How to Manage BIM Projects with ClickUp

Managing Building Information Modeling (BIM) work can get complicated fast, but ClickUp gives architecture, engineering, and construction teams a structured way to plan, coordinate, and deliver every project phase.

This how-to guide walks you through setting up a full BIM project workspace using proven practices from the BIM project management process.

Step 1: Plan Your BIM Project Structure in ClickUp

Before creating tasks, design a clear structure for your workspace so every stakeholder knows where to find information.

Define core BIM goals

Start by clarifying what you want the BIM project to achieve. Typical goals include:

• Improved collaboration across disciplines
• Reduced clashes and rework
• Model-based quantity takeoffs and cost control
• Coordinated design and construction sequencing

Write these goals into a project overview task or document so they stay visible throughout the project.

Set up project phases in ClickUp

Organize your BIM lifecycle as folders or lists that match industry-standard phases:

• Concept and feasibility
• Schematic design
• Design development
• Construction documentation
• Construction and on-site coordination
• Handover and closeout

Within each phase, you will later create tasks for models, drawings, coordination issues, and deliverables.

Step 2: Create a BIM Project Space in ClickUp

Next, build a dedicated space in ClickUp for each BIM project so you can keep models, issues, and documentation organized.

Set up spaces, folders, and lists

1. Create a new space for the BIM project.
2. Add folders for disciplines, for example:
   • Architecture
   • Structure
   • MEP
   • Civil
3. Inside each folder, add lists for:
   • Models
   • Coordination issues
   • RFIs and design queries
   • Deliverables and submittals

This structure mirrors how BIM teams work in practice and keeps information logically grouped.

Use a BIM project template

To save setup time and keep projects consistent, create a BIM project template that includes:

• Standard folders and lists for each discipline
• Predefined custom fields for model status, level of development, and responsible party
• Default views for coordination, schedules, and reporting

Once built, apply this template whenever you start a new BIM project in ClickUp.

Step 3: Configure BIM Workflows in ClickUp

Customized workflows keep tasks moving smoothly from modeling to coordination to approval.

Define task statuses for BIM models

Create intuitive statuses that match the lifecycle of BIM tasks, such as:

• Planned
• In modeling
• In review
• In coordination
• Ready for clash check
• Approved
• Issued

Use these statuses on all tasks related to model creation, updates, and issue resolution.

Build workflows for RFIs and issues

For RFIs and clash issues, design a streamlined workflow with steps like:

1. New issue logged
2. Assigned to discipline lead
3. Under investigation
4. Solution proposed
5. Approved by coordinator
6. Implemented in model
7. Closed after verification

This gives the BIM coordinator a clear overview of open and resolved issues at any point in time.

Step 4: Use ClickUp Views for BIM Coordination

Different stakeholders need different perspectives, and ClickUp views make it easy to switch between high-level and detailed views of the BIM project.

Set up list and board views

Use these views to track BIM tasks effectively:

• List view: See all BIM tasks with custom fields such as discipline, level, zone, and model version.
• Board view: Visualize issues and models by status for agile coordination meetings.

Group and filter tasks by discipline or area to support coordination workshops.

Leverage calendar and Gantt views

Scheduling is critical in BIM project management. Use:

• Calendar view to track deadlines for model updates, coordination meetings, and deliverable submissions.
• Gantt view to build a timeline that links modeling tasks, reviews, and construction milestones.

Link related tasks with dependencies so changes in one activity automatically update the rest of the plan.

Step 5: Manage BIM Documentation in ClickUp

Centralizing BIM documentation reduces confusion and ensures the team always uses the latest information.

Organize standards and execution plans

Create a dedicated list or folder for BIM standards and planning documents, including:

• BIM Execution Plan (BEP)
• Modeling guidelines and naming conventions
• Level of detail and level of information requirements
• Coordination procedures and meeting protocols

Attach reference documents to tasks or store them as documents inside the workspace so everyone can access them easily.

Track model versions and deliverables

For every model or deliverable, create a task that includes:

• Model name and discipline
• Author and reviewer
• Due date and revision number
• Status and comments from reviewers

This makes it simple to track which model version was used for a specific coordination cycle or decision.

Step 6: Monitor BIM Project Performance in ClickUp

Continuous monitoring helps you spot delays, bottlenecks, and quality issues before they affect construction.

Use dashboards for BIM reporting

Build dashboards to track key BIM metrics, such as:

• Number of open vs. closed coordination issues
• Tasks by discipline and status
• Upcoming model deadlines and milestones
• Workload distribution across the BIM team

Visual widgets help stakeholders understand project health without digging through individual tasks.

Run coordination and progress meetings

Before each BIM coordination meeting, filter tasks by status, discipline, or clash priority so you can:

• Review the most critical issues first
• Assign follow-up tasks directly during the meeting
• Update statuses in real time
• Document decisions and next steps

Use comments and task history to maintain a clear record of what was discussed and agreed upon.

Step 7: Support Construction and Handover with ClickUp

A BIM project does not end with design. Your workflow should continue into construction and facility handover.

Coordinate construction activities

Create tasks for field coordination activities, including:

• On-site model validation
• Installation checks against the model
• As-built updates
• Issue tracking from the field

Use mobile access so site teams can log issues and attach photos directly to tasks.

Prepare handover and asset information

For closeout, organize tasks that cover:

• Final as-built models
• Asset information and equipment data
• Digital operation manuals
• Client training and documentation handover

By tracking these tasks to completion, you ensure the owner receives complete and reliable BIM deliverables.

Additional Resources for BIM Project Management

To deepen your understanding of BIM workflows, review the detailed guidance on BIM project management in the original resource at this BIM project management article. It explains BIM fundamentals, benefits, and best practices you can implement alongside your task management system.

If you want expert help setting up optimized workspaces, workflows, and documentation structures, you can also explore consulting services such as Consultevo, which specializes in process optimization and digital project delivery.

By combining a structured BIM methodology with a flexible task management platform, you can deliver better-coordinated projects, reduce rework, and keep every stakeholder aligned from concept to handover.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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