For architecture, engineering and construction firms, email has become both an essential communication tool and a significant operational burden
With project teams exchanging thousands of messages daily containing critical drawings, specifications, contracts and correspondence, the time spent managing this information represents a substantial hidden cost that directly impacts profitability.
The email management challenge in AEC
Every day, project teams face the same frustration: searching through endless email threads to find that crucial approval, forwarding the same site instruction to multiple colleagues or manually filing correspondence into project folders. The real challenge isn’t the volume of emails; it’s the time consumed finding the right information when you need it.
Consider a typical scenario. A project manager needs to verify whether the client approved a material substitution three weeks ago. They search their inbox, check sent items, ask colleagues if they received the email and eventually locate it buried in a thread about something entirely different. What should take seconds consumes 20 minutes. Multiply this across a team of 50 professionals and the lost productivity becomes staggering.
For a mid-sized firm, even one hour daily per person spent on email management inefficiencies represents thousands of hours annually. At typical billable rates, this translates to hundreds of thousands of pounds in lost productivity each year.
When poor communication becomes costly rework
The construction industry’s communication crisis extends far beyond email management. Poor communication between project teams and stakeholders is consistently identified as the primary driver of rework, which typically accounts for a significant portion of total project costs. When project information sits scattered across disconnected systems and personal inboxes rather than centralised project files, the consequences are predictable. Design changes don’t reach the site team. Specifications get revised but the contractor works from an outdated version. Client feedback sits in someone’s inbox while the work proceeds based on incorrect assumptions.
The resulting rework, disputes and delays create a compounding effect that impacts both project timelines and profitability. Yet many firms continue to treat email management as an administrative issue rather than recognising it as a fundamental challenge to project delivery.
Beyond time: The compliance and risk dimension
AEC firms face unique regulatory pressures around document retention, project audit trails and contractual compliance. When emails containing variations, approvals or design changes sit scattered across personal inboxes rather than centralised project files, the risks compound significantly.
Building Information Modelling (BIM) Level 2 requirements mandate structured information management throughout the lifecycle of a built asset. This includes defining information requirements and using a collaborative Common Data Environment.
Yet many firms still rely on manual processes to connect email correspondence with project documentation. This disconnect creates compliance gaps and increases liability exposure when projects face disputes or regulatory review.
In the UK, the Building Safety Act has introduced the “golden thread” requirement, mandating comprehensive documentation of all building safety decisions throughout a building’s lifecycle. Email communications form a critical component of this golden thread.
Firms that fail to maintain proper documentation face prohibition of building occupation, substantial financial penalties and potential criminal liability for directors and senior managers.
The cost of non-compliance extends beyond inefficiency. A single misplaced approval email during a construction defect claim can cost firms hundreds of thousands in legal fees and settlements. When the question arises “who approved this change and when?” firms need immediate access to a clear audit trail.
Practical solutions: Automating email management
Forward-thinking AEC firms are addressing these challenges through automated email management solutions integrated directly with Microsoft 365 and SharePoint. Rather than relying on individuals to remember to file every important email, these systems capture project correspondence automatically and make it searchable across the entire team.
The transformation is immediate and tangible. Project managers find approvals instantly instead of searching through threads. Document controllers no longer spend hours manually filing emails. Fee earners reclaim time previously lost to administrative tasks. Teams report recovering multiple hours per week previously consumed by email chaos.
Beyond time savings, automated systems create the audit trails that manual processes cannot reliably deliver. Every email related to a project is captured, filed and searchable. When disputes arise or regulatory reviews occur, firms can demonstrate clear decision making trails and compliance with documentation requirements.
Integration with existing Microsoft 365 and SharePoint environments means teams continue working within familiar systems. There’s no switching between platforms or duplicate data entry. Email management becomes seamless rather than an additional burden.
Making the business case
When evaluating email management solutions, AEC firms should consider total cost of ownership against quantifiable benefits. Implementation costs, licensing fees and training time represent the investment side of the equation. Productivity gains, risk reduction, improved compliance and enhanced collaboration constitute the return.
The key is accurately measuring baseline inefficiencies. How much time do your teams currently spend searching for emails? How often do project delays occur because information didn’t reach the right people? What does your firm spend annually on disputes that could have been prevented with better documentation?
Most firms achieve payback within six to 12 months, with ongoing annual benefits far exceeding initial investment. The business case strengthens when firms factor in risk reduction and compliance benefits alongside productivity gains.
Conclusion
Email management represents one of the most significant yet overlooked opportunities for AEC firms to improve operational efficiency. The challenge isn’t simply administrative; it’s fundamental to project delivery, risk management and regulatory compliance.
As project complexity increases and regulatory requirements tighten, the firms that transform email from a chaotic burden into an organised strategic asset will gain competitive advantage through improved productivity, reduced risk and enhanced client service.
The question isn’t whether email management deserves attention. It’s whether your firm can afford to continue losing thousands of hours and hundreds of thousands of pounds annually to outdated manual processes.
Calculate your firm’s specific email management ROI and discover potential savings using the Ideagen Mail Manager interactive ROI calculator here.
*Please note that this is a commercial profile.
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