The Rolodex Reflex: Digital Methodologies for the Lean Design Firm Course Number 84 J. Michael Leinback, AIA October

Credit(s) earned on completion of this course will be reported to AIA CES for AIA members. Certificates of Completion for both AIA members and non-AIA members are available upon request. This course is registered with AIA CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. _______________________________________ ____ Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation. 2

Learning Objectives At the end of the this course, participants will be able to: 1.Recognize the need to implement & utilize tools to process, manage, & retrieve important data; 2.Identify specific, critical features of potential information management tools and methodologies; 3.Reduce time & effort required to input and track data of various types; and, 4.Increase the efficiency of internal operations in various facets of a design practice. 3

WHAT IS IT? Information Management 4

An active process of filing and retrieving any piece of information that a user may need to access more than once. 5

SUB-SYSTEMS Project Data Contact Management Management Document Management Phone Call Documentation Project History Accounting/Timekeeping Calendar/Scheduling Web Search Data 6

Project Record 7

Contact Record 8

9 Document Record -- Document

10 Record

11 Project Record - Relationship of Records

12 Document Record - Relationship of Records

13 Document Record - Relationship of Records

14 Record - Relationship of Records

15 Phone Record

16 Event Record

Search Capabilites 17

18 Web List/Record - Relationship of Records

19 Project Timeline - Display of Data

20 Project Journal - Display of Data

WHY BOTHER? Information Management 21

22 How I Spend My Day

PAPERLESS? GREEN? LEAN? Consistent Organized Timesaving Efficient Informed Professional 23

ARCHITECT AS MANAGER OF INFORMATION Information Management 24

ALTERNATIVE METHODS Loose-leaf Notebooks Homemade Digital Systems 25

26 USER #1 USER #2

TODAY’S TOOLS Information Management 27

Project Websites Contact Management Apps Information Management Systems Cloud-based vs. Server-based Apps 28

DIFFERENTIATORS Information Management 29

DIFFERENTIATOR #1 Project-centric configuration Ability to deal with “non-architectural” projects 30

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DIFFERENTIATOR #2 Networking AND Security 32

Database Principal Accountin g Project Architect Intern Principal Accounting Project Architect Intern Networking 33

Data Access by Principals Multi-Level Security 34

Data Access by Project Architects 35

Data Access by Interns/Designers 36

Data Access by Marketing/ Business Development 37

DIFFERENTIATOR #3 Contact Management Calendaring 38 CENTRALIZATION

Record 39

DIFFERENTIATOR #4 RELATIONAL Database 40

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DIFFERENTIATOR #5 Document Management 42

FILE IT RETRIEVE IT Transmit It Create It Database Document 43

44 SEAL

DIFFERENTIATOR #6 Automation + Simplicity = Consistency 45

46 Automated Document/File Naming

47 Document Record Categories

48 Document Record Categories

DIFFERENTIATOR #7 Useable OTB AND Customizable 49

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COMPLEMENTARY SYSTEMS INFORMATION MANAGEMENT 51

In-House Library Bidding Design Marketing Business Development Financial Management Human Resources Programming Construction Documents Contract Development Construction Administration Financial Management Construction Administration Contract Development Construction Documents In-House Functions Legal Functions Project Functions Tracking Functions Design Firm Functions 52

CRUCIAL FEATURES & FUNCTIONALITY INFORMATION MANAGEMENT 53

A Workable Information Management System must be….. Project-centric/Centralized Database Networkable/Multi-user Environment Adjustable Multi-level security Integrated Document Management Customizable AND Useable OTB In-house implementation, Support 54

IMPLEMENTATION INFORMATION MANAGEMENT 55

56 Determine HOW you want to use the system Develop Training Program for staff Insist on full participation by ALL staff including principals Develop an alternative, simplified filing system for paper documents JUST START!! Implementation

This concludes The American Institute of Architects Continuing Education Systems Course J. Michael Leinback, 57

QUESTIONS? INFORMATION MANAGEMENT 58 J. Michael Leinback

Stuff 59 Time MattersMind ManagerSnag-ItGTD-Getting Things DoneJingMikogo J. Michael Leinback