Case Study: Insights from a Fast-Growing Engineering Firm

Rapid growth is exhilarating but often chaotic. For a civil engineering and construction firm undergoing rapid expansion, effectively managing this growth means learning to leverage AI-enabled software. These tools streamline critical processes from bid writing and contract management to vital Health, Safety, Environment, and Quality (HSEQ) procedures.

The firm's leadership is forward-thinking, embracing AI to boost efficiency and secure a competitive advantage. Recognising the complexity inherent in selecting suitable AI tools, they've engaged us as ongoing strategic partners—not just to evaluate available technologies, but to oversee implementations and continuously train staff to integrate AI effectively into their workflows.

Market Reviews and Initial Assessments

Our ongoing role involves simplifying the extensive array of AI products currently available. The firm's executives need to maintain strategic growth momentum without becoming bogged down in vendor demonstrations. To support this, we regularly perform detailed market analyses, pinpointing promising solutions and swiftly eliminating unsuitable options.

For each prospective platform—whether sophisticated bid-writing tools or AI-enhanced project estimation—we attend product demonstrations, engage directly with vendors, and summarise our findings in concise executive briefings. This ensures the leadership team can make informed, efficient decisions without distraction from non-essential details.

Implementation Oversight and Staff Coaching

Choosing appropriate tools is only the beginning. Effective implementation in a fast-paced growth environment presents its own set of challenges. With staff frequently overwhelmed by daily operational demands, the temptation to revert to familiar yet inefficient processes is ever-present. We’ve neen actively engaging in implementation phases, ensuring new tools deliver their promised value and integrate seamlessly into daily workflows.

One particularly promising strategy has been to encourage key staff to use Large Language Models (LLMs), such as ChatGPT, as personalised "AI mentors.” Learning how to make an LLM function in this way highlights the strengths, weaknesses, and quirks of current AI, fostering daily meaningful engagement and gradually building employees' comfort and expertise. It can also be genuinely helpful in the development of the staff involved.

The Wrapper vs Frontier Model Challenge

One ongoing complexity involves balancing the value of specialised "wrapper" products—those that package frontier AI models (like ChatGPT) with specific features—against using frontier models directly. While wrappers initially offer attractive simplicity and insulation from complexities such as prompt engineering, the rapid evolution of AI models frequently alters this balance.

A wrapper solution justified by its additional functionality six months ago might already be obsolete. For instance, products previously valuable for mitigating AI "hallucinations" are now less necessary as frontier models internally address this issue more effectively. Consequently, we continuously monitor vendor roadmaps, advising our client on whether wrappers retain their advantage or if directly leveraging frontier models has become more beneficial.

Managing Expectations and Building Engagement

Casual interactions with AI, such as brief trials of ChatGPT's free version, rarely prepare users adequately for meaningful adoption. Though the learning curve isn't particularly steep, achieving genuine proficiency requires sustained, regular engagement. Many initially view AI merely as an advanced search tool or "magic answer machine," overlooking its deeper potential as a collaborative partner. Facilitating this essential cognitive shift is challenging but critical to successful AI integration.

Another subtle yet significant challenge involves human scepticism about AI capabilities—particularly the fear among employees that AI could replace their roles. Employees often undervalue AI, eagerly highlighting minor flaws as proof it poses no threat. If left unchecked, this attitude can severely undermine AI initiatives.

Clear, consistent communication is therefore crucial. Organisations adopting AI must repeatedly emphasise that AI's purpose is to empower employees, enhancing their effectiveness rather than replacing them. Without effectively communicating this, employees may perceive AI as a threat, jeopardising the entire adoption process.

Ongoing Results and Observations

Through continual evaluation, proactive oversight, and targeted training, our client is progressively integrating AI solutions into their core operations. Sustained success relies on constant vigilance—both technological and psychological. AI adoption isn't a single decision but an ongoing commitment requiring responsiveness, clear communication, and a nuanced understanding of human dynamics.

Ultimately, effective decision-making around AI tools goes beyond technical expertise. It demands continuous attention to people, clear communication strategies, and agile adaptation to the rapidly evolving AI landscape.