Tired of juggling software platforms that don’t talk to each other? Many construction, fabrication, engineering, and manufacturing businesses start out with different tools, hoping to simplify their work. But those tools can create more admin, duplication, and confusion over time. It becomes harder to get the information you need to stay profitable.
In our last podcast episode, Tony Harcourt of WorkGuru spoke with Jeffrey Atizado, the owner of SMB Consultants. They discussed common SMB tech stack problems and practical advice before implementing a job management system for your business.
Whether you're a manager, project lead, or bookkeeper, you'll find useful tips on improving your technology tools. The insights were too good not to share!
Why Disconnected Software Creates Chaos in SMBs
It's a familiar story. A business starts using one tool for quotes, adds another for tracking time, and then uses a spreadsheet for inventory.
When businesses try to grow without a clear job management system, they often turn to disconnected apps. The result? A “Frankenstein” system cobbled together with apps that don’t integrate and teams that can’t get a single source of truth.
Jeffrey Atizado, co-owner of SMB Consultants, put it best:
Businesses often stitch together multiple systems hoping they'll work in unison, but they're not designed to.
Jeffrey Atizado
Director at SMB Consulting
These mismatched tools create:
Gaps in reporting
Extra admin time
Poor decision-making from inaccurate data
Real example: One engineering firm, Tony Harcourt worked for, used Xero, Trello, a CRM, and Google Sheets to manage workflows. It felt like each team had its own island. But when tracking job profit, it was almost impossible to pull the correct numbers in time.
Map Your Workflow before You Choose Business Software
Before you choose a new system or upgrade your job management software, map out your workflow. This means understanding a job's path from start to finish, so you know where software needs to fit in.
Start by asking:
What triggers the job (quote, call, walk-in)?
What steps are repeated in every project?
Where do things go off track—stock delays, overbudget jobs, missed time entries?
What’s your current process for tracking progress?
Tony Harcourt calls this the “day in the life” method—looking at what happens on the floor and building your system around that.
đź’ˇ Pro Tip: Don't pick the software first and then figure out how to make it work. Determine your business needs first, then choose software that naturally fits that flow.
Improving Software Adoption: Overcoming Resistance to Change
Rolling out new construction business software or fabrication workflow tools is only half the job. The real work begins when you get your team to use them.
Watch the full chat with Jeffrey Atizado 👇
Why Do Teams Resist New Software?
Choosing the right software is just the beginning. One of the biggest hurdles is getting your team to use it.
It's common to feel unsure when starting new business systems. This is especially true in construction and manufacturing, where teams are often very busy. People may worry the software is watching their every move or fear their job could be on the line.
“We’ve always done it this way” isn’t just a saying—it’s a security blanket. Managers can stall progress if they’re not invested or don’t understand the benefits of project tracking systems. To start using project management tools, you need help from leaders and the IT team.
How to Lead Through Change, and Why "Set & Forget" Fails
As Jeffrey Atizado highlighted during the interview:
“You don’t just implement a system and walk away. You have to coach people through change, help them adapt, and build it into how the business operates.”
In other words, adoption matters more than features.
Let's say you invested in an ERP system. That investment may be wasted if your supervisor sticks to whiteboards or your admin avoids the dashboard. This doesn’t mean you must hire outside help for everything.
An experienced person, like a consultant or trainer, can help implement software for tradies. It can make a big difference in whether a system is used or sits unused. Here's how to lead a successful adoption:
Involve key staff in the selection process.
Appoint internal champions to test and lead.
Offer short, hands-on training—not one big info dump.
Make space for questions, feedback, and experimentation.
Change requires reinforcement, encouragement, and leadership to last.
Set Realistic Budgets and Timelines for Software Rollouts
Another common mistake? Failing to recognise the time and effort needed to get up and running.
It’s easy to fall into the trap of expecting “plug-and-play” results. Even the best job management software needs some setup. You must configure it, train your team, and make small adjustments.
Implementation isn’t the finish line—it’s the starting gate.
Plan for:
1–2 weeks of setup and data import
2–4 weeks of training and adoption
Ongoing tweaks based on real usage
Choosing a job management systemis a long-term investment, and getting it right means planning for the rollout, not just the purchase.
Set Realistic Budgets and Timelines for Software Rollouts
The point of having a job management system isn’t just to store information. It’s to use it.
Linking timesheets, invoices, and inventory makes it easy to spot patterns, adjust costs, and make choices during the job. For example:
Know when you're over budget before the invoice is sent
Evaluate software based on fit, not just features.
Budget for training, change management, and rollout.
It's worth chatting with your team to spot any issues in your current setup. Talking to an expert can be a good start if you're unsure what to do first. They understand software and your industry.
After all, the right job management system isn’t the one with the most features. It’s the one that gets used.
