How to deliver tech projects that actually work

In our monthly blog ‘Deconstructing Change‘ our internal change experts, Rachael Hays and Gayle Lui, look at all things change and transformation. In this edition Rachael discusses how to tackle the common challenges of tech projects, sharing practical tips to ensure your next initiative delivers real business value and measurable success. Enjoy!

Talking to clients regularly about the challenges they are facing with their tech projects is fascinating. Not just because every organisation is different, but because often, their issues are exactly the same. Let’s face it, tech projects, whether internal or customer-facing, are never just about, and should never just be about the tech. They’re about solving real-world problems, driving business value, and, let’s be honest, keeping everyone sane along the way. Here are some top tips to help your next project go from “meh” to “nailed it!”. 

1. Understanding your business (or customer) inside out

Before you even think about choosing a shiny new tool or launching into project mode, do your homework. Whether it’s internal stakeholders or external customers, take the time to understand their needs, challenges, and goals. Dig into the data, carry out some proper analysis, and don’t be afraid to ask the hard questions. Great tech solutions come from great insights – not assumptions. 

2. Build the dream team

No project ever succeeded without the right people in the room. Assemble a team with a good mix of skills: 

• Functional business knowledge: People who truly understand the problem you’re solving. 
• Technical expertise: Your go-to people for making the tech work. 
• Delivery experience: Those who know how to get things done, on time and within budget. 

Don’t just pick the “available” people—pick the right ones. If you’re working with third-party vendors, make them part of the team, not outsiders. 

3. Adopt a one-team mentality

Speaking of third-party vendors, service partners, or any other collaborators—ditch the “us vs. them” mindset. Everyone should be working toward the same goal, so make it a single, unified team. Share information, communicate openly, and don’t let silos creep in. When the team wins, everyone wins. 

4. Frame projects at business initiatives, not tech projects

Here’s the main thing: technology is just the enabler. The real value comes from how the business uses it to improve processes, solve problems, or create opportunities. Keep the focus on business outcomes and frame the project in terms that resonate with the organisation’s goals. Saying “we’re rolling out this cool software” doesn’t inspire people—talk about how it’s going to make their jobs easier or drive revenue instead. 

5. Keep the vibes positive

Change can be tough, and it’s easy for teams to lose momentum when challenges crop up. That’s why enthusiasm is so important. Incentivise and recognise team members who bring energy and positivity to the table—they’ll inspire others to stay engaged. Celebrate wins, no matter how small, and keep everyone focused on the bigger picture. 

6. Communicate, communicate, communicate
 

A no-brainer, right? Yet so many projects stumble here. Keep everyone in the loop with clear, regular updates. Make sure stakeholders know what’s happening, why it’s happening, and how it impacts them. Transparency builds trust and prevents misunderstandings from derailing progress. It also creates buy-in and builds excitement right from the very start. 

7. Plan for flexibility

 
No project ever goes exactly to plan. Build flexibility into your approach with time and budget contingency so you can adapt to unexpected challenges without blowing up the timeline or budget. Whether it’s evolving requirements or surprise hiccups, agility is key. 

8. Measure success – and learn from it

Don’t wait until the end to figure out if you’re on track. Set measurable goals and track progress throughout the project. Once it’s done, take the time to reflect: what worked, what didn’t, and what can you do better next time? Keep it kaizen – continuous improvement builds better outcomes. 

Wrapping it up

 
Whether it’s a major transformation or a smaller-scale tech rollout, the same principles apply: understand your stakeholders, build a strong and unified team, focus on business value, and keep the energy high. Nail these, and you’re already miles ahead of the competition. 

Now you know how to go out there and smash your next project! 🚀

If you would like to talk more about an upcoming project and how Definia can help you, reach out to the team today.