A common misconception in the AEC industry is that ISO 19650 only applies to large-scale projects. Many smaller firms assume that structured information management is only necessary for complex infrastructure developments, high-value contracts, or large multidisciplinary teams. However, this belief is not only inaccurate—it prevents businesses of all sizes from benefiting from a more organized and efficient approach to managing project information.
The truth is, information management challenges exist in every project, regardless of scale. Whether you're working on a small residential extension or a major commercial development, the ability to structure, manage, and exchange information effectively can significantly impact project success. Poor information management can lead to wasted time, increased errors, miscommunication, and even financial losses. ISO 19650 provides a scalable framework that helps businesses reduce inefficiencies and improve collaboration—without adding unnecessary complexity.
The Universal Need for Information Management
At its core, ISO 19650 is about establishing a structured and efficient way to handle digital information throughout a project’s lifecycle. The need for structured information management is not exclusive to large organizations—smaller projects and businesses also face challenges such as:
Document organization and retrieval – Locating the latest version of a file can be time-consuming without a structured system.
Version control and change management – Mismanagement of updates can lead to conflicting or outdated information.
Clear communication across teams – Even in small projects, misunderstandings between stakeholders can cause delays and costly errors.
Reliable data handover processes – Without a standardized approach, transferring information at project milestones can become chaotic.
These issues may seem manageable in smaller projects, but their cumulative impact can be significant over time. Small inefficiencies add up, affecting productivity, decision-making, and profitability.
The Hidden Costs of Poor Information Management
Many organizations underestimate the cost of ineffective information management until they take a closer look at wasted resources. The time spent searching for files, correcting errors, and resolving miscommunications translates into real financial losses. Some of the most common pain points include:
Wasted time searching for the latest document versions in email threads or disorganized folders.
Errors caused by outdated or incorrect information, leading to rework and potential contractual disputes.
Miscommunication between project participants, resulting in delays and confusion over responsibilities.
Recreating lost or misplaced documentation, further consuming time and resources.
Without a structured information management process, these inefficiencies become a constant drain on productivity. In contrast, ISO 19650 offers a streamlined approach that eliminates unnecessary rework, improves collaboration, and ensures that the right information is available at the right time. Learn more about the role of information management in digital success.
ISO 19650: A Scalable Framework for Every Project
One of the key strengths of ISO 19650 is its scalability. The standard does not mandate a one-size-fits-all implementation. Instead, it provides a flexible framework that can be tailored to different project sizes and organizational needs. Smaller businesses and projects can apply its principles in a simplified and pragmatic way, focusing on core information management fundamentals rather than overcomplicating the process.
The idea that implementing ISO 19650 requires complex workflows and enterprise-level technology is a misconception. Even a basic setup—such as using a well-structured file organization system with clear naming conventions—can align with the standard’s principles and deliver immediate benefits.
Practical Steps for Small-Scale Implementation
For organizations or projects just starting with ISO 19650, small, practical steps can make a big difference. Some key actions include:
Set Up a Basic Common Data Environment (CDE): A CDE doesn’t need to be a costly or complex system. Even using structured cloud storage with clear folder naming conventions can improve information accessibility and reduce confusion.
Define Clear Information Requirements: Establishing what information needs to be produced, when it is needed, and who is responsible for providing it ensures that expectations are clear from the outset.
Assign Roles and Responsibilities: Clearly defining information management responsibilities—regardless of team size—prevents gaps in accountability and ensures smoother workflows.
Gradually Improve Processes: Businesses can start with basic principles and refine their approach over time as they become more comfortable with structured information management.
The Business Case for ISO 19650 in Small Projects
Beyond reducing administrative burdens, applying ISO 19650 principles can deliver tangible business benefits, including:
Time savings – Less time spent searching for documents means more time for actual project work.
Fewer errors and rework – Reliable version control ensures that teams work with the most up-to-date information.
Improved collaboration – Clear roles, responsibilities, and structured communication reduce project misunderstandings.
Better project outcomes and client satisfaction – A well-managed process leads to smoother project execution, benefiting both the team and the client.
Many organizations hesitate to adopt ISO 19650 because they believe it will require a radical shift in operations. However, starting small and scaling up allows businesses to progressively enhance their information management without disruption.
Moving Forward
ISO 19650 isn’t about complexity—it’s about clarity and efficiency. Whether managing a single residential project or overseeing multiple developments, having a structured approach to information management is essential for staying competitive.
Rather than viewing ISO 19650 as a burden, organizations should recognize its value as a flexible tool that enhances collaboration, reduces risk, and optimizes project performance.
Next Steps
Information management doesn’t have to be overwhelming. If you’re looking for practical ways to implement ISO 19650, our training provides the tools and guidance you need. Start small, download the Beginner’s Guide to ISO 19650 and explore structured information workflows at your own pace.
Learn more here: https://www.bimdesignhub.com/bim-iso19650-course-bundle
🖊️About the author: Nicoleta Panagiotidou is an architect, ISO 19650 specialist, and the founder of BIM Design Hub. She helps AEC professionals and businesses streamline their projects and enhance success through effective information management.
Breakwithanarchitect © 2025 by Nicoleta Panagiotidou. Licensed under Attribution-NonCommercial-NoDerivs (CC BY-NC-ND 4.0). Sharing is encouraged with credit and link to the original post, but full reproduction requires prior written consent.