In an industry known for complex workflows, oversized documents and scattered communication, the idea of simplicity can feel almost radical. But that’s exactly what the team from WSP is pushing for.
As the volume of data in construction continues to explode, the real challenge isn’t generating information, it’s managing it in a way that’s actually useful. Ideagen Mail Manager held a webinar with BIM plus where digital construction consultants Rob Brandin and Melania Bergna from WSP shared how they're stripping back bloated processes and taking a “less is more” approach to project information.
They were joined by Huw Knipe from Ideagen Mail Manager, who addressed the other half of the information puzzle: what happens when critical project communication lives (and dies) in email inboxes.
Simplification isn’t cutting corners
The heart of WSP’s message is simple: complexity doesn’t equal quality. In fact, it’s often a barrier to collaboration.
Rob and Melania have worked across complex projects, from high-rise builds to multi-plot masterplans. One common thread across all of them? The documents were too long, too dense and often too ignored. So they made a change.
They explained how they’ve been reducing 50-page BIM Execution Plans (BEPs) into 10-page, interactive documents that are easier to read, easier to action and far more effective. It wasn’t about cutting corners, it was about cutting clutter.
Transforming documentation for better engagement
By embedding live links to workflows, models and responsibilities, they created something dynamic: a document that didn’t just sit on a drive, but actually got used. QR codes replaced static screenshots. Interactive spreadsheets replaced static tables.
“PowerPoints are very easy for the author,” Rob said, “because you know what you're doing, but it's very hard for the audience. So, we need to avoid too much text.”
And it worked. The more streamlined their documentation became, the more conversations it sparked. Teams stopped skimming and started asking questions, because now they could actually understand what was in front of them.
Data without strategy is just noise
But documentation is just one piece of the puzzle. As Melania pointed out, the real challenge lies in managing the flood of project data that comes from different teams, tools and file types.
Building a robust data strategy
Rather than rely on manual spot checks or incomplete reports, her team builds structured data strategies from the ground up. They use shared parameters, Power BI dashboards and cloud-based model scheduling to ensure data is collected, validated and visualised in a way that supports real collaboration.
“If you don’t arrange the data properly,” she said, “you’re not reporting insight, you’re just reporting garbage.”
It’s a mindset shift: from just ticking boxes, to setting projects up for long-term success. By designing data strategies early, integrating dashboards into their workflows and involving teams in how information flows, WSP is helping clients see the bigger picture and avoid nasty surprises down the line.
These interactive tools let everyone, from PMs to technical teams, see where the project stands in real time, whether it’s model health, MIDP tracking or BIM coordination.
Email: The silent risk in construction projects
While teams like Rob and Melania’s are transforming structured data, there’s another kind of information that too often goes unmanaged: email.
Here’s a sobering picture: 91% of firms experienced project disputes in the past year and the majority of scope-related information is buried in email threads. Yet, despite email being the most-used communication tool, more than half of firms still have no system in place for managing it.
The cost of unmanaged email and the solution
Too often, project knowledge disappears when staff leave or gets trapped in individual inboxes. And let’s face it, if your ‘single source of truth’ doesn’t include email, it’s not really the truth.
Firms are continuously losing time, money and even legal battles because they can’t access key email correspondence. Without visibility across teams, firms risk repeating mistakes and losing critical business context.
The solution isn’t more rules or micromanagement, it’s better systems. By centralising email filing and removing the reliance on individual habits, project teams can ensure that vital communication is never lost and knowledge is always shared.
From chaos to clarity
Both WSP and Ideagen emphasised that improving information management isn’t about adopting the flashiest new tech or writing the longest document, it’s about clarity, accessibility and shared understanding.
Whether it’s simplifying BIM documentation or managing email more strategically, the goal is the same: help teams work better together and make decisions based on reliable, accessible information.
This isn’t a software problem. It’s a people and process problem. And it starts by asking one simple question: does this help someone do their job better, or does it get in their way?
Want to bring more clarity to your communication and cut through the clutter?
Request a demo of Ideagen Mail Manager and see how email management can become a strategic part of your information workflow.
