A comprehensive guide to construction software implementation: A 7x7x7 approach

One of the biggest reasons builders hesitate before leaping in feet-first with a new construction software is this: The implementation process can seem like a lot of work.

Any kind of technology often comes with a learning curve. While software is intended to make processes more efficient in the long run, at the start, it can seem like it’s disrupting workflows.

But it’s worth it.

From the standpoint of profitability, sustainability and efficiency, the time spent learning a software and putting it into action is an investment in the long-term success of your construction company.

Still, we know that the implementation process can seem overwhelming. That’s why it’s so important to have a clear understanding of what your implementation plan is and how you’ll put it into action.

What is a software implementation plan?

A software implementation plan is a structured agreement that outlines the steps involved in adopting and integrating software into a company’s operations.

This agreement serves as a roadmap for successful software implementation and typically helps set expectations between the software vendor and the customer in these key areas.

1. Project objectives and scope
2. Timeline and milestones
3. Resource identification and allocation
4. Stakeholder involvement
5. Data migration and integration
6. Customization and configuration
7. Training and support
8. Testing and quality assurance

By creating a well-designed software implantation plan, construction companies can minimize workflow disruptions between new and old processes.

Key stakeholders in the implementation process

It’s a common misconception that a software company manages the implementation for you. While it’s true a software company takes on most of the heavy lifting when it comes to the technical aspects of the process, successful implementation requires involvement from many different stakeholders within your construction company, too.

Here are the key players.

• Project managers: This can be a little confusing, as most builders have a dedicated project manager on staff managing construction projects. During implementation, though, we define project managers as the individuals who are spearheading the rollout of construction software within your company. Larger builders may have a dedicated IT or system expert who can fill this role. For smaller builders, this role is often filled by company leadership. When implementing Buildertrend, we call this person a Buildertrend Champion – an advocate who understands the short- and long-term benefits of Buildertrend and will work with their team to achieve those goals throughout the software life cycle.
• Department representatives: If your construction company is one that can support different departments – a finance team, a project management team, an HR team and so on – it’s important to include at least one representative from each area to be involved in launching the software. This is important, as each department has specific requirements, workflows and challenges that need to be accounted for.
• End users: The employees who will be using the software on a day-to-day basis are imperative to the implementation process. These individuals often can help shape the actual use of the software, identify pain points and prevent workflow disruptions during active construction. The more end users you involve in implementation, the more likely you are to experience high user adoption after the software launch.
• Executives and leadership: If you’re a smaller contractor, chances are an executive is already involved in implementation from one of the aforementioned areas. Still, it’s important to reiterate that a successful rollout starts from the top. Executives typically own strategic direction – and budgets – so it’s important for them to be involved throughout the process to ensure the implementation remains a priority and is given the resources it needs to be completed successfully.
• Vendors and third parties: In construction, there are many third-party contacts you work with on a daily basis. Subcontractors, for example, may be affected by a software rollout, especially if their methods of communication will change as a result of the software features. While you can’t expect your external contacts to get down in the trenches with you during implementation, it’s important to take their feedback into consideration as you demonstrate the value your new software will bring to each working relationship.
• Implementation team: Don’t forget, a software implementation is not something you’re facing alone. Your software vendor should be supplying you with a dedicated and knowledgeable team of specialists to work with you in ensuring your specific business needs are being met. At Buildertrend, for example, we offer each customer a dedicated support team to go through structured one-on-one training with you and your team to ensure our construction software is working for you from the start.

Your implementation team – which should include members of internal staff as well as experts from your software provider – is critical to your software project’s success. The more buy-in you have, the more you’ll be able to ensure the software is accepted, used and optimized post-rollout.

Preparing for, selecting and implementing construction software

Often, people think of implementation as only the steps that occur after software selection and before the software goes live.

In fact, a successful implementation plan includes the pre-implementation and software evaluation stages, as well as the actual execution of setting up the platform and rolling it out.

Each of these phases has something in common. Each requires seven key steps to complete to be successful.

What to do before implementing a new software

1. Conduct a needs assessment: A comprehensive construction management software is an important investment for your business. Make sure you understand your existing processes, workflows and pain points within your company. This will help you identify what you need from a software solution and where you can experience the most significant benefits and improvements.
2. Define goals and objectives: Clearly establish what you want to achieve with software supporting your business. Set specific, measurable, achievable and relevant goals. For example, one goal you may want to achieve is improved field-to-office communications within a certain time frame by implementing mobile-based software to enable real-time reporting, task assignment and data sharing.
3. Determine a budget and resource allocation: Consider the costs associated with software licensing, training, data migration and ongoing support. From there, you can better understand how you’ll need to allocate resources to complete implementation and support the continued use of the software after it goes live.
4. Plan for change management: The goal of a software implementation is to improve workflows and gain more value from current processes. In some instances, this can be met with resistance by your team, both in the office and at the construction site. Develop a change management plan to address resistance and support employees as everyone adapts to the new software – and strategic direction – together.
5. Establish project team roles: Remember those key stakeholders we listed above? This is the step where you assign specific individuals to specific roles within the implementation process. Clearly define each role and its responsibilities. This can help ensure accountability and strengthen collaboration within the implementation team.
6. Set realistic timelines: Just as it’s important to establish a realistic timeline for a construction project, a well-planned implementation timeline helps manage expectations while keeping milestones on track.
7. Prepare data and systems: Evaluate how you’re collecting, organizing and storing your current data. This might include scheduling, task management, payroll and billing, construction contract development, document storage, communication plans, client information and more. If needed, take steps to clean up information (removing duplicate client contacts, for example) so you’re only migrating good data into your new system.

How to choose the right software for construction companies

If you’re trying to move away from manual processes and inefficient workflows, it’s important to choose the right construction company software from the start. But how do you go about deciding what features would provide the most value to your specific needs?

First, assess your pain points to identify the essential functionalities for your business. Then, research and evaluate options that align with those requirements, factoring in the software’s scalability, user-friendliness, reputation and integration capabilities.  

Use this list of features as a starting point for your evaluation.

Software requirements for construction companies

1. Project management: These features help you plan, execute and monitor construction projects through task management, resource allocation, document control, change order management and progress tracking.
2. Estimating and bidding: Cost estimation features ensure your bids are accurate from the start. These tools should include features for takeoff, job costing, templatization and proposals, as well as a way to track costs through a database.
3. Scheduling: Use scheduling tools to create and manage project timelines, allocate resources and optimize project schedules. Software features should include ways to track resources and equipment while also managing subcontractors and vendors.
4. Document management: Centralized document storage helps streamline document management, ensuring a shared and accurate understanding of project details by all people involved. Software features should support document sharing and version control.
5. Financial management: This requirement can encompass many different financial needs, including budget management, online payments and purchase orders, among others. More specifically, you should look for ways to templatize budgets and cost breakdowns, organize cost codes, provide accurate cost comparisons and integrate with accounting software for accurate financial visibility.
6. Reporting and analytics: Advanced reporting and analytics tools provide insights into project performance and benchmarks. Software features should include easy-to-navigate dashboards for quick insights as well as more in-depth reporting capabilities.
7. Mobile: With most construction professionals always on the move, mobile access to the features listed above is imperative to keep your business running, even when you’re away from your desk. Some top mobile features to consider might include daily logs, scheduling and communication features.

Seven steps to implementing your construction software

Once you identify, demo and select a proven and trusted construction software, it’s finally time to carry out your implementation plan.

1. Identify, prioritize and plan: Chances are your software vendor has a basic implementation procedure it likes to work from, ensuring a rollout of product features that bring a maximum amount of value to customers. Still, it’s important early on to discuss your desired timeline so you can all work together to prioritize and meet project milestones.
2. Migrate and integrate data: Migrate and integrate existing data from any legacy systems you might be operating into your new construction software. This process includes cleansing and reorganizing data as needed to ensure seamless integration.
3. Customize: Every business works differently, so it stands to reason your use of software might vary from even a close competitor. Discuss custom settings, forms, reports and any other functionalities you may be needing to ensure you get the most out of your software use.
4. Transfer knowledge: Throughout the rollout process, it’s important to train your team members on how features are being set up – and how they will be using them on a day-to-day basis. With this hands-on approach, you can ensure a smooth transition while also ensuring a quick adoption from every member of your team. Remember, the more active you and your stakeholders are during implementation, the faster you’ll see results.
5. Pilot: Before officially launching your construction software, pilot the systems within a controlled environment. That may mean you have a single project manager test some functionalities within scheduling or communication, for example, before you begin building all of your schedules within the new system. This step helps ensure your team can spot performance issues and test functionality before full implementation.
6. Adjust: Based on the feedback received during the pilot phase, make necessary adjustments to your software use. Address any issues and incorporate user suggestions to ensure it aligns with your needs.
7. Go live: After completing these steps, it’s time to launch the software for use across your company. Be sure to communicate how to access and use the software, and provide training sessions as necessary. It’s also a good idea to ensure you have a process set up to accept suggestions and questions on an ongoing basis.

A successful implementation plan: The Buildertrend way

Use this to serve as your comprehensive guide when preparing for, finding and implementing construction software. But you don’t have to complete every step of this process alone.

Buildertrend offers specific insights for the residential construction industry and has built software around that expertise. We offer the best in construction company software, specializing in an integrated approach to financial, sales, project and customer management – all within one platform.

Beyond that, though, we pride ourselves on ensuring our customers experience only the best in continued education and support, including:

• A dedicated support team
• 24/7 Help Center access
• Buildertrend Learning Academy
• Buildertrend University
• Onsite Consulting

Learn more about each of these resources – as well as gain tips for new user setup – today. There’s no other team that has your back more. We’re as invested in your success with our platform as you are. If you’re ready to give Buildertrend a try, schedule a demo today.

Construction software implementation FAQs

Get answers to the most common questions about implementing construction software into your business.