Switching systems is never easy. Changing your job management software can feel risky. Especially when removing a key piece from a balanced structure.
Whether you run a fabrication shop, manage construction projects, or handle finances, this change can be daunting. You want better management tools, more clarity, and stronger results—but how do you leap without everything falling apart?
I recently listened to a conversation between Tony Harcourt, who co-founded WorkGuru, and Hadleigh Milligan, founder of DataThrive. They unpacked this challenge in detail, offering grounded, practical advice that’s worth passing along. If you need a job management system for construction, fabrication, or engineering, this is for you.
1. “Rip and Replace” Sounds Fast—But It's Risky
One of the first points they tackled was the seductive idea of doing it all at once.
You might think: Let’s just cut the cord. Out with the old, in with the new.
But Hadleigh said, "People undervalue the disruption that causes." Trying to switch everything at once usually causes problems. Even tougher is the situation when your team members are busy.
You’re not just swapping one tool for another. You're shifting how people work. That makes an all-at-once switch high-risk, especially when you rely on consistency for day-to-day business operations.
What to do instead? Think in phases.
2. A Phased Rollout Helps You De-Risk Change
Rather than launching everything at once, Hadleigh recommends rolling out your new software solution in stages.
Let’s say you’re in construction and manage dozens of monthly projects. Instead of switching your entire workflow to a new platform, start with something like quoting or scheduling. Or if you're a bookkeeper working with trades clients, consider beginning with inventory management or timesheets.
This phased software rollout helps your team get comfortable in stages—and gives you space to adjust before bigger problems arise. “People can forgive one or two things going wrong,” Tony notes. “But not a total failure. That’s what kills trust.”
Many teams still rely on spreadsheets, whiteboards, and scattered Google Docs to run jobs. It might work—for now. But as the volume of work grows, so does the cost of a slow process.
When the quoting tool fails to link with the invoicing system, issues emerge. Manually updating stock levels across various platforms leads to errors. These manual tasks are time consuming. A reality for small businesses with limited time and resources.
Implementing the software solution can simplify these challenges.
One of the most important things I heard in the conversation? An implementation plan for software is a team sport.
You need project managers, admins, accountants, and decision-makers on the same page. Saying, “Here’s the new system—use it,” is not enough. You have to show how it improves their lives.
Understand pain points across roles for risk assessment. For example:
Fabricators want accurate stock levels and job costing.
Admins need faster data entry and fewer double-ups.
Project managers want timelines that reflect real capacity.
Hadleigh shared a story about a company that launched a new system without involving its users. The result? A great platform, completely ignored by the staff.
Instead, involve your team early, listen to their concerns, and build around their workflows—not just around features.
5. Communicate the Why (And Keep Communicating)
Improved communication is one of the biggest drivers of successful change, but it doesn't happen automatically. People need context.
If you're leading the change, it’s your role to keep repeating the 'why' behind the new system. Why it matters, why it’s better, and how it supports your business goals.
Clarity beats hype. Don’t oversell it—be consistent and visible in your support.
The biggest problem isn’t the job costing software, but the stuff that sits around it. Ask yourself: what people know, what people do, and how they communicate.
Hadleigh Milligan
Founder at DataThrive
6. Small Wins Build Momentum
During the episode, both speakers stressed the power of early wins. If your team sees progress—better visibility into project costs, fewer admin hours, smoother communication—they’ll start believing in the change.
So don’t wait for perfection. Instead, track those small improvements, share them, and celebrate them.
One tip I liked? Hadleigh recommends documenting “before and after” snapshots to prove ROI. Even if it’s just hours saved per week or reduced errors in job costing, these stories go a long way in building buy-in.
7. Scaling Operations With Better Systems
Tony says something we often overlook: software isn’t just about automation but clarity.
When implemented well, job management tools give you a single source of truth for your operations. That means you can track stock accurately, see real-time jobs, and catch risks before they escalate. You’re not just speeding things up—you’re getting a clearer view of how your business is performing.
This visibility helps business grow and allows faster and more confident decisions. Also key to setting up continual improvements across departments.
Tony and Hadleigh both emphasized how important it is to start small.
Track your early wins—maybe it's reducing double-entry, improving quoting accuracy, or saving time on invoicing. Whatever it is, make it visible. Hadleigh advise:
“Start with something simple. Measure the improvement. Then grow from there.”
Success breeds confidence. And confidence fuels adoption.
Finally, the conversation turned to long-term success. Implementing the system and walking away is not enough. You need someone (or a team) to own it.
Who’s making sure data-driven decisions? Who’s training new staff? Who’s checking if people follow the processes? Without ownership, even the best tools fall into disuse.
Be responsible in your management process. Assign key players to support others and connect with customer support.
Practical Next Steps If You're Considering a Change
If you're considering a software change, here’s a practical roadmap to reduce the risk and improve efficiency:
Audit your current process. Where are the bottlenecks? Who is most impacted?
Define your core goals. Are you trying to reduce admin in construction projects? Improve project visibility? Clarify costing? Do you need accounting software integration?
Start with one function. Begin where impact is high and complexity is low.
Build team collaboration. Don’t go it alone—loop in voices from finance, ops, and on-the-ground roles.
Document before/after. Start tracking progress, even if it's minor.
Assign ownership for better business systems clarity. Don’t let systems become “everyone’s job.”
How to Start Your Job Management Software Transition
Change is tough—but stagnation is worse. If you're overwhelmed by the idea of switching your job management system, you're not alone. Many businesses across the construction industry, engineering, and fabrication sectors are facing the same challenges.
The key isn't to move fast, but to move smart.
Start small, build trust, and focus on your people. Choose a system that supports your business requirements and provides excellent customer service.
