In the AEC industry, effective communication and collaboration are paramount. As we’ve discussed previously, email can’t meet modern demands. To maintain a leadership role in your projects, you need to work with something real-time and trustworthy like Concert.

In this post, we will guide you through the process of transitioning your firm from email to Concert, using a simple five step process:

ADAPT – Assess, Design, Apply, Package, and Transform.

1. ASSESS Your Current Communication Workflow: Before making any changes, it’s crucial to understand your current email processes. Conduct a thorough assessment of how your team currently uses email:

• Identify Pain Points: Identify the shortcomings of your current email-based communication. Capture examples of communication issues like optimal vs actual response times, processes for handling large data transfer protocols, record retention processes, and information dispute resolution. This needn’t be an exhaustive list, but recognition of a few of the items will help you to demonstrate the measure of improvement with your team.

2. DESIGN your Implementation: Transitioning to a new platform requires engagement from your entire project team. Here’s how to get them on board:

• Pilot Project: Start with a pilot project to test Concert’s capabilities and get feedback. Choose a project that is representative of your typical workflow but not too complex.
• Phased Implementation: Roll out Concert in phases, starting with one department or project at a time. This allows for gradual adaptation and troubleshooting of any issues.
• Set Clear Milestones: Establish clear milestones and timelines for the transition. This keeps the project on track and ensures everyone knows what to expect.

3. APPLY what you’ve learned: A well-structured transition plan is key to smooth implementation.

• Training Sessions: Organize workshops and training sessions to familiarize your team with Concert’s features and benefits. Highlight how it addresses the pain points identified in Step 1.
• Demonstrate Benefits: Show real-world examples and case studies where Concert has significantly improved project outcomes. Emphasize the efficiency, real-time collaboration, and data management advantages.

4. PACKAGE with your existing tools: When integrated with the tools your team already uses, Concert will deliver the greatest value. Here’s how to make it seamless:

• Data Migration: Ensure that all necessary data from your current systems is migrated to Concert. This might include emails, project documents, and communication logs.
• Tool Integration: Concert can integrate with various tools commonly used in the AEC industry, such as BIM, CAD, and project management software. Setting up these integrations ensures a smooth workflow and minimizes disruptions.

5. TRANSFORM your communication culture: Once implemented, continuous monitoring and optimization are crucial for long-term success:

• Monitor Usage: Track how your team is using Concert and gather feedback. Are there any recurring issues or features they find particularly useful?
• Provide Ongoing Support: Every company has “SMEs” – the people who really dig in to the details to understand advanced features, workflows and opportunities. Identify the Concert SMEs in your organization and give them the opportunity to lead by example.
• Continuous Improvement: Regularly review and optimize your workflows. Take advantage of new features and updates from Concert to continuously improve your communication and collaboration processes.

Conclusion

Transitioning from email to Concert is a strategic move that can significantly enhance your firm’s efficiency and collaboration. By assessing your current workflow, designing the transition, applying what you’ve learned, packaging with your existing tools, and transforming your communication culture, you can ensure a smooth and successful transition. Embrace the future of project management and communication with Concert and lead your firm toward greater success in the AEC industry.