Teaming Up with IT in Construction: How to Make It Work Jul 15 Written By Patrick Russo In construction, the best ideas often come from the field. Someone sees a tool that improves workflows, reduces rework, or helps teams communicate more effectively, and they say, “We need this.” But turning that interest into action usually involves one key step: bringing IT into the conversation. For many teams, this is where momentum slows. Not because IT doesn’t want the tool, but because their role is to protect the organization. They manage risk, ensure security, and maintain the systems that keep the company running. That means they need clarity, documentation, and alignment, especially when new software is involved. The good news? Field teams and IT teams ultimately want the same things: visibility, control, and confidence in a product. When you approach the process with that in mind, bringing new technology into your company becomes a partnership and not a hurdle. Why IT Approvals Get StuckThe problem isn’t resistance. It’s process. In many organizations, project teams simply aren’t aware of the formal pathways for requesting, evaluating, and approving software. There may be an intake form, a review committee, or a licensing workflow, but it’s often buried inside internal systems or only known to procurement or operations leads. That’s why the first step is to ask. Is there a form? A process? A preferred vendor list? Understanding that landscape early allows you to meet IT where they are, instead of working around them. How Can You Work With IT to Give Them What They Need?Here are some of the most common questions and concerns IT teams have, and how tools like OnStation can serve as great examples of how to address them proactively.1. Visibility into Usage Expect I.T. to ask: Who is using the software? What projects is it being used on? How are users logging in (email domain, credentials)? How long are licenses being used? How will the software be paid for? For example, OnStation admins can view a full list of users, see which projects each person is tied to, track usage by project code, and even monitor login activity by email address. This kind of visibility helps IT understand where the software is active and who is accountable for its use, especially important for firms that bill software to individual projects through charge codes. If you're bringing a new tool to your company, be ready to ask the vendor: Do you offer license-level tracking? Can usage be broken down by project? 2. Access and Permissions IT teams want to know how much control they’ll have over user access. Typical questions include: Can access be restricted by email domain or org unit? Are there roles or permission levels? Can we control who sees what? With OnStation, the platform supports access control by organization, project, and role. Admins can manage permissions and verify accounts by company email. This lets IT keep usage secure and scoped appropriately, which is something they’ll almost always want before approving a new tool. Ask the vendor: Do we have administrative control over user access and roles?3. Data Ownership and Exportability IT will want to know: Who owns the data stored in the platform? Can it be exported easily? Who can access that data, and how is access governed? OnStation handles this by giving organizations complete control of their data. Admins can export data when needed and manage who has access to different types of information (like photos, test records, field notes, etc.) within the app. This meets IT’s expectations for transparency and long-term flexibility. Ask the vendor: What are our rights to the data, and how can we export it?4. Security and Hosting Infrastructure This is often one of the most detailed areas of scrutiny. Expect questions like: Where are your servers physically located? Are you SOC 2 certified? How often is data backed up? What’s your uptime and outage history? With OnStation, for example, hosting is through AWS across three U.S. data centers in the US-East-1 region (Northern Virginia). OnStation uses point-in-time recovery, backing up data continuously (with nightly file backups), and is SOC 2 compliant with no outages to date. Any outage would trigger direct communication with customers, per SOC 2 standards. You should be able to get a full technical documentation packet from any vendor you’re considering. Ask: Can you provide your security and compliance documentation? 5. License Management and Renewals If licenses are billed to projects (as is common with CEI firms), IT will ask: Can we assign licenses to specific projects? Can we report on usage per project? Can we tell when a license is idle and needs to be reallocated or dropped? With OnStation, license usage is visible by project and user, and the platform can generate reports showing how long a license was used, by whom, and on what job. That helps IT make informed renewal decisions and avoid wasting budget on underused tools. Ask: Can license use be tracked per user and project for renewal purposes?6. Ongoing Communication and Change Management IT wants to stay informed so they may ask: What’s coming next? What are we responsible for managing? How will updates, changes, or issues be communicated? OnStation addresses this by offering proactive updates through its support and Customer Success teams. Communication follows SOC 2 standards, and IT contacts are kept in the loop about major releases or changes. If a new tool does the same, that’s a huge plus. Ask the vendor: Do you have a structured process for IT communications, updates, or incident response? Tips for Working With IT More EffectivelyAsk early if there’s a software request form or intake process.Gather documentation on hosting, security, access, and support. Bring usage examples from other firms or teams, especially if the tool has already been adopted in the industry.Offer to schedule a call with the vendor so IT can ask questions directly. When IT understands that you’re not just pushing a tool but helping them manage it responsibly, you build trust. And when the vendor supports that process, adoption becomes much easier. Consider the Approved Technology List Many companies maintain a list of software that has already been reviewed. Getting a tool onto this list (whether it’s OnStation or another tool) can fast-track adoption in the future. Ask your IT or procurement team what’s required to make that happen. Tech Advocacy Is Career Growth Being the person who connects the dots between field needs and IT expectations can put you in a valuable position. You’re not just suggesting a tool. You’re making your organization smarter, more efficient, and more collaborative. When you know how to bring new technology to life and bring IT along with you, you’re doing more than improving the job. You’re improving how your company works. Tools for Your Team If you’re thinking about how to present OnStation to your IT team, we can help you: Prepare documentation Complete software intake formsJoin IT calls to answer questions Provide license and usage reports Align with your team’s internal process Let us know where you are in the conversation; we will happily support the next step.To help you succeed, we’ve created:An article on Selling Tech to Your Boss: How to Get Buy-In Without Hearing NoDirect support from our Customer Success team to jump on calls with IT or procurement if needed Patrick Russo
Teaming Up with IT in Construction: How to Make It Work Jul 15 Written By Patrick Russo In construction, the best ideas often come from the field. Someone sees a tool that improves workflows, reduces rework, or helps teams communicate more effectively, and they say, “We need this.” But turning that interest into action usually involves one key step: bringing IT into the conversation. For many teams, this is where momentum slows. Not because IT doesn’t want the tool, but because their role is to protect the organization. They manage risk, ensure security, and maintain the systems that keep the company running. That means they need clarity, documentation, and alignment, especially when new software is involved. The good news? Field teams and IT teams ultimately want the same things: visibility, control, and confidence in a product. When you approach the process with that in mind, bringing new technology into your company becomes a partnership and not a hurdle. Why IT Approvals Get StuckThe problem isn’t resistance. It’s process. In many organizations, project teams simply aren’t aware of the formal pathways for requesting, evaluating, and approving software. There may be an intake form, a review committee, or a licensing workflow, but it’s often buried inside internal systems or only known to procurement or operations leads. That’s why the first step is to ask. Is there a form? A process? A preferred vendor list? Understanding that landscape early allows you to meet IT where they are, instead of working around them. How Can You Work With IT to Give Them What They Need?Here are some of the most common questions and concerns IT teams have, and how tools like OnStation can serve as great examples of how to address them proactively.1. Visibility into Usage Expect I.T. to ask: Who is using the software? What projects is it being used on? How are users logging in (email domain, credentials)? How long are licenses being used? How will the software be paid for? For example, OnStation admins can view a full list of users, see which projects each person is tied to, track usage by project code, and even monitor login activity by email address. This kind of visibility helps IT understand where the software is active and who is accountable for its use, especially important for firms that bill software to individual projects through charge codes. If you're bringing a new tool to your company, be ready to ask the vendor: Do you offer license-level tracking? Can usage be broken down by project? 2. Access and Permissions IT teams want to know how much control they’ll have over user access. Typical questions include: Can access be restricted by email domain or org unit? Are there roles or permission levels? Can we control who sees what? With OnStation, the platform supports access control by organization, project, and role. Admins can manage permissions and verify accounts by company email. This lets IT keep usage secure and scoped appropriately, which is something they’ll almost always want before approving a new tool. Ask the vendor: Do we have administrative control over user access and roles?3. Data Ownership and Exportability IT will want to know: Who owns the data stored in the platform? Can it be exported easily? Who can access that data, and how is access governed? OnStation handles this by giving organizations complete control of their data. Admins can export data when needed and manage who has access to different types of information (like photos, test records, field notes, etc.) within the app. This meets IT’s expectations for transparency and long-term flexibility. Ask the vendor: What are our rights to the data, and how can we export it?4. Security and Hosting Infrastructure This is often one of the most detailed areas of scrutiny. Expect questions like: Where are your servers physically located? Are you SOC 2 certified? How often is data backed up? What’s your uptime and outage history? With OnStation, for example, hosting is through AWS across three U.S. data centers in the US-East-1 region (Northern Virginia). OnStation uses point-in-time recovery, backing up data continuously (with nightly file backups), and is SOC 2 compliant with no outages to date. Any outage would trigger direct communication with customers, per SOC 2 standards. You should be able to get a full technical documentation packet from any vendor you’re considering. Ask: Can you provide your security and compliance documentation? 5. License Management and Renewals If licenses are billed to projects (as is common with CEI firms), IT will ask: Can we assign licenses to specific projects? Can we report on usage per project? Can we tell when a license is idle and needs to be reallocated or dropped? With OnStation, license usage is visible by project and user, and the platform can generate reports showing how long a license was used, by whom, and on what job. That helps IT make informed renewal decisions and avoid wasting budget on underused tools. Ask: Can license use be tracked per user and project for renewal purposes?6. Ongoing Communication and Change Management IT wants to stay informed so they may ask: What’s coming next? What are we responsible for managing? How will updates, changes, or issues be communicated? OnStation addresses this by offering proactive updates through its support and Customer Success teams. Communication follows SOC 2 standards, and IT contacts are kept in the loop about major releases or changes. If a new tool does the same, that’s a huge plus. Ask the vendor: Do you have a structured process for IT communications, updates, or incident response? Tips for Working With IT More EffectivelyAsk early if there’s a software request form or intake process.Gather documentation on hosting, security, access, and support. Bring usage examples from other firms or teams, especially if the tool has already been adopted in the industry.Offer to schedule a call with the vendor so IT can ask questions directly. When IT understands that you’re not just pushing a tool but helping them manage it responsibly, you build trust. And when the vendor supports that process, adoption becomes much easier. Consider the Approved Technology List Many companies maintain a list of software that has already been reviewed. Getting a tool onto this list (whether it’s OnStation or another tool) can fast-track adoption in the future. Ask your IT or procurement team what’s required to make that happen. Tech Advocacy Is Career Growth Being the person who connects the dots between field needs and IT expectations can put you in a valuable position. You’re not just suggesting a tool. You’re making your organization smarter, more efficient, and more collaborative. When you know how to bring new technology to life and bring IT along with you, you’re doing more than improving the job. You’re improving how your company works. Tools for Your Team If you’re thinking about how to present OnStation to your IT team, we can help you: Prepare documentation Complete software intake formsJoin IT calls to answer questions Provide license and usage reports Align with your team’s internal process Let us know where you are in the conversation; we will happily support the next step.To help you succeed, we’ve created:An article on Selling Tech to Your Boss: How to Get Buy-In Without Hearing NoDirect support from our Customer Success team to jump on calls with IT or procurement if needed Patrick Russo
