Building the perfect system: the benefits of a centralized document, drawing, and email management solution

written by
Tra Hoang
Feb 5, 2024
minutes read

In today’s dynamic AEC landscape, managing all project information in a single ‘source of truth’ has become the ideal practice. A centralized document, drawing, and email management system is the ultimate solution to AEC productivity challenges as it helps to optimize information workflows, enabling project teams to focus on their main expertise: design.

When valuable time is spent on laborious tasks

In the AEC world, the success of projects isn’t just dependent on the technical skills of the team—it’s also reliant on the efficiency of project information management. Streamlining information workflows allows for greater focus on design, thereby enhancing the quality of work delivered.  

However, without effective information management, AEC staff often get caught up in a web of administrative duties. Instead of investing more time in the creative aspects of their work, project team members have to go through laborious tasks of organizing drawings, managing contracts, or filing emails. This not only hinders productivity but also prevents output from reaching their highest standards.  

The need to optimize information workflows

The root of such productivity challenges lies in the lack of a structured document, drawing, and email management system. In fact, many AEC firms are still using multiple disparate systems to manage different types of project deliverables. The problem arises when these systems are not natively related to each other, forcing project information to reside in separate silos.  

Most importantly, at the core of any successful AEC project, maintaining contextual relevance of project information is crucial. Project information management is not merely a matter of storing data but is rather about preserving the rich context that surrounds each design decision.  

Whether it’s technical drawings, legal contracts, or client correspondence, each data type carries interdependent details that may lead to misinterpretation if separated. Hence, to avoid costly errors, different types of information should ideally be stored together alongside their associated projects.

Implementing a single source of truth

As projects become increasingly more complex, clients demand faster delivery times, and as regulatory requirements become stricter, the margin for errors continues to shrink. To improve project quality and reduce risks, the solution lies in a robust system that integrates document, drawing, and email management.  

This centralized system is not just an improvement – it’s a transformation. Imagine having a single source of truth where team members can seamlessly access all information related to a project, with contextual relevance fully preserved.  

This single source of truth is crucial in managing risks, as it improves discoverability of information, allowing project teams to rapidly retrieve project data, be it for adapting to scope changes or resolving legal disputes. Moreover, a centralized system also enhances efficiency by saving precious time and mitigating the risks of project delays, meaning AEC staff can not only dedicate more billable hours into design but also maximize the quality of projects.

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