Vous devez activer les cookies pour accéder à ce site.

Get a Demo Careers Contact us AEC Glossary

How to Protect Your Profit Margins with Better Project Information Management

Blog / Construction ROI

If you work in architecture, engineering, or construction (AEC), chances are you’ve dealt with rework. Whether it’s an incorrect drawing, a missed spec, or a late-stage change, rework drains time, energy, and—most importantly—profit margins. But the size of this problem might be even bigger than you think. 

According to the 2025 Newforma AECO Project and Information Management Survey, which gathered insights from over 600 professionals across the US, UK, Canada, and France, 73% of AECO firms are losing money because of rework caused by miscommunication and information errors. 

Rework isn’t just an unfortunate side effect of complex projects—it’s a red flag that your information management processes may not be serving you. In this blog, we’ll break down the root causes of rework, how they’re impacting your firm, and what leading companies are doing to eliminate these issues before they snowball. 

What’s Really Driving Rework in AECO? 

Fragmented Project and Information Management 

Even with today’s tech advancements, many firms are still piecing together their workflows with a patchwork of tools—email threads, spreadsheets, shared drives, messaging apps, and manual uploads. This creates information silos that are tough to manage and easy to misinterpret. 

The survey revealed that 70% of AECO firms still rely on disconnected tools to manage their project data. When your team is juggling multiple platforms, keeping track of the latest version of a document—or even finding it in the first place—becomes a daily challenge. 

Key survey findings: 

  • 37% of firms say document management and record keeping is their top collaboration challenge.  
  • 37% also struggle to find the information they need, when they need it.  

If your team can’t quickly access the latest drawings or confirm which version is current, you’re at risk for rework before the first shovel hits the ground.  

Communication Breakdowns 

No matter how great your designs are or how experienced your team is, poor communication can undermine everything. Important updates get buried in long email threads, or worse, shared verbally and forgotten by the time someone gets back to their desk. 

According to the survey: 

  • 26% of firms say sharing information outside their organization is a major pain point.  
  • 34% are bogged down by manual data entry and tracking.  

When communication channels are unreliable or incomplete, it’s easy for small missteps to snowball into major rework. And when multiple stakeholders are involved—especially across firms or borders—clarity and transparency become even more critical. 

Manual Processes and Human Error 

Despite the push for digital transformation, manual processes still dominate many workflows. Teams are often stuck filling out logs by hand, sending PDFs for approval, or chasing signatures across departments.

Every one of those manual steps introduces the possibility of error. Maybe the wrong file gets updated. Maybe an old version gets uploaded by mistake. Maybe a miscommunication goes unnoticed until it’s too late. Manual work doesn’t just slow things down—it opens the door to costly mistakes

Lack of Standardization 

On fast-paced or larger projects, when multiple teams are sharing and editing files, consistency matters. Without clear naming conventions, standardized approval steps, and reliable version control, teams risk working from incorrect or outdated information.

If your document control processes vary by project—or even by team—you’re essentially leaving quality assurance up to chance. Standardization isn’t about being rigid; it’s about creating a clear framework so everyone stays aligned, even under pressure.

Knowledge Gaps and Staff Turnover 

When experienced team members move on and new hires step in, project continuity can suffer. Knowledge often lives in inboxes, personal folders, or—worst of all—someone’s memory. Without a centralized repository of project data, the loss of one team member can set off a chain reaction of confusion that can heavily impact your profit margins, especially in the AEC industry.

Onboarding becomes harder. Mistakes creep in. And decisions that were made months ago are forgotten or questioned. Rework often follows. Keeping institutional knowledge within reach is essential for both project success and long-term resilience.

The Cost of Rework-And Who Pays the Price 

Rework doesn’t just hit one part of your business—it affects everything from project timelines to client relationships to your bottom line.

  • Smaller firms are especially vulnerable: 92% of small firms report setbacks caused by rework, and they often lack the financial buffer to recover easily.
  • High-risk sectors feel it even more: Healthcare and infrastructure projects, where safety, compliance, and coordination are key, can see rework costs multiply quickly.
  • Client confidence suffers: 66% of firms are experiencing increasing client dissatisfaction, with rework and delays being among the top complaints.
  • Legal exposure grows: 54% of firms have faced litigation tied to poor information management, which often stems from the same gaps that cause rework.

Rework isn’t just about cost overruns. It’s about your reputation, your future opportunities, and the trust your clients place in your firm to get things right the first time.

How Leading Firms Reduce Rework With Better Project and Information Management 

Centralize All Project Data 

When project data is centralized, everyone’s looking at the same information—no matter where they’re working from. That means fewer emails asking “Is this the latest version?” and more confidence that everyone’s on the same page. 

A single source of truth minimizes misunderstandings, prevents duplicate work, and keeps teams focused on delivering, not digging through folders. 

Automate Version Control and Notifications 

Modern project and information management platforms automate document tracking, flag outdated files, and notify teams of changes in real time.  

Automated systems help flag outdated files, notify the right people when changes happen, and ensure that nobody builds off the wrong plans. 

With less time spent chasing updates, your team can move faster—and with more accuracy. 

Enable Real-Time Collaboration 

Cloud-based platforms bridge the gap between office and field teams, ensuring that updates made in one location are immediately visible everywhere.

This kind of real-time visibility helps designers, engineers, and contractors stay aligned—making it easier to catch potential issues before they snowball into major rework.

Standardize Workflows 

When everyone knows the process—and follows it consistently—mistakes are easier to catch, and expectations are easier to manage. 

Standard workflows create a culture of accountability, where everyone is playing from the same rulebook, reducing the risk of things falling through the cracks. 

Capture and Share Knowledge 

A centralized platform makes it easy to document lessons learned, project decisions, and best practices—so that information doesn’t leave when your people do. 

It also makes onboarding smoother, helps new team members get up to speed quickly, and protects your firm from the hidden costs of lost knowledge. 

Real-World Example: Jestico + Whiles 

Jestico + Whiles, an award-winning architecture firm, faced many of the challenges we’ve outlined—information silos, disjointed communications, and a growing risk of errors and rework. 

By implementing Newforma Project Center, they were able to: 

  • Centralize their project data and communication 
  • Automate document control and version tracking 
  • Integrate seamlessly with Autodesk Revit for live design updates 

The result? A stronger handle on project coordination, reduced administrative overhead, and far fewer instances of rework. With better systems in place, the team could focus on delivering great design—not chasing down paperwork. 

Actionable Steps to Cut Rework at Your Firm 

Centralize your project information: Bring everything—documents, emails, communications—into one platform so no one is left guessing.

Automate version control and alerts: Use tools that automatically keep everyone aligned and working from the correct files.

Standardize your processes: Clear naming conventions and workflows go a long way in preventing errors.

Train your team and retain knowledge: Make onboarding easy and ensure insights from experienced team members are captured.

Track performance and improve continuously: Measure rework incidents, track client feedback, and use the data to fine-tune your operations.

Ready to Cut Rework and Protect Your Margins? 

Rework isn’t just a cost of doing business-it’s a sign that your project and information management needs an upgrade. Firms that centralize, automate, and standardize their workflows deliver projects with fewer errors, higher margins, and happier clients.

Avoid Reworks and Protect Your Profit Margins

Book a Demo Today!