What to expect, now that you're expecting

A reference guide to help you through the challenges, the process of a technology adoption, and getting your people to follow.

SMARTBUILD CONSTRUCTION SOLUTIONS

A LETTER FROM OUR FOUNDER A REFERENCE GUIDE

There is no schooling for this

Thirty years in construction, and the hardest part was never the building.

I spent 30 years in the industry, educated as an engineer. I never took a course on HR, how to implement technology, or how to build it.

There is no schooling for this. Nobody sits an owner down and explains how to change the way a whole company works while also caring about how your people feel!

I have been in your shoes, and let me tell you, what you are bringing about is not only a corporate change, but a social change in your company.

It’s the shift you need to make to become a true contender and compete against the giants in your industry.

So we wrote down what we learned doing it alongside other companies like you. Every step in this book earned its place, either because we watched it work or because we watched somebody pay for skipping it.

This isn’t a journey you have to take alone. We’re your partner every step of the way. We help solve challenges, lighten the workload, and support your success.

Zulqernain Malik

OWNER & FOUNDER, SMARTBUILD

YOUR PART AS LEADERSHIP

WHAT YOU DO

Communicate clearly and consistently that this change matters.

Attend learning sessions and lead by example.

Recognize and reinforce adoption when you see it.

WHAT WE DO

Configure your platform.

Train your team through hands-on sessions in their own accounts.

Monitor adoption and share insights on what’s working and where support is needed.

3 GROUPS THAT WILL BE LEARNING

YOUR SUPPORT TEAM

Their day to day workflows change the most, and there is typically a generational divide.

YOUR PROJECT MANAGERS

They set the standard. If they embrace the system, their teams are more likely to follow.

YOUR FIELD TEAM

They often have the least time for training and the most practical barriers to adoption.

YOUR TAKEAWAY Communicate, participate and reinforce. Everyday leadership skills that will be the foundation of this journey!

Tick this to confirm your part.

It is on your leadership team to be the change you want to see in your organization.

STEPS TO FOLLOW

READ THIS FIRST

Finish this book. It tells you about the journey ahead.

MAKE ROOM FOR YOUR OWN PART

Understand what onboarding asks of you, and make the time for it.

ASSIGN YOUR INTERNAL LEAD

One person on your team who carries this alongside you.

TELL YOUR TEAM YOURSELF

Share the news in your own words. Tell them they are part of this, and that you are with them the whole way through.

AGREE HOW YOU WILL WATCH IT

With your lead, decide how you will check who is using it, and how often you will recognize the people who are getting it right.

SET UP THE ROOM

Get ready for learning: how to prepare your team, and set up the physical experience that will promote and support their journey!

BOOK THE CHECK-INS

Book your check-ins with our team, and show up for them.

FIND YOUR INTERNAL LEAD

WHO THIS PERSON IS

This person is open to change, and excited about new journeys.

This person is seen, and respected for solving challenges.

This person will be given authority for this implementation, and the team will know that.

Serves as the primary point of contact between your team and SMARTBUILD.

Has dedicated time each week to support the rollout.

YOUR TAKEAWAY Someone on your team needs to own this day to day, and everyone needs to know who that is.

Tick this to confirm you have your lead.

One person owns this role, and they know it.

ORGANIZING YOUR TEAM

It is important to know and understand how your team will react and respond to this change. Organize the people into the following categories:

The early adopter

These people like new toys and are open to change. They come in all shapes and sizes.

The respected field leader/influencer

A field person that is respected and trusted. They know how to influence and deal with resistance.

Your speed bumps

Your least confident users. The people who will need more time to get comfortable working on a screen.

The skeptics/detractors

Anyone who thinks this is a bad idea. Tell us who they are early. We would rather answer their objections in week one.

YOUR TAKEAWAY Understanding and knowing your team’s learning patterns will make this journey more predictable!

SHARING THE NEWS

Implementing software is more than introducing a new tool. It changes how work gets done, and your team will want to know what it means for them.

START WITH THE WHY

Share your vision of where you want the company to head, and understand that this is going to have an impact on the workers but will lead to a better outcome!

SAY We’ve grown from 12 people to 40, but we’re still managing projects the way we did when we were much smaller. We need better systems to support our growth.

DO NOT SAY This will help us become more profitable!

THE POWER OF INDIVIDUALIZED MESSAGES

SAY Dear (department name) team, I appreciate all the hard days and long weeks, and I want to make things better for you and for the company. We are introducing SMARTBUILD into our daily culture and operations!

UPDATED NEWS

Sharing adoption progress is key.

SAY Our field team generated 100 new site reports, and a special thank you to Dave for the outstanding daily report. Thank you to Mark for closing out the RFIs in record time.

YOUR TAKEAWAY Exciting news from leadership invokes excitement within the team. Be passionate about why you are doing this!

WHO SAYS IT, AND WHEN

LET THE LEADERS DELIVER THE MESSAGE

It has to come from them, not from us. A vendor announcement and a direction from your own foreman are heard differently. Teams are more likely to listen to people they already trust.

SAY I’ve used the system myself. Here’s what will change, what won’t, and how it will help us do our jobs better.

DO NOT SAY SMARTBUILD will explain all of this to you.

TIMING IS EVERYTHING

Do not allow the rumours to germinate. Do not let your team find out from someone else.

SAY You are hearing this from me first, today, before anyone else tells you.

DO NOT SAY We will tell you more when we know more.

YOUR TEAM’S INNER VOICE

If you don’t communicate clearly, people may assume:

They think technology is more important than me.

They want to spy on me and track me.

I have to learn something new, to make them more money.

YOUR TAKEAWAY Communication before they get an email from SMARTBUILD will set a positive tone for this journey.

B.U.I.L.D.

Our own method. Use it to become the storyteller inside of your own organization.

BACKGROUND

Where the company is now, before software is mentioned. “Twelve guys to forty, and we still run jobs the way we did at twelve.”

UNPACK

What is actually changing. Not “we are implementing SMARTBUILD,” but “from Monday, daily reports go in on a phone, not on paper.”

INDIVIDUALIZE

What changes for the person in front of you. A super hears “no more driving timesheets to the office.”

LEVERAGE

What they get out of it, in their words. “You get your Friday afternoon back,” not “better visibility.”

DELIVER

Say it in person, and answer their questions.

Influencers first, so they help you carry it.

Skeptics/detractors second, while you can still answer them.

Everyone else last, from you and their own managers.

YOUR TAKEAWAY Give B.U.I.L.D. to your managers. It has to come out of their mouths, not ours.

Tick to confirm the message is yours.

Your managers tell your people, before we do.

ADOPTION DOESN’T HAPPEN BY ACCIDENT

This is a fact: we worked with an owner whose team did not use the software. Why? They knew he was not checking in on them.

Don’t wait until months later to discover adoption has stalled. Before implementation begins, agree on what you’ll measure, how often you’ll review it, and how you’ll recognize success.

What to measure

Work with your internal lead to identify the key adoption metrics you’ll track and share with SMARTBUILD.

How often you look

Set a regular review schedule and stick to it. Consistency matters more than frequency.

When adoption is strong

Recognize and reinforce the behavior you want to see. A simple acknowledgment in front of the team can go a long way.

When adoption is low

Start by asking what’s getting in the way. Look for obstacles, gaps in training, or process issues before assuming people are unwilling to use the system.

YOUR TAKEAWAY Leadership attention drives adoption. The companies that see the most success are the ones where leaders regularly review usage and discuss it with their teams.

Tick this to confirm you have a way of watching.

You know which numbers you will look at, and who gets told when they are good.

GETTING READY FOR TRAINING

SETTING UP THE SPACE AND TIME

Making sure their learning location is ideal for up to 3.5 hours. Focus on settings that will not interrupt them or disrupt them.

ZOOM ON EVERY DEVICE

Support each learner with having Zoom on their device. Be prepared for a tutorial or dry run of logging in with Zoom, and we can help as well. Walkthrough: how to download Zoom and share your screen

BREAKS, SNACKS, DRINKS

Having some snacks and drinks during their learning session will create an inviting atmosphere! Focus on how to help facilitate this with your remote team.

YOUR TAKEAWAY Proper preparation leads to better participation, faster adoption, and more productive learning sessions.

Tick this to confirm the room is ready.

Zoom is installed and your managers have explained the why.

ON TRAINING DAY

REMIND THEM TWICE

Send out a reminder 48 hours and then 24 hours before the learning session. Remind them this is mandatory, not optional.

COME PREPARED

Remind your team that this is an interactive learning session and they need to be prepared with their devices.

SENIOR MANAGEMENT IN EVERY SESSION

Senior management and your lead implementor need to be present for every session.

YOUR TAKEAWAY The sessions only work if your people are prepared.

THE CHALLENGES ALONG THE WAY

HICCUPS

All implementation plans are ambitious, and we sometimes forget that there are interruptions. Be flexible, but don’t forget to communicate.

INDIGESTION

The workflows are not the same as your current setup. Remember, you bought a process based platform, not a fully customized solution. Be ready to have those conversations with your team.

HEARTBURN

Your team likes the old way and doesn’t want to change. Provide your positive assurance that you are moving forward in a new manner, and that some of the old ways will be missed.

TEMPER TANTRUMS

Not everyone on the team is going to like this, and they will become vocal or non responsive. Be prepared to have one on ones. Do not detract from your goal, reinforce it.

GROWING PAINS

This is a marathon, not a sprint. Be prepared to take your time with implementation. Not everyone can run a marathon… yet.

YOUR TAKEAWAY Expect every one of these. Plan for them, keep communicating, and do not let them move your goal.

THE KICKOFF CALL

WHAT WE COVER

MEETING YOUR TEAM

Get to know the people you’ll be working with and who to contact when you need help.

WHAT WE HEARD

We’ll review what we’ve learned so far and confirm we’ve correctly understood your priorities, pain points, and objectives.

DEFINING SUCCESS TOGETHER

We agree what you will measure, how often you will review it, and how you will recognize the people who are getting it right.

NEXT STEPS

We’ll review what needs to be prepared, who will be involved, and what happens next.

WE ARE HERE FOR YOU!

YOUR CHECK-INS

We’ll schedule regular check-ins with your internal lead throughout implementation and after you go live. The frequency will depend on your needs and progress. During these check-ins, we will:

Review adoption and learning progress.

Identify teams or individuals who need additional support.

Address questions and resolve issues before they become larger problems.

Keep your implementation moving forward.

WHO TO TELL, AND WHO YOU WILL MEET AT KICKOFF

CUSTOMER EXPERIENCE LEAD

Miranda D’Orazio

Your main point of contact, and your escalation point if the plan needs to change.

IMPLEMENTATION & TRAINING

Tony Spalvieri

Trains your teams on how to use the platform.

SENIOR SUPPORT SPECIALIST

Devon Elliott

Helps you with problems on the platform.

YOUR TAKEAWAY No implementation is perfect. Questions, setbacks and resistance to change are normal. What matters is addressing them early, so tell us and we will help your team work through it.

ACKNOWLEDGMENT

Click this box when you have read this, and confirm you’re ready for your kickoff call.

This is a requirement, not a formality. We do not book your kickoff until it is ticked, because the call only works if you have read this first.

See you at kickoff.