Custom BIM protocol: how to structure deliverables and internal processes that actually work in your office

What is a custom BIM protocol?

A custom BIM protocol is an operational guide that defines how your team models, reviews, documents, and delivers projects. It’s not a generic PDF downloaded from the internet. It’s a living document that responds to your workflow, your technical capabilities, and the type of deliverables you handle.

It includes clear definitions of:

• Folder structure

• File naming conventions

• Technical parameters in models

• Types of deliverables by phase

• Internal roles and responsibilities

• Criteria for reviewing and approving before delivery

And most importantly: it doesn’t try to cover everything—only what your team actually needs to apply on each project.

Why not just copy a BEP or generic standard?

Because every firm works differently. Even if two offices both use Revit and design residential projects, the way they name files, organize views, or schedule deliverables can be completely different.

Generic BEPs are good references, but:

• They don’t know your internal workflow.

• They don’t address your recurring mistakes.

• They don’t consider your real technical resources.

• They don’t integrate your experience or logic.

That’s why you need a protocol adapted to you, not a universal template.

Benefits of having your own BIM protocol

Firms that implement a custom BIM protocol often see benefits within the first quarter:

• Fewer client comments – when everyone models with the same criteria, drawings are more consistent, sheets get reviewed faster, and repetitive errors decrease.

• Easier delegation – new collaborators integrate faster thanks to a clear guide that explains how work is done.

• Less review time – it’s not the same to check a model blindly versus validating a deliverable with a checklist and a clear process.

• Better client perception – organized, structured deliverables build confidence from day one.

What should a custom BIM protocol include?

Unlike lengthy, impractical documents, a good BIM protocol should be short, clear, and directly applicable. Essentials include:

1. Protocol objective
   Define what it’s for and what it should achieve.
   Example: “To standardize the technical production of deliverables in residential projects developed by the firm, using Revit 2024 as the main platform.”

2. Folder structure & file naming
   Organize both local and cloud-based project files.
   Example structure:

Example naming:
ARC_PL_01_FloorPlan_Type_V1.rvt

3. Technical parameters
   Define required parameters, how to fill them, and what data they contain.

4. Deliverables by phase
   Clear list of what’s submitted in each stage: concept, schematic, permitting, construction docs, coordination.

5. Roles & responsibilities
   Who models, who reviews, who exports, who delivers.

6. Review checklist
   Quick validation items before delivery:
   ✔ Correct scales
   ✔ Numbered sheets
   ✔ No duplicate elements
   ✔ Clean model (no unused links)
   ✔ File names match the phase

How to create a custom BIM protocol in 4 steps

You don’t need months or expensive consultants. Build it in four steps:

1. Run an internal meeting and document how you currently work.

2. Identify friction points, recurring mistakes, and problem deliverables.

3. Agree on how to model, review, and deliver.

4. Write a 5–10 page document with short, practical sections.

📎 Suggested link: 3X BIM System

How to create a custom BIM protocol in 4 steps

You don’t need months or expensive consultants. Build it in four steps:

1. Run an internal meeting and document how you currently work.

2. Identify friction points, recurring mistakes, and problem deliverables.

3. Agree on how to model, review, and deliver.

4. Write a 5–10 page document with short, practical sections.

Suggested link: 3X BIM System

Can it be phased in?

Yes, and it’s recommended. Example rollout:

• Month 1: Establish naming and folder structure

• Month 2: Define parameters and roles

• Month 3: Document deliverable checklist

• Month 4: Adjust operational BEP and update template

• Month 5: Apply in a pilot project

• Month 6: Review, get feedback, improve

Within six months, you’ll have a working protocol without pausing your production.

Who needs a custom BIM protocol the most?

• Firms already using Revit but delivering in disorder

• Small teams where everyone does a bit of everything

• Growing offices that need standardization before scaling

• Independent professionals collaborating with multiple firms

Suggested link: BIM Success Stories

How to know if your protocol is working

If after implementing it:

• Deliverables come back with fewer comments

• Your team needs fewer calls to clarify tasks

• You can replicate the process on new projects

• New hires integrate faster

Then your protocol is working.

Conclusion: your protocol doesn’t need to be perfect—it needs to be useful

Too many firms freeze searching for the “ideal” BIM protocol. What you need is not perfection but practicality. A living document that improves with each project.

If you can model, deliver, and coordinate without constant explanations—and if you can share and replicate that system—you’re already ahead of 90% of firms.

Supporting Links

• 3 Step BIM System – Exclusive method by Andreina López to transform technical offices into organized, reliable studios.

• BIM Success Stories with ActivoBIM – Real client stories of professional deliverables, order, and technical recognition.

• Florida Building Code (FBC) – Official requirements relevant to BIM standards and deliverables.