How Bennett + Bennett improved data integrity and transfer speeds across 500 projects a year

The Challenge

Bennett + Bennett was managing a very large amount of project information across the business, including 12d Model data, emails, documents and records associated with more than 500 projects a year. The business needed a better way to make that information accessible to the right staff across all locations while also improving data integrity standards to support its integrated management system and quality processes.

For Darren Chalmers, Director and Business Operations Manager, the issue was as much about control as access. The company needed a system that could eliminate ambiguity around file changes, strengthen accountability and reduce the risk of project information being scattered across local folders, Outlook mailboxes and disconnected processes. At the same time, large 12d Model files were creating pressure on transfer performance, particularly for surveyors working across multiple offices and on site.

The Solutions

Bennett + Bennett chose 12d Synergy for two main reasons: it was the only software fully integrated with 12d Model, which was critical for a business using more than 40 licences, and it also provided a practical way to manage project email and records through Microsoft Outlook integration.

The team piloted 12d Synergy on a small number of minor projects for six months with limited users, then rolled it out into smaller offices while refining folder structures, naming rules, attributes and notification templates. Super users were nominated and trained, and an intranet channel was created to support feedback and adoption. Later, the company drew a line in the sand, purchased licences for all staff, and began managing all existing and new projects exclusively in 12d Synergy.

As the rollout matured, Bennett + Bennett also used 12d Synergy Tasks to support IMS and QA workflows, including automatic document creation and associations. The result was not just better data access, but a stronger operational framework for managing versioning, workflow control and project information governance.

The Result

• Improved management of data across 500+ projects a year.
• Supported a business with 115 staff across four offices.
• Integrated with 12d Model, used by surveyors with 40+ licences.
• Strengthened data integrity through robust version control and a complete audit trail.
• Improved IMS and QA workflows through Tasks, scripting and automatic document associations.
• Replaced hours of waiting on large transfers with a few minutes through local data caching.
• Centralized project emails and reduced reliance on inaccessible local PST folders.

A structured implementation built confidence before full rollout

What stands out in Bennett + Bennett’s story is that this was not a rushed technology switch. The business approached implementation as a structured journey: piloting 12d Synergy first, refining configuration details in smaller offices, training super users and then moving the full business into the platform once the foundations were right.

That gradual approach mattered because the company was not just deploying another tool. It was reshaping how project data, emails, templates, workflows and governance would operate across the business. The implementation journey itself became part of the success story.

Building a stronger foundation for IMS and QA

For Bennett + Bennett, one of the most important outcomes was the role 12d Synergy played in strengthening its IMS and QA processes. With robust file versioning, time-stamped audit records and easy rollback, the business gained a much clearer view of who changed what and when. That directly supported higher standards of accountability and made version control a practical part of day-to-day governance.

Tasks added another layer of control. By using customizable tasks, scripting, automatic document creation and automatic actions on completion, Bennett + Bennett was able to embed QA and IMS processes more directly into project workflows rather than relying on separate manual coordination.

Faster transfers improved day-to-day productivity

Another key benefit came from local data caching. Rather than constantly working directly from the server, files were cached to local drives and only the changes were uploaded again later. This significantly reduced pressure on the server environment and improved performance for staff dealing with large 12d Model datasets.

Darren Chalmers described this as replacing hours of waiting with just a few minutes when transferring large 12d Model projects. That kind of speed improvement not only reduced frustration but also made project delivery more efficient across offices and field-based work.

Centralizing email and project information

12d Synergy also improved access to project correspondence by centralizing email rather than leaving it hidden away in local PST folders or individual mailboxes. This made project information easier to access, simplified archiving and backup, and helped ensure that important communications were not isolated with one staff member.

Combined with standard folder structures and job attributes, this created a more consistent and usable information environment across the business, helping staff work with greater confidence in the integrity of project data.