Project deadlines in architecture, engineering and construction (AEC) are notoriously difficult to meet – Newforma’s 2025 AECO Project and Information Management Survey reveals why: 77% of firms miss deadlines due to poor project information management
This isn’t about weather or supply chain issues – it’s internal. Disconnected tools, scattered data and outdated workflows are creating inefficiencies that slow teams down.
What’s causing the delays?
Disconnected tools, scattered data
Despite the rise of digital platforms, many firms still juggle emails, chats and isolated file uploads. The result: siloed data and missed updates.
- 37% say document management is their top challenge.
- 37% struggle to find the right information.
Broken workflows that don’t scale
Manual tracking and inconsistent processes can’t keep up with complex projects.
- 8% struggle with version control.
- 37% face issues with field reports and punch lists.
These inefficiencies grow with project size and complexity, leading to rework, delays, and budget overruns.
Labor shortages add pressure
41% of firms report staff shortages as a cause of delays. With teams stretched thin, firms also turn down projects, missing revenue opportunities.
Knowledge loss from staff turnover makes things worse, especially when critical information isn’t documented or accessible.
Communication gaps lead to rework
73% of firms say miscommunication is the top cause of rework – a major source of delays. When updates are buried in emails or never reach the right person, the result is chaos, not collaboration.
Internal problems are fixable
External factors like weather are real – but most delays stem from internal breakdowns. Forward-thinking firms are addressing what they can control: communication, documentation and workflow efficiency.
Why it matters
Missed deadlines damage more than schedules:
- 91% of UK firms report delays.
- 92% of small firms experience rework setbacks.
- 66% say client satisfaction is dropping.
- 54% face legal issues from schedule failures.
The result? Lost trust, tighter margins and project risks.
What high-performing firms do differently:
Centralise project information
Firms using centralised platforms report:
- 32% better project quality.
- 30% higher profitability.
- 27% capacity to take on more projects.
Centralised systems eliminate version confusion and scattered data, improving visibility and collaboration.
Standardize and automate workflows
Automation and standardised processes reduce human error and speed up delivery.
Successful firms:
- Map and fix broken workflows.
- Automate repetitive tasks.
- Keep teams trained and aligned.
Strengthen workforce strategy
Digital tools reduce the burden on short staffed teams and help attract tech-savvy talent. Capturing and sharing knowledge ensures continuity during turnover.
Plan for disruption
With real-time updates and scenario modeling, teams can adapt quickly to unexpected changes and keep projects on track.
Foster transparency
Dashboards, shared KPIs and regular check-ins keep teams aligned and reduce surprises. A transparent culture builds trust and accountability.
Real-world example: HorganLynch
Irish consultancy HorganLynch faced scattered communication and manual workflows. After adopting Newforma:
- All files and approvals lived in one system.
- Automated document control improved accuracy.
- ISO-compliant audit trails were streamlined.
- Teams saved enough time to repurpose a full-time role.
“They’re not just working faster; they’re working smarter.”
– Karel Murphy, director.
Where to Start
You don’t need a total overhaul, just smarter information management:
- Centralise data: Ensure everyone works from the same source.
- Automate workflows: Streamline submittals, approvals and reports.
- Preserve knowledge: Onboard faster and reduce knowledge loss.
- Track KPIs: Measure delays, RFI time and rework rates.
- Choose scalable tools: Invest in platforms that grow with your firm.
The firms thriving today aren’t doing more; they’re doing it better. And it all starts with managing information the right way.
Download the full 2025 AECO Project & Information Management Survey.
*Please note that this is a commercial profile.
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