In today’s construction landscape, adopting a Common Data Environment (CDE) isn’t just a technical upgrade—it’s foundational to project success. When implemented effectively, a CDE centralizes project information, streamlines collaboration, and ensures compliance at every stage of construction.
But while a robust CDE can simplify processes, its full value can only be realized when everyone—from subcontractors to site managers—actively uses it.
In this blog, Asite’s ex-Information Managers from the AEC industry share their tips for CDE adoption, drawing from their experience on both sides of the fence.
For Information Managers on projects, ensuring information compliance and providing efficient documents, which then become critical handovers can feel like an uphill battle. Subcontractors might avoid uploading critical documents to the CDE—whether due to lack of technical knowledge, resistance to change, or frustration with unfamiliar systems.
The result? Teams are left chasing files, manually inputting missing information, and struggling to maintain compliance—all of which wastes time and increases risk.
CDE adoption isn’t just a nice-to-have. It’s essential to:
However, the right CDE alone isn’t enough. Successful adoption depends on having the tools, training, and processes to support its implementation. As an Information Manager, it’s your responsibility to champion these resources to ensure your teams are equipped for success.
Driving the adoption of a Common Data Environment (CDE) requires more than simply introducing the software—it demands strategic approaches to empower teams with confidence as users. Here’s how you can boost adoption across your projects:
Effective training is more than a one-time onboarding session. It’s about providing stakeholders with ongoing, relevant learning opportunities to build confidence and ability in using the CDE.
“Teams need a consistent approach to training around CDEs. It’s not a one-and-done box-tick exercise. Microlearning—focusing on small, hyper-relevant use cases—builds user confidence and ensures adoption.”
- Javed Edahtally, a seasoned ex-Information Managment Lead and Digital Transformation Lead – CDE and Playbook at Asite.
Adopt microlearning: Break training into digestible, role-specific sessions. For example, focus on how project managers can track approvals or how engineers can streamline document retrieval. Starting small will help to build trust between the user and the software.
Invest in self-learning tools: Provide e-learning resources or create easily accessible user guides on your company intranet. Empower users to self-serve and find the help they need when they need it. It isn't uncommon for someone to be introduced to a software and then not use it for 2 months. Self-learning enables teams to find the answers when they need it.
Leverage power users: Tap into your team’s CDE champions to develop hyper-specific knowledge packs tailored to your organization’s workflows. These users should be recognized for their importance in software rollout.
For your Common Data Environment (CDE) to be truly effective, its usage must be embedded into your core processes to encourage consistent adoption and long-term success.
“Any software is only as good as the processes you put in place around it.”
- Phil Hannabus, Solutions Engineer at Asite.
To successfully integrate your Common Data Environment (CDE) into your processes, you must involve your stakeholders in process creation. Engaging with your teams who will use the CDE fosters ownership, ensures practicality, and addresses potential roadblocks early on.
Once workflows are set up, apply the 80/20 rule—design processes that cover most use cases and test them thoroughly to find and address any outliers. Continuously refine these workflows based on real-world feedback to maintain their effectiveness. Additionally, a continuous improvement framework, such as the Business Excellence Model (EFQM), should be adopted to create a cycle of review and refinement. Facilitating regular workshops and ongoing engagement sessions can help fine-tune processes as project needs evolve, ensuring the CDE stays a vital part of your operations.
Once processes are set up, it’s essential to communicate their importance and limitations. Teams should understand not just how the CDE integrates into their work but also why these processes exist. Assign process "guardians" to keep oversight and ensure compliance, reinforcing the CDE’s role as a cornerstone of your project management approach.
By embedding the CDE into your workflows and refining processes continually, you’ll drive consistent adoption and maximize its potential.
If using the CDE feels too cumbersome, teams won’t adopt it. Choosing the right tools to complement your CDE can remove these barriers.
“Though the CDE might be complex on the surface there are tools on the market which are making CDEs more accessible for stakeholders.”
- Javed Edahtally, a seasoned ex-Information Managment Lead and Digital Transformation Lead – CDE and Playbook at Asite.
When choosing a CDE, there’s often a trade-off between simplicity, complexity, and flexibility. It’s a balancing act, as no solution can perfectly provide all three.
However, a middle ground exists. Some CDEs now offer plug-ins or layers that enhance usability, making them more accessible to wider teams.
For example, Asite’s Playbook provides user-friendly interfaces that simplify project information delivery plans (PIDPs) management. Information Managers can assign tasks to teams or individuals, who can then drag and drop files into designated placeholders created. This user-friendly interface also provides a real-time overview of the information delivered in PIDPS, so teams can track progress without chasing teams for up-to-date site information.
CDE adoption doesn’t happen overnight, but with the right mix of training, process integration, and intuitive tools, you can transform how your teams adopt the CDE. By putting in the effort upfront with project stakeholders you’ll save time, reduce compliance headaches, and ensure smoother project handovers long term.
Download the Information Manager's guide to improving CDE adoption amongst subcontractors: Learn more about practical strategies and tools that can make a difference on your projects.