A BIM Coordinator's Weekly Workflow, From Detection to Resolution

Eight consultants, a Wednesday meeting and a Friday report can make a coordination week difficult to organise, especially when a model revision arrives late on Tuesday night.

The schedule below is an illustrative week for a mid-size project. Adapt the timings to the project's issue schedule; the aim is to give each review a known set of models and each decision a clear follow-up.

Monday: federate and run

8:00 to 8:30, collect updates. Check the common data environment for issued revisions and record which models you will use. Collect the complete package before refreshing the federation.

8:30 to 9:00, refresh the NWF. Open the coordination file and refresh the referenced models. Save a dated coordination record. An NWF points to source files, so retain those revisions too if you need to reproduce the review later.

9:00 to 10:00, run the tests. Check selections, clash types and tolerances. Investigate unexpected changes in counts or empty sets. You can run a selected batch; the useful check is the scope and result of each test, not whether you clicked each Run button separately.

10:00 to 11:00, triage results. Separate new results from continuing issues and possible closures. Check that a disappearing clash reflects a model change rather than a missing element or changed test selection.

Prepare readable titles and review priorities and owners for the meeting. Wise can draft names and make recommendations against your matrix, with the coordinator reviewing the output.

Tuesday: route and chase

Morning, share assigned work. Send each consultant a scoped list through the agreed issue tool or shared review view. Include the clash reference, viewpoint and required action.

Midday, walk the model. Review complex areas such as plant rooms, slab penetrations and equipment access. Record design concerns separately from geometric clashes where the issue has not yet appeared in a test.

Afternoon, follow up. Check overdue items and ask what prevents progress. Record whether the next step is a model revision, a design decision or a discussion between trades.

Wednesday: the meeting

Before the meeting. Rerun tests for revisions submitted as fixes. Check proposed closures and keep the relevant model revisions available.

During the meeting. Work through an agreed scope, by zone or responsibility. For each issue, show the clash number and viewpoint, agree the action, and record the owner and target date. Move detailed design discussions into a separate conversation when the right people or information are missing.

Keep the record as you go. Start a ClashWise coordination session before making review changes. While it is Active, status, priority, contact and due-date edits are recorded automatically. Save decisions and action items during the session too. The minutes and PDF use those records; spoken discussion is not captured unless someone records it.

After the meeting. Review the minutes for missing actions, then share them through the project's agreed channel. If you use a manual tracker, update it while the discussion is still fresh.

Thursday: deep work

Reserve time to maintain the sets, tests and records used in the next review:

• Inspect search sets for a discipline and confirm that the expected elements are included.
• Review test tolerances and scope when the design stage changes.
• Update the BIM Execution Plan (BEP) and coordination procedures where practice has changed.
• Prepare tests and responsibilities for the next model issue.

Protecting this time helps you catch scope changes before the next review.

Friday: publish and snapshot

Verify proposed closures. Rerun the relevant tests against the submitted revisions and record the outcome.

Issue the report. Use the format and scope agreed in the BEP. Check clash references, recipients and the issue date before publishing.

Archive the evidence. Keep the issued model revisions, coordination record and report together. An NWD snapshot or an archived NWF with its referenced sources gives a future reviewer more than a dated filename alone.

Where the time actually goes

Track your own week rather than assuming which task is largest. Useful categories are:

1. Triage: names, groups, priorities and assignments.
2. Follow-up: overdue actions, missing revisions and disputed closures.
3. Meetings: preparation, review and minutes.
4. Model review: looking at context beyond the clash list.
5. Maintenance: sets, tests, documentation and archives.

Coordination tools help when they reduce repeated work without making review harder. Count the time spent correcting generated output as well as the time saved creating it.

What breaks the rhythm

Three common disruptions are worth planning for:

1. An out-of-cycle model issue. Agree who can request an urgent update and how the revised review package is announced.
2. An action with no status update. Keep the claim of completion separate from a verified closure until the revised model has been checked.
3. A test whose scope has drifted. Recheck search conditions when model properties or naming conventions change.

Where to start improving

Agree a model issue schedule, a meeting scope and a place to record actions. Then test one improvement through the entire cycle.

If triage takes too much time, try ClashWise for 14 days with one clash set. Compare naming, recommendation review, handoff and minutes with the process your team uses today.

Tags: BIM Coordination, Workflow, Navisworks, Practical