Top 10 Time-Saving Tips

Time Pressure 

For architecture practices, time is the most valuable resource, and the one that always seems to run out first. Architects juggle design work, client meetings, and deadlines, all while handling mountains of admin and project coordination. The result is late nights, shrinking margins, and missed opportunities for growth. 

In independent and growing practices, where one person often wears many hats, every lost hour is critical. Time spent chasing documents, updating spreadsheets, or resolving project misunderstandings is time taken away from design and clients. 

Watch this webinar to see how Stephen George + Partners LLP manage to save their time efficiently.

Where Time is Lost  

A large share of wasted hours comes from repetitive admin tasks: spreadsheets, emails, and manual resourcing that drain productivity. Scope creep and unclear deliverables make matters worse, as projects expand without clear agreements on time and fees. Without visibility into budgets and progress, teams often discover problems too late, and disconnected tools only add to the double work. 

This isn’t just a minor inconvenience. It’s a profession-wide issue. According to RIBA’s Workplace Conditions and Wellbeing 2025 report: 

• 90% of architectural staff work beyond their contracted hours, averaging 44 hours a week instead of 37.5 
• Two-thirds receive no compensation for this additional time 
• Over half (54%) say their role negatively affects their wellbeing 

For practices with limited resources, the pressure is even greater. Every lost hour compounds the problem, adding to longer working days, tighter margins, and increased stress. Inefficiency doesn’t just cost money, it costs people. 

“Previously we struggled to understand project performance. Now we have a user-friendly approach in a single clear overview”

Tom Ternoot, Partner & Managing Director 

Why It Matters 

When time slips away, the impact is felt across the entire business. Projects run into delays, creating frustration for clients. Teams are stretched thin, leading to stress and burnout. With so many hours unaccounted for, profitability takes a direct hit. In a competitive market, these pressures can limit a firm’s ability to grow and take on the projects they really want. 

Certain activities or clients naturally require more time, but with better visibility into workload and profitability, practices can make more informed decisions. Having an easy way to plan projects, from resourcing to scheduling, means you’re less likely to overwork existing staff or scramble to recruit at the last minute. Better planning upfront creates greater efficiency and saves time overall. 

It’s also far more expensive to rework tasks than to get them right the first time. Every time a drawing or report needs to be redone, hours are lost. With clearer workflows and accessible project data, firms can spot potential issues sooner and prevent wasted effort. 

Top 10 Time-Saving Tips 

1. Plan Projects Around Renovation Trends
    
   Renovation and transformation projects are now a major share of architectural work in the UK. These projects are often more complex than newbuilds, with hidden constraints, existing structures, and client-specific challenges.

• Benchmark: create stage-by-stage project plans for renovation work with clear deadlines.
• Build in buffer time for unforeseen issues, but enforce cut-off points for deliverables.
• Use digital tools to keep all project phases visible to the team.

2. Monitor Profitability Per Project Type
    
   Margins can vary significantly between renovation and newbuild work. Without tracking, firms risk underestimating the effort required for renovations.

• Benchmark: separate financial reporting for renovation vs. newbuild projects.
• Compare actual time spent against estimated fees.
• Use these insights to refine pricing and avoid undercharging.

3. Keep Admin Centralised
    
   Many architecture firms often juggle multiple systems such as spreadsheets, email and task lists, which leads to duplication and wasted time. Centralising admin tasks reduces errors and frees architects to focus on design work.

• Benchmark: use a single system for tasks, contacts, and project files.
• Minimise time lost searching for the “latest version” of documents.
• Reduce email clutter with shared dashboards or workspaces.

4. Bill Promptly at Key Stages
   
   Delays in invoicing can hurt small practices, especially when clients are slow to pay. With renovation projects, payments often come in phases, so speed matters.

• Benchmark: issue invoices immediately at milestones, not just at month-end.
• Use short payment terms (7–10 days) to protect cash flow.
• Track billing status alongside project progress to avoid overlooked fees.

5. Track Actual vs Estimated Hours
    
   It’s easy for time to “disappear” on unforeseen work, particularly in renovation projects. Tracking hours gives insight into whether your pricing and estimates are realistic.

• Benchmark: log hours consistently against projects.
• Compare estimated vs. actual time per phase.
• Use data to refine future proposals and improve forecasting accuracy.

6. Optimise Staff Workloads
    
   With small teams, every hour counts. Wasted time on admin or duplicated effort eats into margins. Balancing workloads also prevents burnout.

• Benchmark: aim for most hours to be billable design work (around 70–75% is healthy).
• Monitor staff capacity weekly to avoid overload.
• Delegate routine or admin tasks to juniors or external specialists where possible.

7. Automate Reporting
    
   Manually compiling data for project reviews or utilisation reports is slow and error-prone. Automation frees time for client-facing and design work.

• Benchmark: generate regular automated reports on utilisation, billing, and project status.
• Schedule weekly or monthly reports to keep visibility high without extra admin.
• Use dashboards for “at a glance” insights instead of digging through spreadsheets.

8. Build in Checkpoints for Client Sign-Offs
    
   Scope creep is a major risk in renovation projects where client needs evolve mid-project. Structured checkpoints keep both sides accountable.

• Benchmark: define clear design stages (concept, planning, detailed design, technical).
• Require client approval before moving forward.
• Document sign-offs centrally so all stakeholders can reference them later.

9. Use Digital Collaboration Tools
   
   Renovations often involve multiple consultants, such as engineers, surveyors, contractors. Without digital coordination, communication breakdowns cause delays.

• Benchmark: adopt tools like BIM or shared platforms for drawings and schedules.
• Ensure updates flow automatically across documents.
• Detect clashes or errors virtually to save time on costly on-site fixes.

10. Reduce Meeting Time
    
    Time spent in long meetings cuts into already tight project schedules. Small practices benefit from keeping meetings concise and using digital alternatives.

• Benchmark: cap routine check-ins at 15–30 minutes.
• Replace status meetings with shared dashboards where possible.
• Reserve longer meetings only for decision-making or design reviews.

Key Takeaways 

The good news is that wasted hours can be reclaimed. Leading firms recommend focusing on the following areas: 

• Centralise project data so information is easy to find and accessible to everyone, with no more delays caused by chasing reports or searching for the right file. 

• Improve visibility of workloads so teams can balance resources, avoid overwork, and plan ahead with confidence. 

• Digitise and automate routine tasks, such as document sharing and reporting, to eliminate repetitive requests and keep projects moving. 

• Strengthen handovers with systems that are easy to use, so new team members can get up to speed quickly without slowing projects down. 

• Use joined-up systems rather than isolated tools, creating a single source of truth that reduces mistakes, prevents rework, and saves time. 

Dashboards and clear reporting give practices real-time visibility, helping leaders spot where time is being lost and where profit could be secured. With better information, teams can make faster, smarter decisions and focus more energy on design and clients.