Key Takeaways from the Virtual Round Table: The State of Project Information Management in AEC

We’re excited to share highlights from our recent virtual round table on the State of Project Information Management (PIM) in the architecture, engineering, and construction (AEC) industry.  

This conversation brought together leading voices in AEC to dig into the trends, challenges, and actionable strategies firms can use to improve how they manage project data across the entire lifecycle. With insights grounded in fresh research and firsthand experience, the panel offered a practical look at what’s holding firms back—and how they can move forward. 

If you’d like to watch the full discussion, click the link below:

Our panel unpacked the findings from a new research report surveying 600 AEC professionals across the US, Canada, UK, and France. The results were eye-opening:  

• 77% of AEC firms are missing project deadlines despite advances in digital tools.  

• 73% report costly rework due to miscommunication and errors.  

• 72% cite lost revenue from operational inefficiencies.  

These statistics reflect more than just numbers—they represent project delays, frustrated teams, strained client relationships, and ultimately, lower profit margins. 

It’s clear that while firms are investing in technology, many haven’t yet unlocked its full potential due to systemic issues in communication, training, and integration. 

Andy Knauf emphasized that even the best technology can’t succeed without full team adoption.

“If you have a team of 30 people, and there’s 28 people that are bought in, and there’s two people that are disconnected, there’s going to be failure. It’s not the software’s fault in most cases, but people will always blame the software because that’s the easy thing to point at, but it’s typically operational where you just can’t get the buy-in that you need.”

Andy noted that a cultural shift is often required—one that includes top-down support, continuous training, and clear accountability. Without this, even intuitive platforms can become underutilized.

Tara Anderson highlighted that having the right platform is only part of the solution.

“Having the platform and the standards and that buy-off…is very important, as well as having the support of your partner…that’s what makes the overall solution successful and what can bring these numbers down and really help your projects and your firm.”

She stressed that alignment between internal teams and external vendors can make or break the success of any implementation. Establishing standards early, with buy-in from both leadership and project teams, helps ensure consistency across all project phases.

Carl Veillette noted that communication silos are a leading cause of rework.

“Now all of a sudden you’ve got a disconnect of where information is, where communications are happening. And that can create real delays on projects when people can’t access the information, when the information is spread all over the place.”

This not only slows decision-making—it increases the risk of teams working off outdated or incomplete data, leading to costly errors and avoidable conflicts.

Mike Lewis added that 70% of firms still rely on disconnected tools-email, messaging apps, and manual uploads-rather than a unified, construction-specific solution.

This fragmentation makes it “really hard to see the current state of a project when information lives in different silos and systems.”

He emphasized that a lack of visibility is a leading contributor to missed deadlines and misaligned expectations between teams, consultants, and clients.

With labor shortages and retirements, firms risk losing critical know-how. Carl Veillette pointed out:

“As [veterans] retire, they’re also leaving with some important information and skills…A lot of people are looking at AI these days as a way to tap into that legacy of information that your firm has been collecting over the past couple of years.”

Firms that fail to capture and organize institutional knowledge risk a brain drain that affects future project delivery and quality. Technology platforms that provide searchable histories, connected documents, and centralized records are no longer optional—they’re essential.

Tara Anderson shared a real-world example: when a new project manager took over a three-year-old project, they were able to instantly find all relevant change orders and correspondence using Newforma, preserving continuity and credibility with the client.

This kind of knowledge transfer not only saves time—it builds trust with clients and avoids the common trap of “starting from scratch” every time a team changes.

One of the key messages that emerged from the round table was that strong project information management isn’t just for large, high-budget developments. It’s essential across the board—regardless of project size or firm capacity.

Smaller teams and shorter project timelines often feel like there’s no time or need to implement structured systems, but that mindset can leave firms vulnerable to mistakes, delays, and compliance risks.

Tara Anderson stressed:

“No project is too small. No firm is too small to take advantage of what this protection, what this does for you, and making everything context specific…That is not your data. That is not your record and you don’t have guaranteed access to that if you need it.”

Good information management isn’t about project size—it’s about setting a standard of professionalism and accountability across every engagement.

The panelists agreed on a few key steps for firms looking to modernize their project information management: 

• Just get started: Don’t wait for the “perfect” solution.
• Focus on standards and adoption: Set clear expectations and standards for how information is managed across all projects.
• Leverage partnerships: Work with technology partners who understand your industry and can help you scale solutions to fit projects of any size.
• Centralize and connect data: Reduce silos and make information accessible in context to improve efficiency and reduce risk.
• Embrace technology incrementally: AI and other digital tools can help capture and leverage institutional knowledge, but require planning and education.

It’s time to stop letting missed deadlines and lost knowledge slow you down. With the right tools and practices, your team can work smarter, not harder. Reach out to our team or explore the resources linked in the video for more.