How to Optimize Your Workflow

Updated April, 2025

Firm workflow has been greatly redefined over the past year and a half, and in many ways, it has been for the better. In theory, firms and clients are much more digital and nimble, which has resulted in more streamlined processes. But in practice, many firms are still trying to define, document, and refine their workflows to achieve the greater productivity they know is possible.

Your firm’s cloud technologies are obviously a major part of realizing this breakthrough, but so are your staff members and the managerial practices everyone follows. The key is developing processes that make the most out of the technologies you have implemented. And one these are developed, the must be documented and become part of training your team and onboarding new employees. 

With many firms continuing to allow for greater flexibility in working remotely or offering hybrid models where staff only come into the office on certain days of the week, it is critical to develop and refine your workflows across all areas of your practice.

Let's start at the beginning.

Prospects and Client Onboarding

When discussing your services with prospective clients, let them know that in addition to their expectations of your firm, you have expectations of them, too. A competitive practice requires efficiencies that simply cannot be bogged down with frequent phone calls, endless paper trails, indecisive clients, and unplanned in-person meetings. As such, you will need to mandate which cloud systems they use and how client communications will occur, including remote technologies.

It is recommended that you start with a client onboarding checklist. This would outline the internal process you have to make sure your team sets up projects correctly, communicates with clients, and sends them the information they need to effectively kick off the project. Plus, it should outline the expectations for all stakeholders so everyone involved knows what is expected of them, and what they should expect of you. 

To assist with this onboarding process development, we have developed a free Client Onboarding Checklist that you can use and adapt to work with your firm. 

Digitization

Almost all client documents are now available digitally, and should stay in that format. In instances when paper documents are received, a standard process should be implemented for scanning them, and then either destroying them or returning them to the client. A centralized digital document management system will prove to be extremely valuable, and provide much greater opportunity for searching, AI and data analysis. 

Likewise, digitize all documents and client deliverables like financial statements, reports and tax returns by using portals and other secure file sharing systems. Secure portal systems are also convenient for inter-office materials.

Also, be sure to reinforce the message that clients, nor your firm, should ever send files via email. 

Staff Management

If your firm will have in-person and remote staff, or flex working options, you must have consistent HR and management policies in place, as well as employee and project management systems that enable senior staff and managers to monitor productivity and project status, assign work, and track available resources. 

Time tracking is also an important element, as it allows greater analysis of individual, team, and project profitability. And last, but not least, your firm should be using a cloud-based practice management system that includes scheduling functions that integrate with related tools, such as Outlook. 

Task Management

Actual firm work product needs to be frequently tracked using the tools in the firm’s practice management system, so that management can identify bottlenecks or other impediments to workflow. With a partially remote workforce, this is more critical than ever. Furthermore, automated alerts and reminders, with supervisor management, can help staff stay on top of important tasks and deadlines. Integrated software tools will make this much more effective than relying on manual data entry or handwritten notes. 

Billing

Ideally, your firm is already using a value pricing model, with a fixed contract price, and subscription-based billing. This strategy will level your revenue throughout the year, and also provides clients with a steady expense that spans 12 months. 

With automated debit payments, you can largely eliminate time-consuming billing processes. In other instances, automated billing tools in systems like BQE CORE simplify how you create invoices and manage AR. Just keep in mind that whatever billing system you use should also integrate with other related systems, including project management and accounting. 

Analytics and Reporting

Automated report generation and delivery, along with customization options for reporting, allow for greater oversight by firm management. Systems with advanced AI and machine learning capabilities can dig deep into firm data to provide analysis and forecasting models that will lead to better business decisions. This gives firm management the ability to be more proactive in their approach, and helps them to identify factors before they affect productivity. 

CRM

A comprehensive customer relationship management system, like BQE CORE CRM, is fully integrated with practice management components and provides features for tracking client interactions from the prospect stage through support, daily interactions, billing, emails, and other activities. This gives management a more complete overview of all client engagement from a single location, while also tying in KPIs related to productivity and profitability.

Conclusion

The way architecture and engineering firms operate has changed. With change comes opportunity. Firms that invest the time to document, refine, and standardize their workflows across every area of their business will not only improve productivity but will also build stronger, more resilient operations that can thrive in today’s flexible work environment. From onboarding new clients to managing tasks, billing efficiently, and analyzing performance, the key is aligning your processes with the right technology and making them part of your firm’s culture.

By taking a proactive approach to workflow management and fully embracing digital systems, your firm can create a more seamless, efficient, and profitable future. Whether your team is in the office, remote, or working a hybrid schedule, clear processes paired with powerful tools like BQE CORE ensure that nothing falls through the cracks—and that your business continues to grow with confidence.