How Architects Can Use Document Management to Increase Productivity


The world of landscape and building architecture is fast-paced, with extremely tight design and construction deadlines that often contribute to customer satisfaction — or lack of it.

Where detailed drawings are concerned, it sometimes takes employees many hours — even days — to create or update a drawing. If an out-of-date version of the drawing is used by mistake, that work has to be duplicated, cutting down on efficiency and productivity — and costing the firm money.

That’s only one of the many reasons professionals in these industries swear by the productivity and efficiency-enhancing capabilities of a strong document management solution.

The Benefits of Document Management for Architects

Landscape and building architects go through a great deal of paper and ink producing volumes of design, plan, and layout iterations for team review and eventual client approval.

Even after “final” approval, there may be last-minute design changes, engineering approvals, or other mark-ups associated with the pre-construction phase, with even more corrections and changes occurring throughout the construction of the project.

This cycle of collaboration and revision requires multiple copies and many multifunctional devices such as scanners, wide-format printers, and copiers to increase efficiency and reduce error.

That’s where document management comes into play. Here’s how it can take the efficiency and productivity of landscape and building architectural design firms to the next level:

  1. It Fosters Better Collaboration and Organization

Not only does the efficiency of design collaboration increase with a document management system that ensures the team can keep track of the latest design changes, but it becomes more intuitive.

For example, collaborative software can allow architects to layer text changes over design plans and render the results on any device. Document management keeps all file iterations up to date for quick retrieval of the correct documents.

Staying organized with clarity on the latest design files helps control errors and keeps production on target.

  1. It Conserves Paper and Eases Strain on Production Equipment

With markups being generated online, there is less of a need to produce hard copies at every turn.

This reduces the number of printed plan sets and saves paper. With more companies feeling consumer pressure to be environmentally responsible, this is a significant benefit.

In addition, less printing means less wear-and-tear, and therefore less maintenance on equipment, increasing your ROI, and preserving bottom-line capital.

  1. Cloud Management for Efficiency and Security

Once operational data has been digitized and added to the cloud, it can be accessed and actionable from any source — a desktop PC or a mobile device. This increases the ability of a design team to make on-the-spot changes and reviews for greater efficiency.

And, Cloud-based document management is the best choice for a reliable backup. Even data is currently being backed up to an external hard drive, such drives can easily be damaged by acts of nature such as fire or flood, or it can be compromised by theft.

Additionally, because a cloud service normally stores data in at least two locations, it can offer a redundancy that provides an extra layer of data protection — and security.

This redundancy also preserves workflow and protects data in the event of a hard drive failure, or a cyberattack.

With 43% of all cyberattacks leveled at small or medium-sized businesses and 60% of these businesses closing down within six months of the attack, it’s no wonder that cybersecurity has become a primary consideration for companies choosing managed services like document management.

DOCUmation Has the Document Management Solution You Need

There are many ways to bring the benefits of document management to your landscape or building architectural firm.

At DOCUmation, we can help you decide between monitored IT solutions and having skilled technicians available at your worksite. Our managed IT gives your staff the freedom from maintenance, support, and configuration tasks so they can focus on more crucial priorities.

Our managed onsite solution provides onsite technical support that can provide efficient, cost-effective management of your documents, records, office support, and even print shop and mail center tasks.

For more information on our selection of services that can help jumpstart your business’ efficiency and productivity, connect with a DOCUmation expert today.




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