Your Designs Are Complex. Your Paperwork Doesn’t Have to Be

When was the last time you spent an entire day just designing—without a single interruption from emails, forms, or compliance documents?

If you can’t remember, you’re not alone.

For architects and engineers, complex design challenges are part of the job. Calculating load-bearing walls, creating innovative facades, and ensuring every angle meets code—that’s the work that excites and inspires. But tangled up alongside those creative tasks is something far less inspiring: paperwork.

Permits, RFIs, compliance forms, client contracts, invoices—the list goes on. And while these documents are crucial to keeping projects moving, they often become a major drag on productivity and creativity.

The Admin Problem Architects and Engineers Face

Here’s the reality: architects and engineers didn’t go to school to become experts in filing systems or compliance paperwork. Yet, many end up spending 20-30% of their time on non-billable administrative tasks. That’s hours each week lost to chasing down missing forms, clarifying permit requirements, or double-checking compliance documents.

And it’s not just about time—it’s about mental energy. Constantly switching between design work and admin duties disrupts focus and can lead to costly mistakes.

Some common admin challenges in architecture and engineering firms include:

• Permit Paralysis: Navigating complex permitting processes across jurisdictions can delay projects by weeks if forms aren’t submitted correctly or on time.

• Document Disarray: Files spread across shared drives, email chains, and desktops create confusion and lead to version control issues.

• Invoicing Inefficiencies: Late invoices, missed payments, and billing errors can disrupt cash flow and strain client relationships.

• Compliance Confusion: Ever-changing regulations mean documentation needs constant updating to avoid project delays or legal issues.

The result? Frustrated teams, delayed projects, and less time for the work that really matters—designing and building.

The Good News? Paperwork Doesn’t Have to Be This Complicated.

While architectural designs are meant to be intricate, your admin processes shouldn’t be. Simplifying these tasks not only saves time but also reduces errors and improves overall project flow.

Here’s how many firms are streamlining their admin workloads:

1. Centralizing Document Management
   Instead of hunting through scattered folders and email chains, firms are adopting centralized document management systems. This ensures that the latest version of every plan, permit, and form is accessible to everyone—cutting down on time wasted searching for files.

2. Standardizing Processes
   Creating templates and checklists for common tasks like permit applications or client onboarding reduces repetitive work and ensures nothing slips through the cracks.

3. Delegating and Outsourcing Admin Tasks
   More firms are recognizing that not every task needs to be done in-house. By outsourcing admin tasks—such as permit management, compliance documentation, and invoicing—to specialists, they free up their teams to focus on billable work.

Where OBD Comes In

At Operations by Design (OBD), we specialize in managing the admin side of architecture and engineering projects—so your team doesn’t have to.

We handle the forms, the files, and the fine print, so you can focus on what you do best: designing innovative spaces and solving complex engineering challenges.

Our services include:

• Permit and Compliance Management — We navigate the paperwork maze so your projects stay on schedule.

• Document Control and Organization — Every file, in its place, accessible when you need it.

• Invoicing and Billing Support — Ensuring smooth cash flow and timely payments.

• General Admin Support — From RFIs to submittals, we handle the behind-the-scenes work that keeps projects moving.

The result? More time for design, fewer admin headaches, and smoother project delivery.

Design Boldly. We’ll Handle the Paperwork.

Your work is already complex—filled with creative challenges, technical calculations, and tight deadlines. The last thing you need is more complexity on the admin side.

By simplifying your firm’s paperwork and admin processes, you can:

• Increase billable hours

• Deliver projects faster

• Reduce costly errors

• Give your team space to focus on what they do best

Because while your designs may be intricate, your paperwork doesn’t have to be.

Ready to spend more time designing and less time on admin? Reach out to us: