The Challenge of Implementation
Implementing anything new can be a huge challenge, whether you are implementing some new solutions, such as new piece of software, new set standards, or even a training program. No matter how large your organization—from one person to thousands of people—implementation needs careful planning
Let's take Building Information Modeling (BIM) as an example. When we were first introduced to this new process I think many people just saw this as a 3D modeling tool (me included), but now we know that BIM is far more than just creating a 3D version of the structure.
Software
Let’s be honest, most of use love having something new. For example, when Autodesk releases the latest version of Revit®. We all look to see what great new tools have been included or how a tool has been enhanced to make it better than before.
Say you’re the company's software account manager who has to continually look for new software solutions and make sure the company gets the right tools to do the job.
Then it is up to you to manage what software solutions your users can have installed. Say you have an organization of 20 staff members. Two are only admin staff, but need to print drawings, and the rest are designers, engineers, and technicians. You need to decide what software solutions they all need or if they need any. It is pointless buying software that will sit unused on a shelf. On the other hand, you don’t want to have an inadequate supply.
There will be some employees who are high/heavy users of the software and it is going to be a must that they have a license. Let’s say these are the technicians who are modeling the structures. These users would need the Autodesk Collections, which would allow them to use Revit, AutoCAD®, Navisworks®, Advanced Steel, and any other solutions that come with the suite of software.
If your engineers are doing design, then they may use Robot Structural Analysis so they could benefit from the collection also. If each is using only a small percentage, then a network license could be shared among a pool of engineers.
Take into consideration all your company’s needs so everyone gets what they require, and you don’t end up with people sitting around doing nothing because they can’t get a license. I have seen that happen: a user takes a full AutoCAD license just to view a drawing rather than using something else such as DWG Trueview.
Managing the type and number of licenses is not easy as this can vary from week to week, project to project. The way Autodesk and other software companies now offer their licenses is helpful. The rental option makes good sense to me as it allows companies to increase the number of licenses over a set period then they have the option to relinquish them once they are no longer required.
Remember when someone first used a certain piece of software and might not have been able to export it into another software format? Stopping another application from reading that information renders team members unable to collaborate. Like before, Revit models could be taken into analysis software such as Robot Structural Analysis or even into Advanced Steel to produce fabrication models/drawings.
Being able to collaborate with other members of a design team is an important part of designing structures today. If we can’t do this it makes the design difficult and opens the door for us to miss major design flaws. It can also cost large amounts of money in rework on-site. Most design team meetings are held with each design team running through their models. Looking at clash detection at any design phase during a project—engineers, architects, and contractors sat around a table just looking over hundreds of drawings laid out on the table. This is where the Autodesk BIM 360 cloud solutions have come in. You can do this from anywhere in the world now.
Figure 1: Software installing
Note: Consider testing any software installation, update, or bug fix before it goes live across the organization. You wouldn't want all the users having problems at the same time.
New Software Versions
When I get wind of the latest version I am looking to get it installed as soon as possible so I can try out the new tools.
You’re going to get some users who just love a piece of software so much they demand the new version installed the minute it is released, even though it might be months or could be over a year or two until they use it. So is there any real point installing it straight away?
There is a real argument for installing the new version or update. It is likely to have some great new tools, which can help users be more efficient and effective, help them collaborate with others, or just give them better tools to do their jobs. On the other hand, it could be worse and hinder how they work.
The next question you will need to ask is does the project you’re working on have a real need to upgrade to that version.
Figure 2: Model upgrade
Third-Party Applications
As much as I love software such as Revit and AutoCAD, it does not always do everything I need it to do. This is where the third-party applications come in. I have several third-party apps which enhance how my applications work. I would be lost without them.
We need to consider these just as much as the software itself.
- Will those third-party apps work in other versions or has the provider written for that version yet? If not, what are you going to do?
- Does the software now have those tools built in?
- Dynamo has opened so many ways to work with Revit now and is integral to many users. Don’t forget Dynamo is open source and there many users out there doing some wonderful things with it. If you’re not using it please check out http://dynamobim.org. You will need to make sure your scripts continue working with any upgrade or new version.
Training
I have presented the considerations in this article in no particular order, but before you jump the gun and think training needs to be top of list, stop and think first. This is the biggest challenge implementing change—training all your staff to use any application.
I had some basic training in AutoCAD at college and picked it up quickly. When I started using Revit, the company I worked for allowed only one user to go for training. The person returned and gave the others about three hours to get an understanding. The rest of the time we had to just figure it out. I don’t mind doing this, but I believe it cost the company more time and money in the long run. It is not something I would have recommended.
A big part of user training and development requirements is planning. If you get this wrong it will not only cost you time, resources, and money, but you could lose work and clients because you are unable to do the work.
If you invest in training in the right way you should get some good return on investment (ROI) such as the following:
- Happy employees, who are likely to be more loyal.
- Higher skilled workforce.
- Enhanced operational efficiency.
- Possibly decrease turnover.
- The ability to bid for work in other markets.
- A likely competitive advantage over other companies.
Don’t stop there—make sure you continue the training and development and keep moving forward. Before you undertake any training, plan it out correctly and make sure the training is provided at the right time to avoid wasting time, resources, and, most of all, money.
Tip: Assess your users’ skill levels by asking them to take a test to see where they may need further training. You could have them get certified in the software they use.
Software Templates
With every new software installation, you will need to configure it to suit your users and company needs.
If you just continue using the out-of-the-box templates, you and your coworkers will be constantly recreating things. So create your own company-wide templates with all the general requirements you need.
And don’t forget you will need to build yet another template and add it to the deployment so all users use the company project template and not a random out-the-of-box one. Make sure all of your library components work.
Hardware
It is okay to buy the best or latest software to do your job, but also make sure your hardware is up to running the software. You hear it so many times: someone buys a new piece of software and installs it, then the user just sits there watching the screen and waiting for the computer to complete a task.
If you’re implementing change, do not leave out the hardware. It will only come back to get you. Here are a few things to consider:
- Check the system requirements. Don’t go for the basic entry-level—you may end up buying new hardware more regularly than you think.
- Graphic cards – if you’re looking to do things like rendering you will need a good one.
- Memory – don’t leave the machine short.
- Storage – the hard disc space can fill up very quickly.
- Leave some room for expansion to your machines if you can.
- Monitors – give users two monitors as it helps viewing information and saves on printing drawings.
Figure 3: Two screens
Tip: Check the Autodesk system requirements webpage before you buy, then talk to your authorized Autodesk reseller. They usually know what is best.
Standards
One of the biggest considerations for every organization will be the company’s standards. If there aren’t any, it will create so many problems as everyone is likely to just do whatever they like. The quality and style is likely to vary across everybody’s work.
If you have a CAD and modeling standard, then don't just set it up once and think it will be fine forever. It will need to evolve along with your software and hardware.
Client standards are another thing to consider as some may wish to accept your work as it is, but others may set out their standards and request you follow them. If they have a template, make sure they supply it to you. Also check that the client’s requirements have been clearly identified before you begin working. Ask your team if it is possible to implement the client’s requirements.
Feedback
One thing I have learned over my working life is if you don't ask for feedback you will never know if the change worked or was for the better. It does not matter how much you like the new software solution, it is essential to ask for feedback from other users during the process.
It is critical to understand any shortcomings at the initial phase. You don’t want to invest a lot of time, money, and resources into something that does not work.
Final Thoughts
Just think… by the time you have done all this an update will have been released or a bug fix required. Then the next version is here so you will need to start all over again.
The boss will be asking if you have done any work on live projects. The answer would be no because you spent every working hour doing all the above.
Then the bill comes in for your subscription and the next task is asking the boss to pay it.
There is not that much to consider when implementing change, is there?
