Over my 20-year career in IT and delivering digital transformation projects within the energy market, I’ve seen many organisations fall into the same trap. It might seem like an obvious mistake to avoid, but you’d be surprised how often companies end up recreating their old systems with new technology when faced with the need for modernisation.
DIGITAL TRANSFORMATION
First of all, let’s clarify what digital transformation really means. It’s not just about replacing one IT system with another—it’s about fundamentally changing the way we work. Digital transformation involves using the latest technology to change how a company operates across all of its functional areas. It’s a complex process that uses new technological tools while involving changes to a company’s business strategy, corporate culture, and business processes. It helps companies quickly adapt to constantly changing markets, increase competitiveness, scale their operations, and improve customer service.
But if the current process works, why change it? Where is the problem ?
THE CONSEQUENCES
If the problem of recreating the old system isn’t addressed early on, it can lead to frustration, wasted money, and missed opportunities for real improvement. Digital transformation is about making processes more efficient and innovative, adapting them to the new reality. By simply recreating existing systems and processes, you miss the chance to improve, gain operational flexibility, save money, or enhance the customer experience.
Additionally, new technology often offers powerful features, but if you’re just using it to mimic old processes, it can create unnecessary complexity and increase maintenance costs. This results in systems that are harder to manage and maintain, without delivering the full benefits.
It can also cause a lack of scalability. Digital transformation should prepare your business for future growth, but replicating old systems often results in rigid solutions that don’t scale easily. This makes it harder to adapt as your business evolves and markets change.
And the last problem you want to avoid are frustrated users. Employees expect the changes, improvements that the new system will make their work easier. When they realise it’s just a newer version of the old system, they become frustrated and disengaged, leading to low adoption rates.
I believe that everyone wants to avoid the risks mentioned above. So why do we often fall into this trap? What are the common reasons, and how can it be avoided?
WHY DOES THIS MISTAKE HAPPEN?
I focused my analysis on three aspects which, in my opinion, are the foundation of a healthy transformation and will reduce the risk of “recreating the old system.” These three elements form a triple constraint, where the absence of any one of them can seriously destabilise your project.
The first and very common problem is the lack of a clear VISION AND BUSINESS GOALS for digital transformation. Simply put, people don’t understand what they are doing, why they are doing it, or what their overall objective is. A vision provides direction for all decisions and helps everyone define the right path toward the goal. While management may articulate high-level, metaphorical goals for where they want the business to go, these often don’t make it down to the teams responsible for carrying out the transformation.
If teams don’t understand how the new system fits into the long-term strategy or what results are expected of them, they may believe the system won’t be compatible with the future direction. This uncertainty often leads teams to simply follow old processes. Without a clear vision, people may not know what to change, so they stick to familiar solutions instead of exploring more innovative alternatives.
A clear vision involves not only having a clear picture but also communicating that vision effectively to everyone involved. It’s crucial that each person understands how their role and the new technology contribute to achieving the overall objectives. The more detailed and clear your vision is, the easier it will be to manage and drive your transformation successfully.
And this brings us to another crucial aspect: CHANGE MANAGEMENT. It doesn’t matter how good the technology is or how skilled your technical team may be—if your employees aren’t ready or willing to change their mindset and way of working, the transformation will struggle. People tend to stick with what they know; they feel comfortable with the systems they’ve been using for years. Long-standing processes feel safe, even if they’re inefficient, and employees may resist significant changes out of fear that new systems will disrupt their routine. This often leads teams to use new technology to reproduce outdated methods instead of leveraging the full potential of modern tools.
That’s why a strong change management process is essential. With proper change management, your teams will better understand your vision, be more prepared to embrace new systems and processes, and ultimately make your digital transformation more successful in the long run.
A simple but effective idea I encountered in one of my previous projects was a motivating slogan that clearly defined the goal of the digital transformation. Repeating this slogan like a mantra had a positive effect on the team, reinforcing the message and fostering a sense of unity and purpose.
And the third of my triangle of common mistakes is not having the right EXPERTISE and METHODOLOGY to manage the transformation. Sometimes, the team lacks experience with digital transformation processes and/or the new technology being implemented. Without a strong understanding of these, it’s easy for them to fall back into old habits, simply replicating outdated systems rather than designing new, optimised processes.
And it’s important to mention that having the right project management approach—like Agile—is crucial. Agile doesn’t mean you can just do whatever you want because things can be changed later. It’s still a framework that requires careful planning and solid foundations. Without this structure, teams often struggle to innovate or adapt when things get complex.
A team without enough experience may have a hard time imagining how to thrive in the new digital environment or take full advantage of the new system’s capabilities. When there’s a lack of expertise and the wrong methodology in place, you miss the chance to truly unlock the potential of the technology.
HOW TO AVOID THIS ?
So, we know what the common mistakes are, but do we know how to avoid them? I believe that much of what I’m sharing here is likely obvious to most of you. However, in large projects (and in the energy sector, projects are usually big and planned as multi-year transformations), it can be very difficult to avoid the trap of recreating old systems and processes. It requires constant attention and a solid, stable method. Below is a short list of key elements you should always keep in mind and refer to as often as necessary:
1. Have a Clear Vision for the Future
Digital transformation isn’t just about replacing old software with something new. It’s about making your business run smarter. You need to ask yourself, “What do we want to achieve?” and “How can new technology help us work better?” By having clear goals right from the start, you make sure the transformation stays on track and actually helps your business grow.
2. Challenge the Status Quo
Instead of thinking, “How do we digitize our current processes?” try asking, “How do we improve them?” This is your chance to shake things up and rethink how you work. Talk to the people who use these systems every day—they probably know what’s not working and have ideas on how to fix it. Keep your goals in mind as you ask tough questions like:
- Is this process still needed in today’s digital world?
- Can we cut down on manual tasks and automate more?
- What new possibilities does this technology bring, and how can we use it to stand out?
3. Involve Key Stakeholders Early
Get the right people on board early. This applies to every role on the project—whether it’s your leaders, everyday users, or the IT team. Having the right people from the start makes a huge difference. They’ll help you plan and execute the project effectively at every stage, ensuring you’re asking right question and solving the right problems. Plus, involving them early on builds excitement and reduces any anxiety about the upcoming changes.
4. Design for the Future, Not the Past
When you’re designing your new system, don’t just focus on how things work today—think about where your business is headed and what it will need to succeed in the future. Keep an open mind and be visionary. In today’s world, technological changes happen incredibly fast, so by the time you complete your “3-year project”, the technology will likely be far more advanced than it is today. How can this evolving technology help you grow and adapt to future needs? Building with the future in mind ensures you stay flexible and don’t get stuck in outdated ways that hold you back.
5. Test, Learn, and Adapt
Successful digital transformations often start with small tests or pilots before rolling out across the whole organization. This lets you learn from mistakes and make adjustments before the big launch. By starting small and iterating, you can make sure the final solution really fits your business and avoid expensive errors.
6. Implement a Strong Change Management Process
In my experience, one of the biggest keys to success is getting your people on board with the changes. Even the best technology won’t matter if your employees aren’t comfortable using it. A strong change management plan helps everyone understand what’s happening and why and prepares them to embrace the new systems.
CONCLUSION
A lot of digital transformation projects fail because people try to take old, outdated systems and simply plug them into the modern world with new technology. While this might seem like a safe approach, it often creates more problems than it solves. Instead of making things easier, it can lead to confusing complexity and roadblocks that weren’t there before.
To really get the benefits of digital transformation, you need to do more than just copy what’s working now. You should focus on how technology can actually make things easier for you, your team, and your customers. It’s about making your systems smarter and your processes more efficient, not just updating old ones.
If you stay open to change, involve the right people from the start, and think ahead to what your business could look like in the future, you’ll set yourself up for success. Digital transformation is an opportunity to turn challenges into achievements—if done right.
What’s your experience with digital transformation? Have you run into similar problems? Do you have any tips or strategies that have worked for you? Feel free to share your thoughts and experiences! Cheers!