One of the biggest challenges we see with ERP and technology projects is not the software, the timeline, or even the complexity.

It is the people.

When companies launch a major initiative, they often expect their internal team to handle project work on top of their regular responsibilities. On paper it looks possible. In reality, it creates a strain that can hurt both the project and day-to-day operations.

You hired your team to run your business, not to run a system implementation.

The truth is, no matter how talented your people are, internal resourcing constraints can quickly become the silent threat to your project’s success.

Why Stretching Your Team Too Thin Backfires

When you assign key employees to a project without adjusting their other responsibilities, two things happen:

• Their regular work suffers because they are pulled away for meetings, testing, training, and decision-making.
• The project suffers because it never gets the full attention, focus, and follow-through it needs.

People get burned out trying to balance everything. Deadlines slip. Quality drops. Critical decisions are delayed because the team is busy putting out fires elsewhere.

It is not about a lack of effort. It is about a lack of capacity.

An ERP project or major system upgrade needs dedicated attention to move forward at the pace and quality you expect.

How to Build the Right Project Team

The first step is acknowledging that your internal team is critical, but they cannot carry the entire load alone.

Here is how to set your project up for success:

1. Assign Key Internal Roles Thoughtfully
You need subject matter experts (SMEs) who understand your business processes inside and out. They provide the insights needed to design, configure, and test the new system correctly.

However, their project role should be recognized and supported formally. This might mean adjusting their workload temporarily or backfilling some of their day-to-day responsibilities.

2. Bring in External Project Management and Expertise
Hiring experienced external project managers, business analysts, and technical specialists ensures the project keeps moving forward.
External consultants bring best practices, dedicated focus, and objectivity. They can manage schedules, drive decisions, and coordinate resources while your team focuses on what they do best.

3. Protect Internal Workloads
Make realistic adjustments to internal workloads to prevent burnout. If you expect someone to spend 40 percent of their time on the project, something else needs to come off their plate.

Trying to “squeeze it in” rarely works and leads to frustration on all sides.

4. Establish Clear Governance
Set up a project steering committee with clear roles, responsibilities, and decision-making authority. This ensures quick escalation of issues and alignment across teams.

Why Bringing in Outside Help Is Not a Luxury

Some organizations hesitate to bring in outside help because they see it as an extra cost.

The reality is that it protects your investment.

External resources are focused solely on the project. They are not pulled away by daily operational issues. They help maintain momentum, manage risks, and ensure that the internal team’s expertise is used where it matters most. And because they have seen many projects before, they can spot issues early and steer you away from common pitfalls.

At BHC Group, we work alongside your team.

We fill the gaps, bring structure and expertise, and make sure the project gets the focus it deserves without overwhelming your staff. Our goal is always to make your team stronger and to leave you in a better place once the project is complete.

Final Thoughts

Successful projects are not just about having the right software. They are about having the right people in the right roles, with the right support.

By recognizing internal resourcing constraints early and bringing in the right external help, you protect both your operations and your project.

You create an environment where your people can contribute meaningfully without burning out. You give your project the focused leadership and expertise it needs to deliver real business results.

If you are starting an ERP or technology project and wondering how to structure your team, we would love to share what we have learned from helping companies like yours get it right.

Let’s set you up for success from the start.