Enhancing Quality Control in Communication with Building Modeling Design

Gilmara Viana Rosa1 and Dr. Ivan Mutis2

1

Assistant Researcher, Armour College of Engineering, Illinois Institute of Technology,

Chicago, IL 60616; PH (414) 595-0899; email: gvianaro@hawk.iit.edu
2
Assistant Professor of Civil and Architectural Engineering, Armour College of
Engineering, Illinois Institute of Technology, Chicago, IL 60616; PH (312) 567-3808;
email: imutissi@iit.edu
ABSTRACT
Building Information Modeling (BIM) is a methodology that provides better
coordination and efficiency in construction projects. The benefits associated with BIM
are cost and time reduction, and more coordination and control. In addition, BIM
enables issues to be recognized early in projects, such as design uncertainty and how
design changes will impact on the project. Nevertheless, BIM cannot assist in the
problem solving process. BIM works better in the exchanging process of explicit
knowledge rather than tacit knowledge. Recently, informal communication has been
seen as an example for exchanging tacit knowledge, as we know explicit knowledge is
the kind of knowledge that is documented and easily exchanged. An example of
informal communication is messy talks, talks that are not about topics present on BIM
session agenda, neither on specified problems. Consequently, having messy talks in BIM
sessions is essential; however, managing all information present in these messy talks can
be a difficult task. In this paper, methods for ensuring quality control of the information
presented on messy talks will be discussed, as the methods that are used for ensuring
coordination during meetings. Moreover, characteristics for ensuring efficiency and
effectiveness of messy talks are present establishing improvements in productivity
during BIM sessions. The paper addresses issues on the transformation of messy talk to
enhance quality of exchanged information.
Keywords: Building Information Modeling, Communication, Quality Control, Messy
talks
INTRODUCTION
Recently, Building Information Modeling (BIM) has been used to provide more
accuracy and efficiency in construction projects due to the ability to see and control all
phases of a project in virtual settings. Hestnes (2011) points out that by using 2D
drawings 30 percent of errors can be identified before they appeared on site. However,
using visualizations as a control mechanism, the number of errors identified is twice. In
addition, using visual control has been considered a considerable strategy in construction.
Bryde, Broquetas & Volm (2013) highlight that the most reported benefits of using BIM

are cost reduction, better control during the project cycle, and time savings. BIM as a
mediating technology tool provides better communication among all stakeholders of a
project to help in the detection of errors. Emmitt and Gorse (2009) stress that the
communication process and timely transfer are the main aspects for obtaining
coordination and control in a project. Understanding why having a good communication
is important and it requires the understanding of what can be considered or defined as
communication.
COMMUNICATION
Frey, Botan, & Kreps (2000) highlight that communication is derived from Latin,
which means making things common. Consequently, communication is associated with
the idea of making information available for people. Aranguren (1967) asserts that
communication means to share information, and also it can be defined as a form of
socialization. Moreover, Aranguren (1967) defines communication as Any transmission
of information by means of (a) the emission, (b) the conduction and (c) the reception of
(d) a message. For example, this article is an example of communication, as writer I am
emitting information about quality control in communication with BIM, and the goal is
that you as a reader by the ending of this article will be able to get a better understanding
of this subject. Emmitt and Gorse (2009) stress that the communication process is a
linear model in which the information is encoded by the sender, it is transmitted passing
through interferences that leads to distortion, finally, it is received and decoded by the
receiver.
Communication is present in our lives in different ways. People can
communicate verbally and visually. Importantly during the communication process is
that the information or transmitted message must be understood by the person that is
supposed to decoded it. In spite of the majority of people believe that communication
means the emission of a message, Blake and Haroldsen (1975) stressed that there is no
communication until the receiver being affected by the information perceives it, as it is
illustrated on Figure 1. In other words, communication will only exist when the message
that is passed is completely understood by the receiver. Emmitt and Gorse (2009) went
beyond highlighting that having an appropriate language for communication could be
considered as a strategy for enhancing a better understanding of a message. Basically,
the idea is adjust the way that people communicate with the scenario and situation using
expressions and a language that will be easily understood.

Figure 1 Communication only exits when the message is received and decoded

Communication has several purposes. According to Adams (2011) people tend to

communicate for many such as surviving, forming social bonds, helping others, and
managing how others perceive us. Emmitt and Gorse (2009) recognize that people
communicate to reach different objectives, as is illustrated in Figure 2. Consequently,
having good communication is extremely important in personal and professional life.

Figure 2 Communication Purposes according to Emmitt and Gorse (2009).

In the construction industry, having good communication among all stakeholders

of a project is extremely important for ensuring effectiveness in management during all
phases, including during BIM sessions. Also, it is important taking into account the
different levels of communication, such as intrapersonal communication, interpersonal
communication, group communication, multi-group communication, and mass
communication (Emmitt & Gorse, 2009, p. 45). In this article, we will discuss the
interpersonal communication due to its relevance to this research project. Interpersonal

communication is the most common form of communication among stakeholders in a

project.
According to Emmitt and Gorse (2009), intrapersonal communication, known as
face-to-face communication or intracommunication, consists of [The] thinking process
that occurs within and to the self. In other words, it is the process that occurs in our
minds while we process information. However, interpersonal communication is the
interaction between two people or more, which embrace verbal and visual interaction.
Blake and Haroldsen (1975) state that the message/information that has been
transmitted must be understood for communication, which in turn this implies that the
message exists. Therefore, we need to make sure that all information needed is present
during the communication process, mainly in construction projects that is in our case of
interest. Ustinoviius, Migilinskas, Tamoaitien & Zavadskas (2007) point out that
The lack of information exchange among the project participants negatively affects the
implementation of the construction project: increasing the execution times, being the
reason for the demand of non-scheduled resources, including ruined human resource
management (HRM) and planned resource supply chain.
BUILDING INFORMATION MODELING (BIM)
Zuppa, Issa & Suermann (2009) highlight that BIM has been considered as the
new IT tool in which the main focus is on process based on collaboration among
stakeholders. In addition Zuppa et. al. (2009) urge that BIM is a tool for preventing
inaccuracies and omissions of construction projects. Bryde, Broquetas & Volm, (2013)
define BIM as a methodology for controlling building design and project data. Both
Zuppa et.al. (2009) and Bryde et. al. (2013) point out quality as a result of using BIM.
Figure 3 illustrates all benefits associated with BIM. A system with a good stakeholders
integration and coordination enables BIM to be recognized as a tool to assess quality in
projects. Thus, understanding quality as concept is a crucial factor.

Figure 3 Benefits associated with BIM

QUALITY
Summers (2003) points out that quality can be divided in two parts: (1) the
ability of a product or service to match and satisfy the customers needs and
specifications and (2) the service or product that has zero nonconformities. In a similar
way, Besterfield (1994) stresses that customers experience quality when their
expectations surpasses the expected performance. In addition, he urges that Quality is
the totality of features and characteristics of a product or service that bear on its ability
to satisfy implied or stated needs (Besterfield, 1994, p.1). Quality exists when the voice
of the customer and the voice of the process are reached, as well as when quality meets
customer expectations and follows the requirements of a process.
In this research project, the focus will be on the process of exchanging informal
communication. We want to provide better quality information to ensure efficiency
during all phases of a project, by verifyng that all information that is relevant for the
project is properly documented. Consequently, the requirements imposed by the
engineers and designers must be complied. For this reason the quality control concept
will be applied.
Besterfield (1994) defines quality control as the use of tools and techniques by
ensuring, assisting, and enhancing quality for products and services. Summers (2003)
suggests that Quality Control refers to the use of specification and inspection of

completed parts, subassemblies, and products to design, produce, review, sustain and
improve the quality of a product or service. Nevertheless, Summers (2003) stresses that
quality control is more than just inspection. It creates standards to verify that the
previous ones will be followed, including taking action when they are not reached, and
finally, performing plans and actions to reduce future and possible nonconformities.
The quality control concept can be applied in the communication with BIM
coming up with the idea that everyone is responsible for quality. This means that all
professionals involved in a specific project are responsible for applying quality in their
daily activities. People must be aware of the importance of a good communication which
can lead to cost and time savings, and also accurate processes. Quality control must be
applied during the communication process while using BIM certifying that the
communication will be passed correctly, and as simple as possible to provide a good
understanding for all stakeholders of a project who belong to different fields, for this
reason the information must be clear, simple, and correct as well.
People tend to believe that quality is the responsibility of a specific area or
sector; however, Besterfield (1994) advocates that quality must be present in everyones
job. Ensuring quality during the processes of communication with BIM can be
considered as a beneficial strategy for decreasing design uncertainty that is generated by
unclear and inadequate information. Gosling, Naim, & Towill (2013) define uncertainty
as A state that ranges from just short of certainty to a near complete lack of knowledge
about a result. According to the SmartMarket Report (2014) design and construction
are subjected to uncertainty, mostly due to the different perspectives that owners,
designers, engineers and contractors present during a project.
Design uncertainty implies many impacts on projects. Mickelson (1986) asserts,
Since the products of the [construction] industry affect more than the developers,
designers or constructors, it is incumbent upon those involved in the design and
construction process to manage that which they do to assure that the results meet
predetermined standards of quality. Moreover, the SmartMarket Report (2014)
highlights the following causes as the most common causes identified: unforeseen site
conditions, unclear project requirements, design errors and omissions, individual trade
contractor performance, scope gaps among prime and subcontractors. The SmartMarket
Report goes beyond and defines how we can deal with design uncertainty, Clearer
direction from owners (79%), and more active leadership by owners (68%) are the topcited mitigating elements. Nearly two thirds (64%) identify best value or other team
selection criteria not based primarily on low fee as very important. Reinforcing the value
of tighter designer/builder collaboration, more integration between design and build
parties during design and construction (77%), more time for design firms to participate
in coordination (66%) and clearer definition of deliverables between parties during the
design process (67%) all rank among the top five. Also, the use of BIM by entire project
team (50%) outranks the use of BIM by single firm (32%), further emphasizing the

greater value of collaborative efforts. Enhancing quality control in communication with

BIM will provide more coordination and control for the stakeholders during the phases
of a project due to accurate information.
Crosby (2013) points out that quality control is able to reduce uncertainty by
identifying possible sources of failure. Identifying the root causes for the issues enables
companies to develop and implement preventative controls. In addition, Crosby (2013)
stresses that by implementing quality, some quality standards will be created reducing
uncertainty.
MESSY TALKS
Dossick and Neff (2011) conclude that BIM is an efficient tool for supporting the
exchange of explicit knowledge, knowledge that can be documented. Nevertheless, BIM
does not support in the exchanging process of tacit knowledge, knowledge acquired with
experience, by messy talks. Dossick and Neff (2011) define messy talk as
Conversations neither about topics on meeting agendas, nor on specified problems or
specific queries of expertise. The authors went beyond comparing messy talk with
brainstorming; however, according to them, messy talks differ from brainstorming
because messy talk is unplanned, unforeseen and unanticipated (Dossick and Neff,
2011. p 85). In spite of the majority of people believe that BIM helps during the problem
solving process, it has been seen that BIM helps people find errors easily; however, it
does not support dialogue and conversation. Dossick and Neff (2011) could conclude
that BIM does not support messy talk which according to them makes interorganizational teams more effective. After performing a qualitative research, Dossick
and Neff (2011) concluded that messy talk is used for finding solutions during BIM
sessions, as it is supported by flexible, active, and informal artefacts. We cannot deny
that messy talk is important. It helps directly in the problem solving process; however
managing all information present in messy talk could be a difficult task. Messy talk is by
nature informal. Nevertheless, to provide more accurate information discussed during
messy talks, a formal model is required to provide a better documentation for all
information.
Dossick et al. (2014) highlights that models and documents make conversation
necessary during BIM sessions. In the article Messy Talk in Virtual Teams: Achieving
Knowledge Synthesis through Shared Visualizations, Dossick et al. (2014) point out
that taking notes, and recording audio and video during virtual BIM sessions have been
used for managing the information. Moreover, Dossick and Neff (2011) realized that
teams that are able to make drawings and sketches in a white board or even on paper
during the sessions are more productive than those that do not. Neff et al. (2010)
presents a valid point about the importance of informal communication. For instance, an
architect, interviewed during the research, highlights that having the opportunity to do a
drawing in 2D is helpful, even if it is not accurate enough. The interviewed, points out
that it is a fundamental part of the design and workflow.

METHODS
In order to get a better visualization of the problem, observations of BIM
sessions were made providing a notion of what were happening during the sessions, and
issues associated with that as well.
AVOIDING MESSY TALKS TO BECOME MESSY
In spite of its importance of having messy talks, we have to ensure that the
exchanging of information does not turn into a real mess. As it was discussed by
Dossick and Neff (2011), messy talk is extremely essential for enhancing productivity
during BIM sessions. However, during BIM sessions things can be out of control due to
conflicts, different opinions and thoughts about the project. Consequently, keeping the
sessions in control is helpful for ensuring the good flow of the meeting. Actions must be
taken prior to a BIM session, and during its execution, as it is discussed below. Ensuring
an effective and efficient BIM session can be considered as a difficult task due to the
difficulty of managing all information discussed during the session; however, there are
some tips that should be followed for providing a better management of the information.
Krieger (2013) urges that preparing and practicing in advance of a BIM session
are crucial factors because it will decrease waiting and down time during the sessions.
Therefore, the team will be able to use their time wisely because not all members will be
available for the whole session. Consequently, having an agenda for a BIM session is
helpful for making sure that all issues will in fact be discussed. Also, it is important that
all resources needed are available by the time of the session. Krieger (2013) stresses the
importance of having all models loaded prior to a meeting decreasing time waste, and
helping with coordination during a session.
Being aware of who must attend a BIM session is relevant for making sure that
the team is completed, ensuring that all professionals that are needed are available by the
time that the issue is recognized. Richardson (2010) points out that we have to
distinguish the roles and responsibilities for each one of the team members, knowing
their knowledge level for the software and processes that will be used. In similar way,
Clothier (2014) highlights the importance of having just key members attending BIM
sessions. Only people who are really important and relevant for the session must attend
it. Munro et al. (2008) point out the importance of team formation. According to him,
each member of a team must be aware of his/her strengths and roles. In addition, the
team composition must be defined by the dimension and tasks needed in a project.
Therefore, the number of members in a team will rely on the size of the project, and the
skills required will depend on the kind of project. Moreover, Richardson (2010) stresses
the importance of defining and identifying the roles that the members will play in the
project in order to have knowledge of which member must be contacted when an issue is
detected.

As early discussed, in the construction field, issues related to communication

have a negative impact in project executions. Emmitt and Gorse (2009) highlight the
following measures for solving issues related to communication. According to them it is
necessary to reduce or even remove existing artificial barriers, which means bringing
designers, architects and engineers to work together. Also, ensuring that data is revised
and available for all parts is extremely important providing access of accurate
information to all stakeholders in a project. It is important to highlight that it cane done
by taking advantage of the ITs. Working in a project each time has been recognized as a
crucial factor for enabling focus on a single project, and dedicating all the resources as
well. Finally, Emmitt and Gorse (2009) point out that all events and actions taken must
be recorded for future analysis.
CONCLUSION
This paper introduces the importance of managing communication during BIM
sessions known as messy talks. The paper calls its the attention for aspects related to
how to enhance the quality of existing messy talks, which are informal by nature,
transforming them in a formal way of communication enabling its documentation.
Therefore, enhancing quality in messy talks relies on actions that must be taken prior
and during the execution of a BIM session. Team formation and size must be taken into
consideration assuring that all professionals needed are available by the time that they
are required. An agenda must be done enabling that all issues will be discussed, and
ground rules must be done as well for ensuring productivity during a BIM session. The
next step for our research is implementing the suggestions proposed analyzing,
measuring and comparing the improvements made in the previous and after scenario.
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