Systems Integration: 7 Mistakes That Sink Projects (and How to Avoid Them)

Why Integration Projects Fail

Systems integration is the backbone of digital transformation. However, according to Gartner, more than 70% of integration projects don't meet their time, budget, or functionality objectives.

At Tecnea, we've been integrating systems for over 10 years. We've seen brilliant projects and avoidable disasters. These are the most common mistakes:

Integration connects systems that would otherwise function as islands

Mistake 1: Not Defining the "Why"

The symptom: "We need to integrate the ERP with the CRM" The problem: Why? What process improves? What decision can be made that couldn't before?

The solution: Before talking about technology, define the business use case. "We want that when a salesperson closes a sale in the CRM, the order is automatically created in the ERP and the warehouse receives the preparation order." This is a measurable objective.

Mistake 2: Underestimating Data Quality

The symptom: "We just need to connect the two systems" The problem: Data in one system doesn't match the other. Different customer codes, incompatible date formats, empty or garbage fields.

The solution: Spend time on data analysis BEFORE starting to integrate. Map fields, identify inconsistencies, define transformation and cleaning rules.

Data quality is the most underestimated factor in integration projects

Mistake 3: Ignoring Error Cases

The symptom: "The integration works perfectly in testing" The problem: The real world has errors. The ERP is down, the API returns a timeout, an order has a discontinued product.

The solution: Design for failure from the start:

• What happens if a system doesn't respond?
• How are failed operations retried?
• Who finds out when something fails?
• How is lost data recovered?

Mistake 4: Not Involving Users

The symptom: "IT built the integration" The problem: Users discover the integration doesn't work as expected, fields they need are missing, or it generates manual work that didn't exist before.

The solution: Involve key users from the design phase. They know the exceptions, rare cases, and real needs that no requirements document captures.

Users should be involved from the earliest phases of the project

Mistake 5: Choosing Technology Before the Problem

The symptom: "We've bought [tool X], now we have to use it" The problem: Each integration pattern has its optimal tool. APIs, ETL, middleware, iPaaS... The wrong tool complicates everything.

The solution: First the problem, then the technology. Is it real-time or batch integration? Point-to-point or hub? On-premise or cloud? The answers determine the technology.

Mistake 6: Not Documenting

The symptom: "John knows how it works" The problem: John goes on vacation. Or leaves the company. And nobody knows why the order has a special flag when it comes from a certain customer.

The solution: Document each integration:

• What systems it connects
• What data flows and in what direction
• Transformation rules
• Error handling
• Responsible contacts

Mistake 7: Not Monitoring

The symptom: "Users let us know when something fails" The problem: When the user notices, you've already lost data, orders, or customer trust.

The solution: Implement proactive monitoring:

• Alerts when an integration fails
• Dashboards with volumes and response times
• Logs that allow investigating problems
• Business metrics (not just technical ones)

Proactive monitoring prevents problems from reaching users

The Cost of Doing It Wrong

A failed integration project isn't just money lost on consulting and licenses. It's:

• Incorrect data generating bad decisions
• Employees returning to manual processes
• Customers affected by avoidable errors
• Loss of trust in future technology projects

How We Do It at Tecnea

Each integration project follows our proven process:

1. Discovery: We understand the business process, not just the systems
2. Data analysis: We map and clean before integrating
3. Robust design: We think about errors from day 1
4. Iterative development: Partial deliveries to validate with users
5. Exhaustive testing: Including error and volume cases
6. Monitoring from the start: It's not an add-on, it's part of the solution
7. Complete documentation: So knowledge isn't lost

Systems integration seems simple until it isn't. With the right approach, it's the enabler of everything else: automation, AI, data analysis. Without it, each system is an island.