The six unique challenges of email management for AEC firms

Within the AEC industry, effective communication is the key to successful project management. However, the substantial volume of emails exchanged internally and externally among stakeholders can create significant challenges, as each instance of communication must be meticulously tracked and managed. 

The complexity of email management is amplified in the AEC environment as it is characterized by strict regulatory requirements, multiple collaborators, and frequent updates. 

Misplacing an important document or missing an update can lead to a breakdown of communication between parties, expensive delays, and even legal issues. Thus, email management has become both a logistical and strategic imperative for AEC firms.

From the overwhelming volume of communication to the need for precise coordination across diverse teams, AEC firms face significant and unique challenges in staying on top of digital communication.  

By understanding these challenges and implementing effective email management strategies, AEC professionals can save time with enhanced project efficiency, improved collaboration, and ensured successful delivery of their projects.

Key Challenges: 

1. Volume of communication
2. Information overload
3. Collaboration & coordination
4. Documentation & record keeping
5. Security & archives
6. Tools & solutions

1. Volume of communication

Within AEC projects, the number of stakeholders is extensive and grows with the size of the project itself. Typically, each project has, and is not limited to:

• Clients
• Contractors
• Subcontractors
• Suppliers
• Architects
• Engineers
• Regulatory parties

Each group requires a different level of update, approval, and coordination at different points in the process. With email being the primary method of delivering information in the AEC industry, this often leads to a high volume of email exchanges, as each step or change in the project brings with it a new wave of correspondence.

AEC projects lean towards being dynamic, with frequent changes in project timelines, specifications, and range. When these changes occur, through new regulatory requirements, client demand, or even site conditions, they must be communicated to every party as quickly and clearly as possible. 

These changes lead to differing email threads containing updates, instructions, feedback, and direction, all of which can be overwhelming or easily overlooked, leading to a high risk of miscommunication and oversight. 

Throughout a project there will be a constant influx of emails which can make it challenging to organize and maintain if there is not an email management system in place.

2. Information overload

A key challenge of email management within the AEC industry is the volume of information that must be processed in regards to a singular project daily. Each email or email thread contains a range of different information, whether a critical update, routine notifications, or miscellaneous (but relevant) content. 

Managing these emails—identifying which ones require immediate attention, which ones are important, and which can be sorted later—is not only a daunting task, but a time consuming one. Not having an appropriate system in place to prioritize important emails can lead to missing crucial communication which can cause delayed responses to time-sensitive problems. 

Another issue with the high volume of information that AEC professionals have to process is that the more emails they receive, the higher the risk of missing critical updates or instruction. When key emails become buried in a sea of other minor updates, they may not be seen in a timely manner. Missing these important emails can lead to serious issues, such as:

• Non-compliance with regulatory requirements
• Safety incidents
• Project delays

The amount of emails can lead to a sense of chaos and may cause team members to become overwhelmed, leading to a time sink and overall reduced efficiency.  

3. Collaboration and coordination

One of the key pillars of the AEC industry is collaboration as AEC projects involve multiple teams working together towards a common goal. Each team has their own responsibilities and deliverables, but all must work in harmony to ensure a project is completed successfully.

Coordinating project information well can help to avoid conflicts and guarantee that everyone is aligned with the project's objectives and on the same timelines. Delays or misalignment in communication can be detrimental as it can cause project delays, errors, and a need for rework. Effective email management is essential in avoiding this as it assures the right information reaches the right person/people at the right time.

Within larger AEC projects, there is also a higher chance of a team or team member working in a different geographical region to the project itself. This, combined with the rise in remote working in a post-COVID world, emphasizes the need for clear communication and collaborative efforts. These location factors add a layer of complexity to collaboration as a whole and highlight that all team members must be on the same page despite the differences in location. 

4. Documentation and record-keeping

In the AEC industry, maintaining detailed records is not just good practice, but a legal and regulatory requirement that is strictly upheld. 

Communication detailing decisions and changes during a project's life cycle must be maintained as in the event of a claim, dispute, or litigation, there needs to be a complete and easy to access record of all actions taken and who is accountable for those actions. 

Most recently, The Building Safety Act (BSA) has introduced the golden thread, which requires a certain level of documentation of communication to ensure a tragedy like Grenfell does not occur again. 

Managing the high volume of emails for a project can be incredibly challenging for AEC professionals, as well as a large time-sink. Finding time to accurately store, file, and categorize emails for each project daily can sometimes be an impossible and never ending task. Inconsistencies across the team with categorization and filing of emails can lead to missed or lost information that might cause major issues later on. 

Traditional email systems also may not have great search functionalities, which makes searching for an email as far as ten years back sometimes impossible, and incredibly time-consuming.

5. Security and archives

AEC projects pose a particular digital security risk, as sensitive information is regularly exchanged through email, including:

• Designs
• Financial information
• Personal data of employees and clients
• Contracts

This information poses significant risk if leaked or mishandled and has the potential to cause a breach of trust with clients, both present and future, if an error occurs. 

A great way to mitigate these risks is to ensure that you perform regular security audits and verify that your systems are up to date and compliant with security protocols. Another way to avoid mishandled information is to have an approval process in place that acts as a final barrier before any information is sent out. 

Thorough archiving and reliable backup of information is also crucial for AEC firms, as the long-term protection of project information is now legally required. Emails can now be considered part of this, and are essential to preserve communication relating to differing projects, and by having a system that allows them to be organized and fully searchable, the data becomes instantly accessible.

6. Tools and Solutions

Currently, there are a number of tools that have been specifically developed to address AEC related issues when it comes to email management.  When selecting an email management solution, there are a few factors that are crucial to look out for:

• Assisted filing: Automatically organizes emails by conversation and files future emails within the same thread, reducing manual effort and improving efficiency.
• Advanced searchability: Enables quick access to emails, attachments, and documents with wide search capabilities, enhancing decision-making, collaboration, and accuracy.
• Seamless control: Offers consistent email access across Windows, Mac, and mobile devices, ensuring flexibility and productivity for all team members.
• Reliable security: Includes regular backups, protection from unauthorized access, and compliance with data protection standards to safeguard sensitive project information.
• Cloud-based storage: Provides scalable, cost-efficient storage with remote access capabilities, supporting firm growth and facilitating flexibility and collaboration.
• User-friendly interface: Features an intuitive design for easy adoption and navigation, with customization options and comprehensive support to boost productivity and user satisfaction.

Conclusion

Managing emails in the AEC industry is both a logistical and strategic challenge, with the high volume of emails, collaborators, and regulations making it hard to handle efficiently without assistance. By identifying some of the potential pitfalls, we can better define the correct solution.

Email management systems appear to be the clear solution, with essential features such as assisted filing, advanced searchability, seamless control, reliable security, and user friendly interfaces collectively improving overall collaboration, efficiency and project success for AEC firms. 

Atvero Mail, the brand new email management solution from Atvero, was developed for this exact purpose as it tackles the specific issues faced by the AEC industry.

Find out more at: Atvero Mail: Email management designed for the AEC industry