses. Teams spend countless hours and resources creating custom reports, leading many to not even consider implementing new technologies if they can’t transfer them to the new system. However, teams need to look beyond specific reports and think in terms of overall business insights.
With a move to the cloud, teams will have access to real-time dashboards that can slice and dice the information they need. While they may not have the same report, they will be able to gather the same (or better) insights more efficiently.
Having Unrealistic Expectations
While new technology can deliver a host of benefits, it will not instantly fix every problem a business is facing, underscoring the importance of planning and research prior to implementation.
Identifying business issues and getting to the root of the problem can help determine whether it is something that can be solved with new technology or whether it requires changes in the process.
Even if an issue can be solved by new technology, it can take time. Stuart Blumenthal, Practice Director at ETHOSystems, expands on this: “Businesses can take five steps forward in some areas, but they might be taking a step sideways in certain areas or even a step backwards in other areas. While the system overall is going to be better, there are going to be changes, and technology isn’t going to solve every single problem.”
Experiencing Hidden Fees
As with any project, there are factors that are out of a team’s control that could end up adding to the implementation’s cost. When working with an external implementation team, it’s important to understand how they bill, what’s included, and how much time is allotted for each phase. Ensuring internal teams adhere to the schedule can keep the project on course and within budget.
Overlooking Resistance to Change
Employee resistance can hinder adoption and undermine the success of any implementation, so it’s essential to communicate openly, address concerns, and actively involve employees throughout the process.
Failure to Measure Success
It is essential to establish clear metrics for success and track progress against those metrics. Without measurable goals and key performance indicators, it’s difficult to assess the effectiveness of the technology implementation and make informed decisions for future improvements.
Thinking Implementation Is Complete When Software Is Live
There is often so much focus on being ready by the go-live date — not to mention the added stress and pressure leading up to it. Once this critical phase is reached, many teams may consider their work to be completed; however, technology implementation is an ongoing process.
It is important to continuously assess your options, add new functionalities, and ensure that all technology is being used as effectively as possible.