ArchiOffice users like you know that this solution revolves around projects. Consequently, how you and your firm use the platform’s project features can have a strong impact on your cash flow. That’s why we’ve gathered 10 tips from BQE Senior Trainer Pam McGinty about how you can use ArchiOffice’s project module to achieve major gains in efficiency and insights, which translate into higher profits. We’ll take a look at 5 this week and then learn about the rest next week.
1. Sub Phases
ArchiOffice’s sub-phase capabilities let you easily identify fees for each particular item, whether they’re for outside consultants or your own employees. When you look at your job’s summary, you can then easily see where your team is and how your budget is doing. In essence, sub-phases let you track your projects on a more detailed level and constitute building blocks for other types of important analysis in ArchiOffice.
When you’re able to more closely monitor your phases by using sub-phases, you can better ensure that your project is on-budget and on schedule.
2. RFI Tracking
RFIs are tracked under the “Log” tab in ArchiOffice’s projects module. This feature lets you centralize your RFIs within your projects view, which translates to greater efficiency. You get a straightforward look at when they were received, due, and returned, as well as who worked on them. You can also set statuses for each RFI, and you can easily sort and search to find what you’re looking for. This makes it simple to keep track of what needs to be addressed.
3. Submittal Tracking
Since submittals are time-sensitive, you need to stay on top of them. You can track them in the “Log” tab and see each submittal’s date received, date returned, short description, status, and type. Use filters to see anything that’s approved, still in review, or needs to be revised/resubmitted. This feature is crucial in order to avoid setbacks with little items so you don’t veer off course.
ArchiOffice’s milestones feature is very beneficial in terms of increasing your team’s productivity, but it isn’t used as often as it should be. Milestones mark stages or key reviews that you need to perform on your projects. They let you view everything in one place and track larger components of your project. Look for milestones in the “General” tab—they’ll help you remain on schedule!
5. Task Management
ArchiOffice’s task management capabilities help your firm to work as a team. The outcome? Greater efficiency, of course. Tasks take care of all the little details that have to be completed by phase, and give project manager the ability to oversee a project from one screen. They give you a more detailed understanding of your work, and contribute to accurate budgeting.
You’ll find task management in the “Tasks” tab. Here, you’ll see your project’s phases and their progress, phase budgeted hours, task budgeted hours, and actual hours. You can expand each phase to see its tasks, including its budgeted versus actual hours. Project managers can set a list of tasks and then everyone on the team can work on it. Each task can be assigned to an employee, and you can set start and end dates as well as a dollar amount. Having all of this information laid out helps you make better decisions as you create budgets moving forward.
You should have enough on your plate for now. Go ahead and experiment with these features and discover how they’ll make your firm more efficient. We’ll be back next week with 5 more tips!