For many project managers, ArchiOffice is a dream come true – it organizes your information in one place and provides real-time data to help you quickly make informed decisions. You can also customize ArchiOffice to fit your firm’s needs, and access the application to manage your projects and staff anytime, anywhere and on any device. It allows you to stay on top of project milestones and deadlines, while continuing to design great architecture.
Here are 10 quick and easy tips to get you started on utilizing the Project Management features in ArchiOffice:
Tip #1: When naming projects, phases, job codes, etc., don’t use special characters (e.g., “/ \ * & ?@ %). These cause serious issues with the computer operating systems. Watch this video.
Tip #2: Reduce project start-up time by using templates. You can create project templates for large, small or repeat clients. When your next project comes in, start it from the template and have your users and their rates, phases/job codes, and tasks all set up and ready to go.
Tip #3: At the end of each year, set some New Year to-do items:
- Change Project Number scheme from current year to the next year (say 2016 to 2017) in Preferences > Project > Defaults.
- Change Invoice Number in Preferences > Billing > Defaults.
- Create a new 2017 Internal project. Don’t forget to duplicate your 2016 internal projects and start tracking your internal and administrative time in a new 2017 project.
Tip #4: Make sure each user in ArchiOffice has set the correct format for project lists (by Name or Number) in Preference > Users > Time/Expense. When employees enter time, they can easily find their projects and speed up the entry process.
Tip #5: If things have slowed down at the end of the year, it’s a good time to evaluate how your projects are performing. Don’t forget to run your Project Profitability (Accrued or Cash) report or check your Project > General > Performance screen.
Tip #6: You can modify the billing rate of any employee at the project level if this rate varies from project to project.
Tip #7: Deactivate a phase on Projects > Details if it has been completed, fully billed, or you want to prevent additional slips from being entered against it.
Tip #8: If you want a phase or job code to be added automatically to all new projects created in ArchiOffice, then select the Add check box on Preferences > Project > Phases/Job Codes.
Tip #9: If employees have contributed anything to a project (say, time, documents, events, etc.), then don’t delete them from the project, but rather un-check their Active status. This will maintain their historical records though the project will no longer be on the employees’ list nor will they be able to contribute time and expenses to it.
Tip #10: You can modify both the project name and project number at any time, and all the related records will be updated. Simply go to the Projects>Detail screen and enter the new value for the Name or Number.
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