From design models and approvals to day‑to‑day correspondence, construction projects now generate vast volumes of data. Managing that information effectively has become a key differentiator for firms that want to collaborate efficiently and deliver reliably.
Matt Cox, SVP international sales at Newforma, argues that many teams still operate with fragmented Project Information Management (PIM). Critical documents are buried in email inboxes, stored on individual desktops or scattered across multiple systems. When people cannot quickly find or trust the information they need, decision-making slows and collaboration breaks down.
For Cox, meaningful collaboration is rooted in confidence. If teams are unsure whether they are working on the latest model, whether an approval has been issued or where the definitive record sits, they are forced to second‑guess rather than coordinate. He notes that circulating controlled documents by email is not only inefficient but often non‑compliant with information management protocols, introducing unnecessary risk.
Robust PIM, by contrast, ensures that project data is organised, traceable and accessible to the right people at the right time, with appropriate permissions and retention policies. This creates a clear audit trail of decisions, approvals and correspondence that can be produced quickly when questions arise. While contracts still need to define the formal system of record, Cox says this level of traceability significantly reduces the risk of disputes and delays.
Compliance expectations are also rising. Clients and regulators increasingly require firms to manage information to recognised standards, with ISO 19650 now widely adopted in the UK public sector and tier‑one supply chains. Cox likens compliance to insurance: the upfront effort is outweighed by the protection it offers during audits or disputes, when firms with poor records can spend weeks assembling evidence.
He adds that information maturity is becoming a competitive factor in bids. Clients are asking how well prospective partners align with Exchange Information Requirements and information delivery milestones. Firms that can demonstrate structured, transparent processes are not only compliant but more attractive commercially.
Beyond risk and compliance, Cox highlights the efficiency gains that come from better PIM. In sales and pre‑construction, teams frequently recreate responses to PQQs, RFIs and method statements or hunt for past deliverables. When information is well managed and searchable, content can be reused and adapted rather than rebuilt, saving significant time over the course of a year.
On live projects, managing communications, approvals and information exchanges through a Common Data Environment or structured system removes friction. Managers gain real‑time visibility of progress, can identify emerging issues earlier and make more proactive decisions. Cox stresses that efficiency here is not about cutting corners, but about allowing skilled staff to focus on design, problem‑solving and client engagement instead of chasing emails.
For organisations looking to improve, Cox advises starting small and targeting the biggest pain points, whether that is version control, approvals or correspondence tracking. He warns that technology alone will not fix poor habits; people need to experience how good information practices save time, reduce stress and improve outcomes before adoption becomes self‑sustaining.
Ultimately, Cox describes information as the lifeblood of every project, from early design through to operations. When data is missing, wrong or delayed, the impact on delivery and relationships can be severe. By prioritising project information management, firms are investing in resilience – a quality he believes will increasingly separate those that thrive from those that struggle in a sector under constant pressure to do more with less.
Newforma positions its platform as a way for architecture, engineering, construction and owner (AECO) teams to turn project data into confidence, clarity and long‑term value by strengthening their information management practices.
