The Do's and Don’ts of Running a Successful Tech Pilot in Construction

You’ve probably heard the fear that “AI is going to take our jobs.” 

Let’s face it, with the construction labor shortage, we have plenty of jobs to fill. 

Construction can be a firefight, constantly putting out problems, only for new ones to arise; technology can be a valuable tool in the toolbox to help mitigate risk, increase efficiency, and improve project outcomes. 

However, when faced with a problem, it is critical that we don’t just throw technology at the problem and expect it to solve it. We need to have a clear idea of the process of piloting and ultimately implementing technology. 

This guide aims to provide practical insights into the do’s and don’ts of running a successful tech pilot in the construction industry. Let’s dive in!

Why Tech Pilots Matter in Construction

Before we get into the specifics, it’s essential to understand why tech pilots are crucial:

• Enhance Efficiency: The labor market in construction is likely to remain tight for some time; doing more with less is the new normal. New technologies can automate tedious tasks, allowing you to focus on critical aspects of your project.

• Improve Accuracy: When margins are tight, accuracy is paramount. Technology can minimize human errors, and act as another pair of eyes ensuring that projects stay on budget.

• Stay Competitive: McKinsey projects that by 2030, AI-driven digital solutions could reduce project costs by 20% and enhance productivity by 50%. You can’t expect to shun technology and stay relevant.

The Do’s of Running a Tech Pilot

Define Clear Objectives

Do: Set Specific Goals Before You Start

Oftentimes, the allure of the latest and greatest software can be hard to resist; however, before embarking on a pilot, we must have a north star on the specific problem that we want the technology to tackle.  

It’s essential that we don’t start with software that needs to find a problem but rather a problem that requires a technical solution.

Tips:

• Talk with your team: What parts of your current process are causing them the most pain? Ensure the pilot addresses a genuine need within your project or organization.

• Set North Star Metrics: Determine how you’ll measure success (e.g., time saved, reduction in errors).

Example:

“We aim to reduce submittal rejections by 50% over the next three months.”

Involve the Right Stakeholders

Do: Engage All Relevant Team Members

Deloitte found that one of the key areas in which construction companies could capitalize on future growth was to ensure that their employees’ skill sets are aligned with the future.

This includes proficiency with new technologies; involving key stakeholders in your pilot gives them much-needed experience and ensures they are equipped for the future of construction.

Tips:

• Include End-Users: Project engineers, estimators, and field personnel who will use the technology daily.

• Compatibility: Ensure technical compatibility with your current software solutions, to minimize any disruptions to your current process. 

Example:

Form a pilot committee that includes all relevant stakeholders and ensure they understand how this creates value for them and the broader company.

Start Small and Scale Gradually

Do: Begin with a Controlled Environment

Starting with a small project or a specific process allows you to manage risks and make adjustments as needed.

Tips:

• Select a Pilot Project: Choose a project where the impact can be measured without high stakes, or perhaps choose an old project to back-check how the solution would add value. 

• Monitor Closely: Keep track of how the technology performs and gather feedback. Ensure that the feedback is relayed to your software partner. 

Example:

“We implemented the new proposal review tool on a mid-sized project to evaluate its effectiveness before company-wide adoption.”

Pick the right partner

Do: Pick the software partner.

In construction, we’ve gone from a scarcity of technology to an abundance of technology, which has led numerous companies to offer solutions. Selecting the correct software partner with a proven track record of solving your problem is crucial.

Tips:

• Domain Expertise: Does this company have the domain expertise to solve this problem? 

• Reference check: Construction is a relationship-based industry; construction software is no different. Do you see yourself working with this company in the future? 

Example:

If your software partners previously worked in construction and specifically dealt with the issue you’re trying to resolve, this is a green light. 

Collect and Analyze Data

Do: Measure the Pilot’s Impact

Work with your software partner to define predetermined success metrics and measure how close you are to achieving them.

Tips:

• Create KPIs: Key Performance Indicators help quantify success. 

• Solicit Feedback: Gather input from all users to identify strengths and areas for improvement. Make sure and relay this back to your software partner to see their appetite to update in accordance with your feedback. 

Example:

“After 3 months, we reduced submittal rejections from 35% to 15%”

The Don’ts of Running a Tech Pilot

Don’t Rush the Process

Don’t: Skip Planning Phases

Construction Projects can be long and arduous. Make sure you manage expectations of what can be achieved in weeks; real innovation is often incremental and could take months to manifest.

Pitfalls:

• Unclear Objectives: Without goals, you can’t measure success.

• Overlooked Details: Your software partner should provide you with a roadmap from pilot to implementation, ensuring nothing is overlooked. 

Advice:

“Measure twice and cut once” 

Don’t Neglect Team Communication

Don’t: Assume Everyone is on the Same Page

With the explosion of technology over the last ten years, some in construction have software fatigue (And in some cases, rightfully so!). When leading the pilot, ensure that you take the time to ensure the entire team is in sync. 

Pitfalls:

• Appeal to self-interest: Team members may be hesitant if they don’t understand the benefits; make sure you can explain how this software can make their lives easier. 

• Inconsistent Usage: Without clear guidance, the technology may not be used effectively, and your software partner should do the heavy lifting for training your team. 

Advice:

“Maintain open lines of communication and encourage questions and discussions.”

Don’t Ignore the User Experience

Don’t: Overlook Usability

Usability is critical to adoption; without adoption, the problem you’re trying to resolve remains. When leading a pilot, putting yourself in your user’s shoes is essential. Do you understand how to use this software? Is it simple to navigate?

Pitfalls:

• Frustration: Complicated interfaces can lead to errors and frustration and low adoption.

• Abandonment: Users may revert to old methods if the new tool is cumbersome, and you're left paying a subscription for something that isn’t used. 

Advice:

The more complicated a solution is, the more time you’ll need to implement it. 

Don’t Skimp on Resources

Don’t: Underestimate the Investment Needed

Once you decide to pilot a solution, ensure you are fully committed to its success. This may require time, but without the correct investment, it may fall flat. 

Pitfalls:

• Insufficient Training: Cutting corners on training can lead to ineffective use.

• Lack of Support: Without dedicated support, issues may go unresolved.

Advice:

Commit to resolving a specific issue that you have and ensure that your pilot is given the investment required to succeed. 

Don’t Fear Failure

Don’t: Avoid Trying Due to Fear of Failure

Construction is changing, and the most significant risk that construction companies could take is trying to resist this change. 

Pitfalls:

• Missed Opportunities: With AI purportedly set increase project efficiency by 50% by 2030, avoiding technology due to fear of failure presents serious risk. 

• Stagnation: Failure to innovate may put you behind competitors, which could result in lost work/tighter margins. 

Advice:

As with every industry, innovation is happening, and the most significant risk is to do nothing. 

Making Technology Work for You

Running a tech pilot is not just about testing new tools but tackling real issues and improving project outcomes. By following these do’s and don’ts, you can confidently navigate the complexities of tech implementation.

How BuildSync Can Help

At BuildSync, we understand the challenges that operations teams face. We’re built by ex-construction professionals who spent many years in the trenches building projects across the United States. 

BuildSync automates the submittal review process to ensure that your projects run on time, budget, and schedule. 

Why Choose BuildSync?

• Efficiency: Save time and resources with advanced tools that automate submittal reviews.

• Reliability: Dependable results provide peace of mind, allowing you to focus on critical project aspects.

• Innovation: Stay ahead with cutting-edge solutions tailored for the modern construction industry.

Key Features:

• Submittal Compliance: Streamline reviews, reducing time from weeks to less than an hour.

• Semantic Search: Find relevant specifications quickly by asking complex questions in plain language.

Ready to Transform Your Workflow?

Implementing new technology doesn’t have to be overwhelming. With the right approach and tools, you can enhance efficiency, improve accuracy, and deliver successful projects consistently.

Take the Next Step:

• Visit our website: Learn more about how BuildSync can meet your specific needs at www.buildsync.ai.

• Schedule a Demo: Experience firsthand how our solutions can integrate into your workflow seamlessly. Schedule a demo today!

• Contact Us: Have questions? Reach out to our team for personalized support.

Building Confidence and ensuring Compliance—that’s the BuildSync promise. Join the many construction professionals who have transformed their preconstruction process with our innovative solutions.

At BuildSync, we’re here to support you every step of the way. Let’s build the future of construction together.