Transitioning a Design Studio into a Remote Workforce

Article-53-Transitioning-a-design-studio-into-a-remote-workforce

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During this unprecedented moment of change, architecture studios across the country are reporting that they are abruptly transitioning their operations from a studio model into a work from home model. In large cities like New York and San Francisco, the call to action has been mandatory due to government sanction. Yet, firm owners in smaller communities are also arriving at the same conclusion to go digital through their own understanding of the importance to protect their staff.

Some design firms have been preparing for this inevitable transition towards greater flexibility by slowly integrating changes in their technology over time. However, there is also a large population of small design businesses that are suddenly feeling less prepared and an increase in pressure to make the jump immediately. If this is you, you are not alone.

Here are 5 things you can take action on today that will help you transition your design team without losing momentum:

1. Start with trust: You built this dream team to accomplish great work together, so trust that they are adults and can work from home. If you establish trust and respect for your team, they will model that behavior in return. Without trust, you will find it difficult to keep the ship sailing.

2. Over-communicate: As a leader of your company, it is imperative that you promptly assess the situation, determine what the policy for your office will be, and communicate it clearly to your staff. If you haven’t already done this, you need to do it now. They are looking to you for guidance and leadership in this moment of uncertainty and change. Step up to the plate and be open and honest about the situation. Outline policies that you feel are reasonable and ask for their input to determine if there are any concerns. Define how you will communicate regularly over the next several days and follow through on that promise. Be flexible, communicate a team player mindset, and adjust your message as needed.

3. Equipment: Your team can be productive as long as they have the right equipment to do so. Laptops are essential in nimble organizations; however, some firm owners are even allowing staff to take desktop computers home to ensure they can remain productive. Large tech companies are offering staff an allowance to purchase any at-home equipment needed to support their home office setup. Perhaps there is a small amount you are willing to spend to remain profitable?

Other tips on equipment:

  • Some very basic items that make transitioning to work at home easier include a keyboard and mouse, a desk light, and an office chair. Kitchen tables are easy to convert into desks. Staff may have other equipment requests and you should be open to listening to their needs and responding within reason.
  • Cameras: Sometimes older computers have very dull cameras. Logitech has a variety of camera options I highly recommend for high-quality video, including the C920s Pro Webcam. It’s very easy to install and setup, offering the next best thing to an in-person experience.
  • Audio: I prefer to call-in to conference lines using my phone with a headset to get the best quality audio; however, you can easily set up a computer headset to push audio through your computer and conference call platform. Using a headset is critical. Using a speakerphone can interrupt the audio for the person on the other end of the call. Test your connection to find what works best for your setup.

4. Communication programs: Communication doesn’t have to stop, you simply need to pivot and embrace your approach. In addition to essential digital design tools, there are a number of communication resources available to help you with your operations. Some popular options include:

  • For meetings: If you haven’t embraced conference call technology, now is your chance! Design firms are reporting office-wide meetings hosted on platforms like Zoom and Go-to-Meeting with screenshots of their entire workforce logged in from home (similar to the opening credits of the Brady Bunch). Others are using Google Hangouts, and a variety of alternative options.
  • For team collaboration: A number of companies are also jumping into Slack and Microsoft Teams to increase informal and direct discussion. These resources are best used for those moments you might otherwise walk up to someone’s desk to ask a question, or even when you’d like to share in a conversation with your project team or your entire staff. Another popular choice is Bluebeam for sharing a drawing set for markup where everyone can have access in real-time. I also highly recommend Snagit as the ultimate Snipping Tool replacement (you’re welcome)!
  • For file-sharing: Platforms like DropboxGoogle Drive and other file sharing services offer the option to store your files in an accessible way. Other firms are setting up VPNs for the very first time in an effort to access their server directly.

5. Onboard your team: During the first two days, know that you will be testing your internet connections, equipment, process and communication so you can evaluate where to adjust for any needed improvements. Productively may be slower, but if you adjust correctly you can get back your momentum. There will be things that don’t work well — assess, evaluate, and adjust as needed.

  • Some firms are currently running stress tests on how Revit models are able to handle remote internet connection across many connection points.

Whatever the issue, keep communication open with your team on how to report concerns and challenges in the workflow. Set the tone for a shared mindset of improvement and collaboration until you get everything working correctly. When things don’t work — you don’t have to get mad — you don’t have to throw your hands up — you only have to take the next small step to figure out how to solve the problem and keep going.

I sincerely hope these ideas will help you get started, or will at the very least reassure you that you’re not in this alone! I encourage you to share any tips or tricks that you’re learning along the way, and I will be updating this page with articles and resources from the design community as trends emerge on how design firms across the country are adjusting.

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