10 Best Practices for Successful Project Management in Architecture & Design
Written by Gina Tormos
ABOUT THE AUTHOR | Gina Tormos is a Project Manager, Architect & Associate Partner at AD&V®.
IN THE FAST-PACED WORLD OF ARCHITECTURE AND DESIGN, SUCCESSFUL PROJECT MANAGEMENT IS THE BACKBONE OF EVERY GREAT OUTCOME.
At AD&V®, we believe that thoughtful planning, clear communication, and proactive leadership are all essential to delivering projects that not only meet expectations but exceed them.
In celebration of International Project Management Day, I’m sharing ten best practices that guide our work and help us build better, smarter, and more sustainable spaces.
1. SET CLEAR OBJECTIVES & SCOPE FROM THE START
Every successful project begins with clarity. Define the goals, scope, and vision early on, and ensure all stakeholders are aligned. This includes timelines, budgets, and delivery methods—whether it’s design-bid-build, design-build, or fast track.
Managing expectations from the outset helps avoid surprises later. And don’t wait to discuss sustainability—go beyond the minimum requirements and make it a core part of the conversation.
2. CREATE A DETAILED PROJECT PLAN
A well-structured plan is your roadmap. Break down the schedule into phases and tasks, and update it regularly to reflect progress and delays.
Assign clear roles and responsibilities to the right team members. Include milestones, resources, and a risk assessment to stay ahead of potential challenges.
3. USE COLLABORATION TOOLS
Technology is your ally. Platforms like Monograph, Bluebeam, BIM 360, Smartsheet, Planner, Monday, and Teams enable real-time collaboration and visibility.
These tools streamline communication, reduce missteps, and keep everyone—from designers to clients—on the same page.
4. MAINTAIN OPEN COMMUNICATION CHANNELS
Consistent communication builds trust. Hold regular meetings, establish clear feedback loops, and document all interactions in writing.
Whether it’s email updates or quick check-ins, keeping stakeholders informed helps catch issues early and ensures alignment throughout the project.
5. MANAGE RISKS PROACTIVELY
Anticipate challenges before they arise. Budget overruns, delays, and scope creep can derail a project if not addressed early. Build contingency plans for critical tasks and stay flexible to adapt as needed.
6. STAY ON BUDGET & MANAGE RESOURCES
Financial discipline is key. Track expenses and resources in real-time—Monograph is especially helpful here.
Conduct regular budget reviews, allocate resources wisely, and ensure invoicing aligns with design progress. Always secure client approval before moving to the next phase.
7. FOCUS ON QUALITY CONTROL
Quality should never be compromised. Set high standards and establish review checkpoints at key stages. This ensures that the final product reflects the design intent and meets client expectations.
8. BE A PROBLEM-SOLVER
No project is without its hurdles. Embrace flexibility and encourage creative solutions within your team. Quick adaptations keep momentum going and demonstrate resilience in the face of change.
9. KEEP THE CLIENT INVOLVED
Clients are partners. Provide regular updates, invite feedback, and maintain transparency. Address concerns promptly and always acknowledge communications. A collaborative relationship leads to better outcomes and happier clients.
10. HAVE A POST-PROJECT EVALUATION
Reflection leads to growth. After project completion, conduct a thorough review to assess successes and challenges.
Use these insights to improve future practices and strengthen client relationships for potential future collaborations.
FROM VISION TO REALITY
Project management in architecture and design is both an art and a science. By applying these best practices, we not only deliver exceptional spaces but also build trust, foster innovation, and create lasting impact. On this Project Management Day, let’s celebrate the discipline that brings vision to life.
FURTHER READING: 10 WAYS TO ACHIEVE AN ENTREPRENEURIAL MINDSET