Lighting retrofit projects should be straightforward: assess the existing system, design the upgrade, install the new fixtures, and capture the energy savings. Yet countless projects end up over budget, behind schedule, or delivering disappointing results. Here’s why—and how to avoid these pitfalls.

 

The Fragmentation Problem

Traditional lighting projects involve multiple disconnected parties: the lighting designer creates the plan, a supplier provides the fixtures, a distributor handles logistics, an electrical contractor performs the installation, and someone else manages rebate applications. Each handoff introduces risk.

Design specifications get misinterpreted. Products arrive late or damaged. Installation quality varies. Rebate documentation gets misplaced. When problems arise, finger-pointing begins. Nobody owns the complete outcome.

 

The Seven Failure Points

 

1. Incomplete Discovery: Rushing past the assessment phase means missing critical details—existing electrical capacity, ceiling conditions, operational requirements, or code compliance issues that emerge mid-project.

2. Design-Reality Disconnect: Photometric layouts that look perfect on paper fail to account for real-world factors like ceiling obstructions, HVAC interference, or actual usage patterns.

3. Procurement Delays: Lead times get underestimated. Products arrive incomplete or incorrect. Staging and logistics planning happens as an afterthought rather than part of the project plan.

4. Installation Inconsistency: Quality varies by crew. Project management gaps lead to rework. Coordination with facility operations creates disruption and conflicts.

5. Controls Integration Failure: Smart controls promise optimization but require proper commissioning. Many projects skip this step, leaving systems operating in default modes that miss energy-saving potential.

6. Rebate Capture Breakdown: Missing documentation, late submissions, or incorrect paperwork means leaving money on the table—sometimes 20-40% of project value.

7. Post-Install Abandonment: The contractor finishes, collects payment, and moves on. When issues arise weeks or months later, nobody’s accountable.

 

The White-Glove Alternative

Successful projects require single-point accountability from concept through completion. Here’s what that looks like in practice:

 

Comprehensive Discovery: Detailed site assessment that captures not just fixture counts but operational requirements, existing conditions, code compliance needs, and energy baseline data.

Integrated Design: Engineering that accounts for photometrics, controls sequences, power requirements, and installation logistics—all validated against real facility conditions.

Procurement Excellence: Direct manufacturer relationships ensure quality, competitive pricing, and reliable delivery. Proper staging minimizes facility disruption.

Skilled Installation Management: Vetted contractors, clear quality standards, thorough project management, and coordination with facility operations ensure smooth execution.

Controls Commissioning: Proper setup, testing, and optimization of smart controls to deliver promised energy savings and operational benefits.

Rebate Expertise: Complete management of utility incentive applications, documentation, and follow-through to maximize financial return.

Lifecycle Support: Warranty management, ongoing maintenance, and responsive service that extends long after initial installation.

 

The Accountability Difference

When one partner owns the entire process, incentives align. There’s no passing blame between parties. Problems get solved proactively rather than reactively. Quality standards remain consistent from design through delivery.

More importantly, that partner has a vested interest in your success. Their reputation depends on your facility performing as promised, your energy bills dropping as projected, and your rebates arriving as calculated.

 

Questions to Ask

Before committing to your next lighting project, ask potential partners:

 

• • Who owns the outcome if something goes wrong six months after installation?

• • How do you handle coordination between design, procurement, and installation?

• • What’s your process for controls commissioning and optimization?

• • Who manages rebate applications and follows through to payment?

• • What happens when I need service or support after project completion?

 

The answers reveal whether you’re working with a vendor or a true partner.

Your facility deserves better than a fragmented, hope-for-the-best approach. It deserves a partner who owns the complete outcome—from initial assessment through long-term performance.