Five Common Mistakes New BIM Coordinators Make (And How to Avoid Them)

Starting a career in BIM coordination can be exciting, but it also comes with challenges. As a BIM coordinator, you must juggle technical skills, organizational strategies, and communication with various teams.
 
Unfortunately, new coordinators often face obstacles that can slow their progress and lead to frustration.
 
In this article, we will dive a bit deeper into five common mistakes made by BIM coordinators and explore solutions to address them effectively.
 
Whether you are just starting or looking to enhance your skills, this guide will provide valuable insights to improve your workflows.
 

Table of Contents

Mistake #1 - Mismanaging Models and Coordinates

Perhaps one of the most frequent frustrations for new BIM Coordinators is dealing with misaligned models due to poorly understood coordinate systems.
 
This problem is especially prevalent in Revit, where the complexity of coordinate systems—including Project Base Point, Survey Point, Internal Origin, and Shared Site Origin—can feel overwhelming.

Add to this the duality of Project Coordinates versus Global Shared Coordinates, and it’s easy to see why misaligned models become a recurring issue. When these systems aren’t set up correctly, the results can be chaotic: models that float above the site, are misaligned horizontally, or are completely disconnected.

For example:
 
Imagine importing an MEP model into an architectural file only to find it misplaced, making clash detection impossible This not only disrupts workflows but also leads to wasted time during coordination meetings as teams scramble to identify the root cause of alignment issues.
 
To address this, start by mastering the fundamentals of Revit’s coordinate systems. Understand how the various origin points interact and practice linking and aligning models across disciplines.
 
Testing exported models in free viewers like Solibri Anywhere or other IFC viewers can also help ensure they are correctly aligned before being shared.
 
Communication is another crucial element: create clear documentation or a guide on coordinate setup protocols for your project and share it with all stakeholders. Organizing workshops to educate the team on best practices can further minimize errors. Remember, effective model management begins with getting your coordinates right.
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Mistake #2 - Neglecting Clash Detection Preparation

Clash detection is one of the most powerful tools in a BIM Coordinator’s toolkit, but it’s often misunderstood. A common mistake is diving into clash detection without adequate preparation. This leads to overwhelming reports filled with irrelevant issues and, worse, missed critical clashes that could cause on-site problems during construction.

The root of this issue often lies in a lack of organization and understanding. New BIM Coordinators might run a general clash detection test without focusing on the areas that matter most, leading to hundreds or even thousands of clashes that can be difficult to sift through.

This shotgun approach makes it harder to identify the issues that truly need attention.

The solution begins with preparation.

Before running clash detection, ensure your models are clean and up-to-date. Remove unnecessary elements that might generate false positives. Tools like Navisworks are invaluable here; using search sets, you can group elements by system, discipline, or type, allowing you to target specific areas of concern.

For example, you might focus on clashes between walls and ductwork while ignoring furniture, which is often irrelevant. Once the clashes are identified, group them by priority or severity to streamline resolution. Advanced tools like Newforma Konekt or free even free addin – Navisworks Coordination Issues can automate parts of this process, saving you even more time.

Mistake #3 - Failing to Prioritize Issues

Not all clashes should be treated equally, yet many new BIM Coordinators don’t know it. This mistake often stems from a lack of understanding about which systems and elements have the greatest impact on the project’s progress. 

For instance, a clash between a large duct and a structural beam is a high-priority issue that could delay construction or require a redesign. On the other hand, a clash involving a light fixture and a partition wall is often less critical and can be addressed later.
 
Failing to prioritize can lead to wasted time and resources as teams focus on resolving low-impact clashes while critical issues remain unresolved. This slows down the entire coordination process and increases the risk of project delays.
 
To avoid this, develop a clear hierarchy of systems in your project. Structural and architectural elements, such as beams, columns, and walls, should take top priority since they form the building’s foundation.

Large MEP systems, like ducts and pipes, come next, followed by smaller elements such as sprinklers or furniture, which are easier to adjust later. By focusing on the issues that have the biggest impact on timeline and cost, you can make the coordination process easier and keep the project on track.

Please check this video where I share with you tips how to prioritize issues.

Mistake #4 - Ineffective Reporting of Clashes and Issues

Reporting is a cornerstone of BIM Coordination, but when done poorly, it can create confusion and slow down the project. One of the biggest mistakes new coordinators make is relying on static reports, such as PDFs or Excel spreadsheets, to communicate clashes and issues.

While these formats might seem convenient, they quickly become outdated and disconnected from the live model. For example, once a clash is resolved in the model, it’s no longer reflected in the static report, creating a disconnect that can lead to miscommunication.
 
Another challenge with static reports is that they don’t allow team members to easily locate and address issues within the 3D model. This can lead to missed deadlines and unnecessary rework, as teams struggle to keep track of what’s been resolved and what still needs attention.
To improve reporting, switch to dynamic, collaborative tools that support the BIM Collaboration Format (BCF). Platforms like ACC (Autodesk Construction Clound), BIMcollab, Revizto, or Trimble Connect integrate directly with modeling software, allowing issues to be tracked and updated in real time.
 
These tools also ensure that everyone on the team has access to the latest information, reducing miscommunication and keeping the project moving forward efficiently.

Mistake #5 - Ineffective Coordination Meetings

Meetings are a vital part of BIM Coordination, but poorly run meetings can waste time and leave teams feeling more confused than before. Common mistakes include failing to prepare a clear agenda, spending too much time on minor issues, and not assigning follow-up tasks.

Without proper structure, meetings can quickly go off track and fail to address the most pressing issues.

To make meetings more effective, start by preparing a simple, focused agenda that highlights the most critical issues to be resolved. Begin each meeting with a review of high-priority clashes and ensure the discussion stays on track.
 
Avoid getting sidetracked by minor problems that can be addressed later. At the end of the meeting, assign clear tasks to each team member, specifying what needs to be done and by when. This ensures that everyone leaves the meeting with a clear understanding of their responsibilities and next steps.
 
If you’re new to leading coordination meetings, consider watching tutorials or attending workshops on meeting management. Learning how to structure and facilitate productive meetings can significantly improve the coordination process and help your team achieve better results.
 
If you would like to know more about running effective BIM Coordination meeting, I created a video to help you out. 
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To sum up

Becoming a successful BIM Coordinator requires a combination of technical expertise, organizational skills, and effective communication.
 
By understanding and addressing these common mistakes—mismanaging models and coordinates, neglecting clash detection preparation, failing to prioritize issues, ineffective reporting, and poorly run meetings—you can set yourself up for success.
 
Remember, the key to effective BIM Coordination lies in proactive planning, continuous learning, and collaboration. Whether you’re just starting out or looking to refine your skills, take the time to learn from your experiences and seek guidance from seasoned professionals. By doing so, you’ll not only enhance your own capabilities but also contribute to better outcomes for your team and clients.
 
So, what challenges have you faced as a BIM Coordinator, and how did you overcome them? Share your insights and let’s keep the conversation going!

Mastering Quality Assurance in BIM with Solibri: IDS & Clash Detection Matrix

Check out my latest articles:Clash Detection 101: Preventing Construction Conflicts with BIM

Key Points to Remember When Building Clash Tests in Navisworks

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Ignacy Lozinski

BIM Coordinator | BIM Software developer
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