What tools do the most efficient architectural firms use? We've asked architects in Scandinavia and the UK.
One key factor that significantly impacts their efficiency is project templates. Using project templates enhances the way architects work by saving time, improving quality, and enhancing collaboration. In this article, we will delve into how to work with project templates, what they should include, and provide examples of real project templates used by our clients.
Contents
PS! Milient has created a free project proposal template for you to download and use: Find the template here.
It's possible to spend less than 10 minutes starting a new project
Setting up a new project can be time-consuming - as anyone who works in an architectural office knows. You need to include all schedules, budgets, tasks, and routines, as well as gather input from all key people. By using project templates, you can cut down on this time drastically.
A project template provides you with a structured framework that contains all the necessary elements of the project. With this structure already in place, new projects can be set up with very few keystrokes. Almost anyone in the company can set up a new project, avoiding misunderstandings and oversights.
Here are the reasons why project templates are brilliant:
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Everyone involved in the project saves time: Especially the person responsible for setting up projects.
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The quality of the work increases: The project is set up correctly from the start, nothing is forgotten.
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Better workflow, fewer misunderstandings: Everyone involved has a clear plan for what needs to happen.
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Less person-dependent: Regardless of whether you are new or experienced in the company, everyone is able to set up projects using the templates.
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Financial control every step of the way: You can enter a budget for each phase of the project. If something unforeseen happens, it's easier to adjust where necessary.
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Correct reporting to management: When the project is set up with all mandatory fields in the template, you are assured that the input data is correct, resulting in accurate and reliable reports to management.
The main components that should be included in the template
In most architectural firms, the elements that need to be included in projects are often fairly set in stone, which is why project templates are so useful. You may want to set up multiple templates based on the different types of projects you have - for example, new build, landscape, and public building evaluation.
Here are the elements that should be included in a project template:
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The project phases (e.g. pre-project, feasibility study, sketch project, etc.)
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The tasks included in each project phase
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Routines for how the tasks should be done
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Checklists that provide an overview of what has been done
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Price models for each phase
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Notifications for achieved level of hours/costs
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Risk analysis and deviation control
Examples of project templates from real architecture firms
Milient is a project system created by architects - for architects. That's why architectural practices all over Scandinavia use our project management software. Over the years, countless project templates have been set up in Milient, and we're happy to share some examples that our customers have used.
- Project template from a British architecture practice (following the RIBA steps)
- Project template from a Swedish architecture practice
- Project template from a Norwegian architecture practice
NB! The information in the templates is anonymised to protect our customers' confidentiality.
Recommendations from the experts on what not to include in your project template
Although project templates are a powerful tool to ensure a structured and efficient project start-up, it's important to know what should not be included in the templates. Overloading project templates with too much detail can actually defeat their purpose. Here are some recommendations from the experts on what you should avoid including in your project templates:
Detailed time estimates
Time estimates often vary significantly from project to project, depending on specifications and requirements. Including fixed time estimates in a project template can therefore be misleading and give a false impression of the time spent. It's better to let the project manager customise the time estimates based on the specific needs of each project
Specific project resources
Names of specific people or teams should not be included in the project template, as resources can change over time. Keep the templates general by referring to roles (such as project manager, architect, engineer) rather than specific names.
Project-specific goals
Projects often have unique goals and success criteria that do not necessarily apply to other projects. These should therefore not be included in the templates, but rather defined individually for each project.
Are you ready to improve project management in your architecture firm?
Using project templates can truly revolutionise the way architectural firms work by saving time, increasing quality, and improving collaboration. By implementing these templates, your firm can standardise processes, reduce the risk of errors, and ensure all projects start off on the right foot.
Helpful resources
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Download Milient's free project proposal template and see how it can help you set up projects faster and more accurately.
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Learn about how our project management software, Moment from Milient, can transform the way you work: View demo videos.
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Discover valuable downloadable resources that will help you enhance your efficiency and productivity in the workplace.
