Do you struggle to adapt project management systems to fit your processes? Does your project management system take up more time than it saves you? Maybe you haven't yet found the right one for you.
Project processes in the architecture industry can be complex, long-winded and often involve multiple invested parties. This means many project management systems do not have the functionality to support and streamline these procedures effectively. Below we have highlighted a few features you need to look out for when choosing your new project management system.
Timesheets
No matter how large your architecture firm, timesheets are essential to ensure projects are on schedule and are billed correctly. Managing timesheets should be simple and quick, ideally through an intuitive and intelligent interface. Features such as pre-population and auto-approval options are key to look out for, as this will save your architecture firm time and resources, as well as contributing to accurate data. The resource planner and timesheets should be connected to guarantee consistency of data.
Budget Planning
A budget planning system should be versatile and efficient. The software should integrate workstage level probability factors and offer workstage templates for quick planning. Detailed plan-by-grade options are a massive benefit, as it esnures that if you work in phases, you can plan the architectural project on the likelihood of winning speculative parts of the job.
Resource Planning
The resource planner should build on the budget planning section, providing a greater level of detail by allowing staff to be assigned against each workstage and grade. Resource planning should never be isolated from cost calculation, so ensure that the project management system presents profit or loss alongside the resource grid. Team availability within the resource grid is also a great feature, notifying you if team members are on leave or have existing commitments.
Mobile Optimisation
As architects are always on the go, whether that be in client offices, on project sites or travelling to project meetings with various involved parties, mobile optimisation is essential. Whether it be a mobile version of an online portal, or a standalone app, ensure that all features that are needed on the go are available through a mobile interface. Thereforearchitects can create business development notes whilst out and about, capture timesheets and expenses and search for contacts, projects and staff on their mobile device.Bear in mind that often a mobile version will offer more limited functionality.
Contact Management
Key contact information needs to be clearly displayed, with an intelligent contact lifecycle, retaining company history, easily accessible. Ideally your contact management system should be integrated with Outlook, to avoid duplication of data and make finding communications easy on both platforms. The capability to manage business development tasks through mobile and Outlook plugins is a massive time-saving benefit, so look out for these features. It is also worth questioning any GDPR compliance aspects of the contact management system, as this is now priority when regarding CRM.
Quality Assurance
Quality assurance is an essential aspect to any project. A good project management system should offer a comprehensive birds-eye view of the project conformance.
Unlike most management systems, Rapport3
ensures tasks are auto-associated to the project team member and are displayed on the user dashboard to review.
Gateway review input features enable your architecture firm to check each step meticulously, ideal for meeting the requirements of ISO 9001. Architect-specific features such as this save resources and increase efficiency within the industry, so never invest in a system without checking these are available.
Business Intelligence & Dashboards
You need to know that all of the above features are displayed on an intuitive and powerful interface, making it easy to browse and analyse your project data. Reports should be supplied offering you an overview of each project, as well as staff skills, project P&L and budget management.
Rapport3
goes one step further, making dashboards easily configurable, allowing you to design their layout to best suit your working methods. With a homepage dashboard, individual project dashboard and individual contact dashboard, you can find exactly what you are looking for with minimal effort and maximum speed and ease. All dashboards are security controlled, so you can have 100% trust in keeping business matters private.
Choosing a project management system that encompasses everything your architecture business needs is a difficult task. Our team of experts can talk you through the features available in Rapport3, and can offer bespoke advice on how to streamline your processes to make managing multiple projects simultaneously as easy as possible. Please don't hesitate to get in touch on +44 (0)208 390 1240 or drop us an email at info@cubic-interactive.com for more information.
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