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How to Organize Your Work Schedule Better as an Architect?

How to Organize Your Work Schedule Better as an Architect?

Tima Miroshnichenko from Pexels

Architects face different challenges on a daily basis, especially when they are working alongside contractors and clients. Due to modern technology, architects must be aware of the latest software packages available, and how to use them. Architects will have a lot of planning and paperwork to deal with, so organizing is crucial. 

To complete different projects on time, it is vital that architects organize their workload. Preparing a work schedule is key to becoming a successful architect. Preparing for the different jobs and distractions will help you keep on top of everything that needs to be done. With building types becoming more complicated these days, most architects have a schedule for each project they take on. A schedule will help you stay focused on what needs to be done, so you can get the project completed in a short space of time. 

Planning is Key

If you dive headfirst into a project without preparing a proper plan, you might find yourself going around in circles. You will want to come up with an effective and efficient plan before you begin. 

First, create a checklist for the project. Although you can create a checklist the old fashioned way by writing everything down on a piece of paper, there are plenty of project management software packages and applications that are designed to help you plan. Consider investing in a package that offers cloud-sharing. This way, you can save your project to a cloud and gain access to it on different devices.

To help with costings and not overspend on your budget – create an Excel spreadsheet. This is the simplest way to have your expenditures all in one place, using software that formulates costings for you with a click of a button. Most people are aware of Microsoft and have used it before, so it’s nothing new.

There’s more than you can do with Excel too, like creating work schedules. This may be helpful when it comes to bringing in additional helping hands on the project. You’ve got plenty of resources online when looking at how to create a work schedule in Excel that are useful to ponder over. 

The benefit of using software like this one is that’s free to use and pretty simple to get to grips with. There’s nothing like having a user-friendly application to keep things uncomplicated in your planning process.

Once you have the checklist in place, you should then think about the problems that might occur during the project. 

Organize your Time

Although every project will be different, you should set goals for yourself to help you stay on track. If you are an experienced architect, you should be able to give an educated guess on how long you think each task will take to do. Outline each of the tasks that are needed to complete the project, and write down the amount of time you should spend on each one. 

Even when you are about to start working on a big project that might take months to complete, you should plan out each day. Planning your time properly gives you an opportunity to focus on the most important tasks. 

Keep track of the time it takes you to complete each task. This will help you to plan for other tasks in the future. Consider recording the time you start and finish each job. Although a lot of architects have assistants to help them manage their clients and projects, if you don’t, think about investing in a package that can help you. Systems like this WordPress booking plugin or a service company scheduling software will help you organize your clients so that you can focus on your project. Distractions can cause delays, so try and find ways to reduce them.

Don’t just log in the amount of time you spend on each task. To give yourself a clear image of how you spend your time, you should include the time you spend speaking with clients and contractors, as well as the time you spend surfing the internet or reading updates on your social media feed. 

 How to Organize Your Work Schedule Better as an Architect?

Invest in an Editorial Calendar

Since the calendar was invented, people have been using it to schedule their work and daily lives. However, architects often have a long list of jobs, so a traditional calendar won’t allow them to plan ahead. However, there are modern calendars available on smart devices and on computers that can help them store and organize information to help them get their work done. 

There are a wide range of editorial calendars readily available in online marketplaces, traditional IT stores, and on different websites. However, you will want to find one that suits you, so consider downloading a trial version before you spend your hard earned money on a calendar that you don’t know how to operate. Find one that is easy to use and allows you to enter a lot of information. There is no point in investing in an editorial calendar that only allows you to enter a small amount of information. You might have a lot of different tasks that you want to do each day, so make sure you find one that lets you enter a lot of information. 

A Positive Start to the day will make a Big Difference

Once your schedule has been completed, you should look to start your day with a task you enjoy doing. When you arrive at work in the morning, you might not be feeling fresh and alert. If the first job you take on is extremely complicated, you might find yourself feeling confused for the rest of the day. The task might take a lot longer than you expected because you won’t be able to think properly.

Instead, start your day off on a positive note. Start with a straightforward task, and when you are feeling fresh later on during the day, you can take on complicated and challenging projects. When organizing your schedule, keep this in mind. You might experience feelings of accomplishment in the morning, which will help you stay productive throughout the day. 

However, if there is a job that you have been putting off for a long time, consider doing it first thing in the morning. If there are tasks that you have been avoiding, the chances are the task will be playing around in your mind while you are working on other jobs. It might be best to get it done and over with before doing anything else. 

Organize your Information

There are lots of digital tools that will allow you to organize your information. Messaging filters are used by most architects these days so that each email received goes into a specific folder. If your inbox is packed with different messages, there is a good chance that you will miss out on an important email. If your client has sent you important information on the project you are working on and you don’t see it, you could miss out on some crucial information. Consider creating a folder for different people who you deal with on a regular basis. One for your colleagues, one for your contractor, and one for your clients. This will save you a lot of time instead of scanning through emails. 

How can I Avoid Being Distracted in the Workplace?

Technology has helped most businesses improve, but the internet can cause a lot of distractions. It seems like every person owns some sort of smart device in today’s society, which is great for doing business and keeping in contact with family and friends. Most people bring their smartphones to work with them every day, and an architect must have a smartphone for many reasons. However, smart devices are known to distract people, especially in the workplace. If you are working on a challenging project, and every couple of minutes your device notifies you that you have a new message, trying to stay focused is not going to be easy.  While immersing yourself in your work, it’s probably best to keep your device on mute

Meetings are important for lots of reasons, but too many meetings can halt productivity. If you are in charge, ask yourself if the meeting is necessary? Instead of holding a meeting, can you send the details of the meeting by email instead?