Part 1 of the series: “Mastering Project Information Management — The ISO 19650 Way”
About this Series
In my earlier article — “Still Struggling with Project Chaos? ISO 19650 Can Fix That” — I introduced the core ideas behind this important standard for AEC project information management.
The response to that article was inspiring — many professionals from across the architecture, engineering, and construction world reached out with feedback, questions, and their own experiences.
One message came through clearly: our industry knows that project information management is broken, and many firms are eager to improve it — but they need more practical guidance.
That’s why I’m starting this new series: to take a deeper, more practical look at ISO 19650:
✅ How to understand it — without the jargon
✅ How to apply its principles — even in smaller firms
✅ What pitfalls to avoid
✅ And how emerging technologies — including messaging-first platforms — can make adoption simpler and more natural
Why Project Information Is So Messy
Before we dive into solutions, let’s take an honest look at the reality on most AEC projects today.
If you’ve ever tried to track down the latest approved drawing, or clarify whether a site instruction was formally approved or just “discussed” in a chat group — you know what I mean.
Here’s what I often see — across projects large and small:
- Emails flying back and forth with attachments — but no central record of approvals
- WhatsApp groups where key decisions are made — but without proper tracking
- Multiple versions of drawings stored in various folders — with no clear version history
- Verbal site instructions — undocumented and hard to verify later
- Approvals given informally — but disputed later when issues arise
- Critical documents scattered across Dropbox, Google Drive, local hard drives, and personal email accounts
This is not about blaming anyone. It’s simply the result of:
👉 Complex projects with many stakeholders
👉 Lack of a clear, enforced process for AEC project information management
👉 Habits built around convenience, not control
The Cost of Chaos
This chaos comes at a real cost:
- Mistakes on site — when teams work off outdated or incorrect information
- Delays — when people waste time searching for documents or clarifying approvals
- Disputes — when there is no clear record of who approved what, and when
- Rework — when design changes are not clearly communicated or tracked
- Stress — for project managers, designers, engineers, and everyone else trying to keep things moving
In my view, poor AEC project information management is one of the biggest hidden risks in the AEC industry today.
And the more complex the project — with multiple consultants, contractors, subcontractors, and suppliers — the bigger the risk.
There Is a Better Way: ISO 19650 Principles
As I explored in my earlier article, ISO 19650 provides a practical, proven framework to bring order to this chaos.
I won’t repeat all the details here (you can read the original article for that), but in essence:
ISO 19650 helps ensure that:
✅ Everyone works from the same current, approved information
✅ Approvals and decisions are properly recorded and traceable
✅ Information is stored and structured in a Common Data Environment (CDE)
✅ Version control and metadata are used consistently
✅ The entire project team has clarity about information workflows
In other words — it gives us a shared language and process for AEC project information management.
Not based on software preferences or ad-hoc habits — but on clear, standardised principles.
It’s Not Just for Large Firms
One misconception I’ve heard from many peers is that ISO 19650 is “only for big projects” or “too complex for small firms.”
In reality, the principles of ISO 19650 are valuable for projects of all sizes.
Even if you’re running a small architecture studio, or an engineering consultancy with 10 people — adopting clear workflows for AEC project information management will:
✅ Reduce errors
✅ Speed up approvals
✅ Improve collaboration
✅ Strengthen your professional reputation
✅ Prepare you for working with larger clients who expect structured information management
You don’t have to “be certified” to start applying these principles. You can start small — and grow your maturity over time.
Why So Many Firms Struggle to Adopt It
If ISO 19650 is so helpful, why haven’t more firms embraced it?
Here’s what I’ve observed:
👉 Lack of awareness — many professionals simply haven’t heard of the standard yet
👉 Perceived complexity — the documentation can feel intimidating at first
👉 Tools not designed for everyday users — traditional CDE platforms can be expensive, complex, and hard to adopt
👉 Ingrained habits — teams are used to working via email, chat apps, and informal approvals
That’s why I believe we need a more human-centric approach to ISO 19650 adoption — one that meets teams where they are, and gradually helps them improve AEC project information management.
The Opportunity Ahead
Here’s the good news:
Across the industry, there is a growing recognition that better AEC project information management is not a luxury — it’s a necessity.
Clients and public agencies are increasingly expecting structured information workflows.
Technologies like digital twins and AI analytics require good, structured data.
Firms that adopt ISO 19650 principles will be more competitive, more efficient, and more trusted.
And — if we take the right approach — adoption can be made simple and natural.
That’s something I’m very passionate about (and something we’re building into Arkchat — more on that later in this series).
What’s Next in This Series
In this first article, I wanted to revisit the core problem — and set the stage for deeper exploration.
In the next articles, we’ll cover:
✅ How to understand ISO 19650 in simple terms (without jargon)
✅ Key terminology you need to know (demystified)
✅ How to start applying ISO 19650 principles in your projects today
✅ Common pitfalls to avoid
✅ How new messaging-first tools can make compliance simpler (including the approach we’re developing in Arkchat)
My goal is not to “sell” — but to educate our industry peers — because the more we adopt good AEC project information management practices, the stronger our industry becomes.
I invite you to follow this series — and if you have questions or topics you’d like me to cover, please comment or message me.
Together, we can fix the chaos — and build better projects.
