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Implementing appropriate administration systems in an architectural practice provides the basis for an efficient and profitable practice. The right system will ensure good record keeping, provide a reliable historical record of costs and profitability, and can minimise time spent on administration.
The server structure/ office set-up guidance below is one of many ways in which you can set up your practice to be intuitive for all those working within it. It describes the structure of the system, location of documents and templates where relevant key office information such as policies, procedures and manuals can be found. It also informs staff of the expected quality of documents, presentations, reports and drawings. The structure can also serve as a record of certain decisions made by the principals or directors, either formally or informally, for their own information.
Office manuals for architectural practices
The office manual should reference standard office policies and expectations. It should be concise and unambiguous and clearly distinguish between guidance to employees and the employer's requirements of them.
Where the practice uses a quality assurance system, care should be taken to ensure that the office administration structure and quality system are complementary not contradictory. It may well be appropriate in these circumstances for the quality system to also be part of the office manual.
The purpose of the manual is to provide a working document for all staff as a guide to the standard procedures, document templates, guidance documents and professional practice resources to be used in the execution of projects. The length and content of a manual will depend on many factors, such as the size of the practice, type of work, number and location of offices, etc.
The office manual should be accessible to all staff at all times; therefore, the structure of the manual should consider how all matters which are confidential to the owners of the practice are managed. These include business and legal matters which would be confined to partners or directors meetings and some secretarial staff. Even so, much of the material included in the manual will have a degree of confidentiality and the manual should contain advice to staff to this effect.
The following table provides a suggested structure to assist in the establishment of the manual. As every architectural practice is different it can be used as a framework to be adapted to your practice’s needs. Notepack links are provided to Acumen content to further assist with guidance, advice, proformas and templates.
| Office manual structure | Notepacks/ resources |
| 1.0 Business 2.0 Administration 3.0 Projects 4.0 Human resources 5.0 Information technology 6.0 Marketing |
Acumen notepack links and supporting information |
| 1.0 Business | ||
|
1.1 Company statements |
Company profile |
Company profile notepack |
| 1.2 Company objectives | Practice objectives Quality objectives Environmental objectives WHS objectives Ethics |
Refer notepacks above Australian Institute of Architects Code of conduct State or territory Code of Professional Conduct as applicable |
| 1.3 Business planning | Business plan Marketing plan Strategic plan Meeting records: • General office meetings • Management meetings |
Business planning notepack |
| 1.4 Financial information | Charge-out rates Turnover Payroll Monthly invoicing |
Financial administration notepack |
| 1.5 Fees and contracts | Client architect agreements Standard fee letters Contracts: • ABIC • Australian Standards • One-off contracts Standard exclusions |
Fee notepack Contracts notepack |
| 2.0 Administration | ||
|
2.1 Premises and equipment |
Fixed asset register |
|
| 2.2 Miscellaneous office expenditure and supplies | Consumables: tea, coffee, milk, tissues etc Office supplies: paper, pens, pads, sketch books, labels Office bills: electricity, water, rates, rent, equipment maintenance etc |
Refer notepacks above Australian Institute of Architects Code of conduct State or territory Code of Professional Conduct as applicable |
| 2.3 Company manuals | BIM/CAD manual: • Includes company network structure, computer set-up, backups, software and licensing, project structure, BIM rules, layers, worksets, title blocks WHS manual: • Application to employees, contractors and visitors, provides a structured approach in health and safety management to achieve high safety performance standards. Headings include legislation, policies, objectives, the safety team, first aiders, drills training Marketing manual: • Sets out standards for all information leaving the office (drawings, presentations etc), guidelines on logo use, corporate colours, brochure layouts, position in the market (ie edge and competitors) |
WHS notepack Marketing material notepack Branding notepack IT notepack Digital data processes notepack |
| 2.4 Certificates of Currency | Public liability insurance Professional indemnity Workcover Car insurance Building insurance Contents insurance Director insurance |
Insurances and liability notepack |
| 3.0 Projects | ||
|
3.1 Project production templates |
Brief |
|
| 3.2 Project documentation | Concept schematic design Design development Construction documentation Specification Tendering/Negotiation Contract administration Practical completion and defects period Final completion Records in Records out |
Project documentation notepack |
| 3.3 Standard documents | Standard company letter: Fee proposal, request for insurance details, appointment of contractor, unsuccessful contractor etc | Letters notepack |
| 3.4 Specialist consultants | Subconsultants register Selecting subconsultants Briefing subconsultants Subconsultant insurance register |
Specialist consultants notepack |
| 3.5 Post occupancy | Project analysis (success/learning opportunities) Client survey Post occupancy evaluation |
Projects notepack |
| 4.0 Human resources | ||
|
4.1 Personnel files |
Staff contracts |
|
| 4.2 Training records | Staff presentations Continuing professional development (CPD) register |
Online CPD |
| 4.3 Personnel policies | Appropriate workplace behaviour policy Social media policy Domestic violence policy Flexible working policy Studio/Office procedures |
HR Hub |
| 4.4 Employment templates/forms | Employment terms and conditions Review forms Leave forms Reimbursement form Vehicle reimbursement and other forms |
HR Hub |
| 4.5 Position descriptions | Director Associate Senior Architect Architect Graduate of Architecture Student of Architecture Technician Senior Interior Designer Interior Designer Student of Interior Design Office/Studio Manager Administration Administration Support |
HR Hub |
| 5.0 Information technology | ||
|
5.1 IT standards |
Backups/process |
|
| 5.2 Computer support | IT General Cloud computing Archives/ Licenses /Subscriptions: • Includes company logins for Australian Standards, NATSPEC, ABCB (NCC) etc |
IT notepack |
| 6.0 Marketing | ||
|
6.1 Branding |
Company logos |
|
| 6.2 Promotional material | Awards and article features Brochures Capability statements Project sheets Staff profiles Social media: LinkedIn, Instagram, Facebook, Twitter and Pinterest. Website: Background templates |
Marketing material notepack |
| 6.3 New business | Expressions of interest (EOI) Tenders Competitions Submissions: templates and responses Research and development: Web logos Professional photography Events |
New work notepack |
Disclaimer
This content is provided by the Australian Institute of Architects for reference purposes and as general guidance. It does not take into account specific circumstances and should not be relied on in that way. It is not legal, financial, insurance, or other advice and you should seek independent verification or advice before relying on this content in circumstances where loss or damage may result. The Institute endeavours to publish content that is accurate at the time it is published, but does not accept responsibility for content that may or has become inaccurate over time. Using this website and content is subject to the Acumen User Licence.