Recently I’ve
been working on updating my production workflow documentation, this is
the documentation of the workflow required to deliver architectural projects,
specifically Building Information Model (BIM) projects. A workflow is a roadmap
that anyone can follow at any point on the path to project delivery, providing
information through a graphical workflow diagram, associated documents, and
resources for each phase of project delivery. It is a very clear, precise
document that provides staff with a clear understanding of what they need to do.
By providing clarity, direction, and purpose the results are improved job
satisfaction, increased production (utilization) and greatly improved risk mitigation
due to improved quality and clarity of tasks.
An effective workflow is extremely valuable. However,
it is only valuable if it is being utilized, communicated, enforced and kept
current to meet the rapidly evolving demands of your clients and the industry.
A workflow
is an essential tool for any design process, however, I rarely see clear production
workflows being used within the AEC industry. This may be because the main
focus is on the Architecture of the building and communicating the design
intent to the client rather than the production of the Architecture. As a production
focused person I’m more interested in how we deliver the design as part of
our contractual obligations, our deliverables are fairly consistent, therefore
our process and workflows are also fairly consistent. Sure, each project is a
prototype and has its own unique set of circumstances and requirements, but the
process of production is common and can be based upon the same workflow
framework. This lack of workflow framework is where many design firms lose
profit and greatly increase risk.
The Solution: Spend time
looking at your workflow, go through each step by step process from
procurement to handover. You already have the information as you are already
delivering projects, it just requires clarification, documentation, and fine
tuning so your workflow can perform better.
A high performing workflow = A high performing project team
Your workflow
should include the tools you need to accomplish a task or deliverable, this
would include the forms, checklists, documents, best practices and execution
plans that clearly describe the expectations and outcomes (deliverables) at
each phase, and, importantly, clarification on the project team roles and
responsibilities so your team know the “who, what and when” of a
project.
Successfully implementing
a workflow requires a change in culture, it demands effective
communication and total buy-in from leadership, otherwise, it is doomed to
failure. Implementation of an effective workflow requires a sense of urgency
by all for it to be adopted successfully and therefore secure your successful future
if it is maintained and enforced effectively.
Changing Culture by Changing Workflow
Make
your workflow clear and easy to follow, make the resources current and readily
accessible. Experience has proven that if it doesn’t work…change it. Often
I find that there are too many processes that do not work and too many redundant
resources inhibiting success, typically they’re too complex, ineffective or
simply out of date. That doesn’t foster change, it inhibits change.
This process is
not simple and takes planning, time, effort and investment, but it’s an
investment in the sustainability and continued viability of the organization. Recently
I’ve chatted with a number of people struggling with this in our industry and I
often hear the comment “we're losing our key performers”, and “our best people are leaving, even if
we offer an incentive package to stay”, what remains are those that are complacent
and are quite happy to maintain the status quo… a process that is broken.
Change the Workflow, Change the Culture
