LIBRARY // OUTSOURCING ARCHITECTURAL PRODUCTION

Communication Tools for Outsourced Architecture Teams

The right tools don't fix a poor working relationship, but the wrong ones can strain a good one.

Good communication is the foundation of successful outsourcing. The right tools help, but only when the teams agree how to use them. Too many channels can be as confusing as too few.

Each type of tool has a different strength. Here's how they're commonly used.

Email

Email works well for formal communication, such as briefs, transmittals and decisions that need a record. It's less effective for quick questions or ongoing discussion.

Chat

Chat tools, such as Microsoft Teams or Slack, suit quick questions and day-to-day coordination. Organise channels by project to keep discussions focused.

Video calls

Video calls with screen sharing are ideal for kickoff meetings, design explanations and complex questions. Walking through a model or drawing live often resolves issues faster than written messages.

Task trackers

Trackers show tasks, owners, deadlines and status. Options range from shared spreadsheets to project management tools. A shared tracker reduces status update emails.

Markup tools

PDF markup tools allow clear, trackable comments on drawings. Some support shared review sessions where several people can comment on the same document.

File sharing platforms

Cloud platforms and common data environments store files with version control and access permissions. They help ensure everyone works from current information.

BIM collaboration platforms

Platforms such as Autodesk Construction Cloud support model sharing, coordination and issue tracking for BIM projects.

Agree the rules

• Which tool is used for what
• Expected response times
• Where decisions are recorded
• Who should be included in each channel

Write these down in a short communication plan.

Record decisions

Decisions made in chat or calls should be confirmed in a place where they won't get lost, such as the tracker or a decision log.

Avoid tool overload

Using too many tools fragments information. Start with a small set and add tools only when there's a clear need.

Check access and security

Make sure partners have the access they need, and that tools meet the practice's and clients' security requirements.

Time zones

Asynchronous tools, such as trackers and written updates, are especially useful when teams work in different time zones.

Review regularly

Ask both teams what's working. Adjust the tools and rules as the partnership develops.

1. 01Email
2. 02Chat
3. 03Video calls
4. 04Task trackers
5. 05Markup tools
6. 06File sharing platforms

Onboard people to the tools

When new team members join, show them how the tools are used on your projects.

The right tools, used consistently, keep outsourced teams connected, informed and productive.

If your team needs extra production capacity for work like this, take a look at our Architectural production services, or tell us about your project.