System integration & AI: The 5 most common mistakes and how to avoid them in 2025

Digital transformation is no longer a buzzword, but a business reality. At the heart of this transformation lies one of the biggest, but often underestimated, challenges: IT system integration. Whether in Switzerland, Germany or Austria, companies throughout the DACH region are faced with the task of combining fragmented IT landscapes into a powerful, unified whole. If this does not succeed, not only will efficiency increases fail, but also forward-looking projects such as the introduction of artificial intelligence (AI).

In this article, we highlight the five most common mistakes in IT system integration projects and show you practical solutions for proactively avoiding them. Not only will you create a stable IT foundation, but you will also pave the way for innovative AI solutions in your company.

Mistake 1: Poor strategy and unclear goals

The most common mistake starts long before the first line of code is written: the lack of a clear, overarching strategy. Many integration projects are started with a purely technical motivation ("We need to connect system A with system B") without considering the overarching business goals. What should be achieved with the integration? Is it about cost reduction, process optimization, a better customer experience or preparing for predictive maintenance?

Without clearly defined, measurable goals (KPIs), the project navigates in fog. Stakeholders have different expectations, the business case is vague and the actual success cannot be evaluated in the end.

The consequences:

• Scope creep: The project is getting out of hand as new requirements are constantly being added without strategic review.
• Low acceptance: specialist departments see no added value and block the project.
• Bad investment: The expensive integration does not bring the hoped-for return on investment.

How to avoid the mistake: Start every integration project with a "why". Bring all relevant stakeholders from IT and specialist departments to the table. Define together which business challenges need to be solved. A well-founded AI consulting can be crucial in this early phase, not only to solve current problems, but also to set the course for future innovations.

At CorpIn, we often use our AI workshopsto create a common understanding and develop a clear AI strategy. The aim is to develop a roadmap from the outset that combines technical necessities with strategic added value.

Mistake 2: The foundation is ignored - data silos and poor data quality

You can implement the most technologically advanced AI tool - if the database is inadequate, it will fail. System integration inevitably means bringing together data from different sources. However, many companies underestimate the state of their own data. Historically grown data silos, inconsistent formats, duplicates and outdated information are the order of the day.

Our study "On the road to AI excellence"for which we surveyed over 1,300 Swiss companies, confirms this: Over a third of companies are struggling with heterogeneous data structures in which systems work in isolation from one another.

The consequences:

• Delays and cost explosion: data cleansing becomes a mammoth project that was not originally planned.
• Incorrect processes: Automated processes based on incorrect data lead to incorrect results.
• Blockade for AI: AI models require clean, structured and accessible data. Without a solid data foundation, AI process optimization or predictive maintenance is out of the question.

How to avoid the mistake: Take a thorough inventory of your data landscape before the actual integration project starts. Where is which data located? What about its quality and consistency? A central data hub or data warehouse can be a solution to create order.

A crucial first step is to assess your own status quo. With our CorpIn Hexagon platform we offer a self-assessment that helps you to empirically evaluate your AI maturity level. The "data foundation" dimension is a central building block here and provides you with concrete indications of where you need to start.

Mistake 3: The human dimension is neglected (change management)

Even the best technical solution is useless if employees do not accept it. System integration changes established work processes, requires new knowledge and can trigger fears among employees of losing control or even losing their jobs. If this cultural change is not actively managed, resistance and frustration are inevitable.

The cultural dimension is one of the six pillars of our CorpIn Hexagon modelbecause we know from experience: technology introduction is always also organizational development.

The consequences:

• Active and passive resistance: employees bypass the new systems and stick to old isolated solutions.
• Loss of productivity: Uncertainty and lack of training lead to inefficient use of the new tools.
• Poor working atmosphere: the project becomes a source of internal conflict.

How to avoid the mistake: Communicate transparently, proactively and continuously. Explain not only the "what" and "how", but above all the "why" of the change. Involve key users from the specialist departments as ambassadors in the project right from the start. Plan sufficient resources for training and support. Targeted change management that takes fears seriously and demonstrates the benefits for each individual is not a "nice-to-have", but critical to success.

Mistake 4: The wrong technology or the wrong partner

The market for integration platforms, APIs and AI solutions for companies is huge and confusing. Many companies make their choice based on short-term criteria, impressive demos or the cheapest price, without checking whether the technology really fits their own IT architecture, strategic goals and scalability.

Another pitfall is trying to manage complex integrations completely internally with an inexperienced team or choosing a partner who only understands the technical side but not the business side.

The consequences:

• Technical dead end: The chosen solution is not flexible enough for future requirements.
• Dependence (vendor lock-in): The company makes itself completely dependent on one provider.
• Lack of expertise: The project fails due to unforeseen technical hurdles that an experienced partner could have anticipated.

How to avoid the mistake: Carry out a careful evaluation that goes beyond technical features. Does the solution fit into your cloud strategy? Are there open interfaces? How high is the total cost of ownership (TCO)?

Look for a partner who not only implements technology, but also understands your business - one who bridges the gap between IT and business. With CorpIn we combine technical expertise with business knowledge to ensure that digital transformation with AI is targeted and not haphazard.

Mistake 5: Lack of governance and inadequate project management

A system integration project is not a sprint, but a marathon. Without clear roles, responsibilities and an established management process (governance), it quickly loses momentum. Who makes decisions? How are conflicts dealt with? How is progress monitored and reported?

A "big bang" approach is often chosen, in which an attempt is made to change everything at once. This approach is extremely risky and complex.

The consequences:

• Decision backlog: Projects come to a standstill because it is unclear who is allowed to make the next decision.
• High risk of failure: In the event of a "big bang", a single error can paralyze the entire system.
• No learning effects: The team has no opportunity to learn from small steps and correct the course.

How to avoid this mistake: Establish clear project governance with a steering committee in which all relevant stakeholders are represented. Rely on agile methods: Divide the overall project into smaller, manageable phases with their own goals and results. This enables quick feedback, continuous learning and visible successes that motivate the team.

Conclusion: System integration as the key to AI excellence

The successful integration of your IT systems is far more than just a technical exercise. It is the foundation for the agility, efficiency and future viability of your entire company. Avoiding these five mistakes not only saves money and nerves, but also creates the decisive prerequisite for the next logical step in digital transformation: the profitable use of artificial intelligence.

Companies in the DACH region that invest in clean, strategically planned system integration today will be the winners of tomorrow. They will be able to automate processes intelligently, make data-driven decisions and develop innovative business models.

Are you ready to strengthen your foundation and unleash the full potential of your data?

The first step is often the most difficult. Let's take it together.

🚀 Book your non-binding introductory meeting now! In a 30-minute online meeting, we will analyze your potential together, discuss your challenges and show you initial solutions - with absolutely no obligation. Make an appointment now on Calendly

💡 Or would you like to assess your AI maturity level yourself first? Use our scientifically based CorpIn Hexagon platformto get a clear picture of where you stand and compare yourself with over 1,300 other companies. To the CorpIn Hexagon Self-Assessment

Please also visit our website www.corpin.ch and find out more about how we support companies on their path to digital excellence.

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