Articles on: Project

Project Setup, Project Implementation, and Project Use

This guide outlines best practices for the successful implementation and use of buildagil in a project. It helps project managers and core teams understand the individual phases and maintain an overview of the process.



Overview



Roles in the Project

A clear understanding of roles is essential for successful implementation.


Core Team
The core team is responsible for setting up the project space and ensuring its successful launch. It manages the project space and ensures that the desired working methods and organization are maintained. Throughout the project, the core team ensures that the structures remain adapted to the project’s needs and that new project participants are empowered to use buildagil effectively. It typically consists of:

  • Project Management
  • Construction Management
  • If applicable: BIM coordination
  • Administrative support


For organizations that make extensive use of buildagil, it is recommended that they designate a small group of people who, even after implementation, will be responsible for coordination of insights gained from projects and for the ongoing refinement of templates and structures.


Team Members
Team members use buildagil in their day-to-day project work. They follow a defined structure and workflow and use the platform to support their tasks.


Buildagil Sparring Partner
The sparring partner on the buildagil side serves as the direct point of contact for organizational and commercial topics. They support the core team in setting up and launching the project space, share best practices, and are available to review selected structures or planned processes. They provide guidance during the launch to the extent necessary and are also available upon request throughout the project.


Introduction to the Core Team

During this phase, the foundation for using buildagil in the project is laid.


Goal
The core team establishes the structural and organizational foundation for using buildagil. The project space has been set up, the project structure and working methods have been defined and agreed upon, and the core team is able to use buildagil effectively, as well as carry out the preparation for and manage its rollout to the extended project team.


Key Steps

  • Create a project space and send an invitation to the first admin (sparring partner: buildagil)
  • Core Team Training (4 hours, at the location): Empowering the core team and establishing a shared understanding of the platform, working methods, and administration (core team, buildagil sparring partner)
  • Set up the project space: Define and implement the structure (folders, metadata, templates, meeting structures), Document the project structure and working methods as guidelines and map them out in the project space; schedule the first meeting dates in the project space; migrate existing data; set up feedback channels for the project team (core team)
  • Review appointment (30–60 min, online): Jointly review and refine the project structure, migration plan, and review process (core team, buildagil sparring partner)
  • Incorporate feedback as needed (core team)
  • Enter team members (core team)


Detailed instructions on setting up the project space and the related tasks can be found as a task within the project space.



Introduction to the Team

This phase establishes a common starting point for all those involved in the project.


Goal
All team members begin using buildagil in a coordinated manner, are familiar with the project structure and workflows, and can independently use the roles relevant to them. Questions and concerns are addressed and resolved early on, and team members know how to access support resources (knowledge base, support, project-internal channels, and points of contact).


Key Steps

  • Provide team members with access to the project space and a link to the video course (core team)
  • Independently learn the basics of the platform and how it works using a video course (team members)
  • Customize personal settings: Add profile information, configure personalized notifications, set up access across all devices (team members)
  • Kick-off (Online, 30–60 min.): Hold an onboarding appointment with all team members to establish a common starting point. Address any open questions regarding work processes, project structure, and buildagil (core team, team members, buildagil sparring partners).


Detailed instructions on personal settings can be found as a task within the project space and can be assigned as a task to all added team members.



Productive Use

During this phase, the project space is used as a key working tool in day-to-day operations.


Objective
buildagil is well-established in the project and is used for collaboration, communication, and task management. Information and responsibilities are organized transparently and are consistently maintained.


Key Steps

  • Use communication channels efficiently: Communicate in a context-sensitive manner and use notifications strategically (team members)
  • Ensure platform health: Update open and overdue tasks; continuously maintain the structure, access, and data quality (core team)
  • Take feedback into account: Incorporate feedback from the team and optimize structures and processes (core team)
  • Learn about and use new roles: Keep up with news posts regularly (core team)


Team Changes

This phase helps the project team cope with change.


Goal
New participants are integrated in a structured manner, and existing work processes remain consistent and transparent.


Key Steps

  • Analyze changes within the team and assess their impact on the project (core team)
  • Review the impact on structure and operations (core team)
  • Resume onboarding: Introduction to the Core Team Perform this during structural changes, Introduction to the team execution of this process is required when onboarding completely new teams


Support in Day-to-Day Project Work

If you have any questions or need clarification, the following resources are available:


Courses / Tutorials
The courses offered enable team members to independently learn and deepen their understanding of how to use buildagil. For more information, see the following article: Getting Started - Video Tutorial


Knowledge Base
The Knowledge Base serves as the central repository of knowledge, regardless of whether content is accessed directly through the website, via search engines, or through AI-powered searches.


Support
You can contact our customer support team by clicking the chat icon or sending an email, and they will help you with any open questions you may have.

Updated on: 23/06/2026