We’ve all been there—overwhelmed, buried under a pile of work, juggling tight deadlines, or covering for a short-staffed team. Understanding how the firm organizes workflow can help you navigate your responsibilities and stay ahead of the game in an architectural office.

Some offices structure their workflow vertically, meaning every team member participates in all aspects of the project from start to finish. This setup helps you understand the full scope of a project but requires solid coordination to ensure consistency. Other firms operate horizontally, where projects move through different specialized departments—schematic design, detailing, permitting—so tasks are handled by the teams with the most expertise. While this approach improves efficiency, it can sometimes lead to communication gaps between phases since the team members are not in the design meeting from the beginning.

Many firms use a mix of both, assigning specific tasks to different teams while ensuring everyone remains involved in key decisions. Knowing how your firm operates will help you align your work with its processes. If you’re a design professional working within a project team, asking the right questions will make your Architectural Design workflows smoother and more efficient. Here are five questions you should ask your project manager:

1. What Design Phase is the Project Currently In?

Knowing the current design phase gives you a clear idea of the details needed for your work. Each phase has specific deliverables:

• Schematic Design (SD): Focuses on conceptual layouts, including floor plans, elevations, sections, renderings, and site plans. These drawings communicate overall design intent but don’t dive into detailed construction requirements.
• Design Development (DD): Expands on schematic designs with more refined details. Drawings include architectural, structural, mechanical, and electrical systems, material specifications, and construction details.
• Construction Documents (CD): This process produces a thoroughly coordinated set of documents, including detailed plans, sections, elevations, and specifications, ready for permitting and construction.

knowing where the project stands ensures that you’re working at the right level of detail and prevents unnecessary rework later.

2. What Key Project Information Should I Be Aware Of?

Before diving into your tasks, take a moment to gather essential project insights. Ask about:

• Design Coordination Notes: Understanding coordination between MEP, Civil, and Structural teams helps avoid conflicts.
• Meeting Summaries: Reviewing kickoff meeting notes and past coordination efforts keeps you up to speed.
• Previous Design Issues & Client Approvals Documents: Knowing what’s already been resolved prevents you from reopening past discussions and understanding the progress of the deliverables thus far.
• Code Compliance Considerations: Staying aware of zoning, accessibility, and regulatory constraints ensures your work meets project requirements.
• Similar Past Projects: Reviewing previous projects with comparable deliverables gives you a clear roadmap for what needs to be produced.

3. What Year and Building Code is Being Used?

For example understanding the applicable building code keeps your work compliant and prevents significant issues later in the process. Clarify:

• The edition of the building code in use. Whether it’s the 2018 or 2021 IBC (or a local variation), knowing the governing code will help guide your decisions.
• Local Amendments or Special Jurisdictions. Many cities modify the standard codes, which can impact design choices.
• Software Versioning. Confirming the Revit version avoids compatibility issues and keeps the project team aligned.

4. What is the Building’s Construction Type?

Understanding the construction type helps you make informed decisions about materials, fire ratings, and structural detailing. Ask about:

• Allowable building height and area limitations.
• Material selection (wood, steel, concrete, etc.).
• Fire-resistance requirements.
• Wall types and fire rating compliance.

Knowing these details helps you detail effectively and ensure your work meets project requirements.

5. Can I Get a Copy of the Project Schedule?

Having access to the project schedule allows you to manage your time effectively. The architectural design process follows seven phases, including Authority Having Jurisdiction (AHJ) and permit submissions. Knowing the key milestones helps you:

• Prioritize deliverables based on deadlines.
• Coordinate drafting efforts with the team.
• Ensure that sections, elevations, details, floor plans, roof plans, and interiors progress cohesively.

By asking these questions, you set yourself up for success, reduce errors, and improve efficiency. Understanding workflow and coordination strategies makes your job easier and helps you contribute more effectively to the team.

Understanding Architectural Workflows Through a Typical Office Case Study

Let’s look at a formal example that is fairly typical when working at an architectural office.

CASE STUDY: A well-organized workflow makes the difference between a smooth-running project and one that constantly runs into setbacks. We will explore two case studies—one where the workflow breaks down and another where the team applies structured communication and the five key questions to keep the project on track.

The Lost Case Study: A Multifamily Project in Chaos

Scenario:

The design department just handed off a multifamily residential project in the design development phase to the production team for detailing. The new team must develop building wall sections, but they didn’t receive critical information.

What Went Wrong?

• The team assumed the project was further along than it actually was, leading to premature, overly detailed wall sections.
• Coordination with structural and MEP engineers was missing, requiring major revisions after consultants pointed out conflicts.
• The Revit version used in schematic design didn’t match the one the detailing team used, causing software compatibility issues.
• Fire ratings weren’t checked early, forcing last-minute changes to comply with code requirements.
• The project schedule was unclear, resulting in missed internal deadlines and delayed consultant coordination.

Outcome:

By the time these issues were caught, rework was necessary, increasing billable hours and putting the entire project behind schedule. Frustration spread through the team, and the project manager had to call an emergency meeting to realign tasks.

The Successful Case Study: Applying the Five Key Questions to Architectural Design Workflows

Now, let’s take the same project and apply the five key questions upfront to ensure a smoother workflow.

Scenario:

The same multifamily residential project is now transitioning from schematic design to design development. The project manager ensures that critical information is passed to the detailing team.

1. What Design Phase is the Project Currently In?

Since the project is in the Design Development (DD) phase, the team clarifies that their goal is refining the design—not jumping straight into full construction documentation. Main imoprtant thing to conisder is the design will most likey have some changes.

Key Takeaways:

• Focus on developing coordinated wall sections that align with MEP and structural designs.
• Ensure the materials and assemblies chosen by the design team are accurately represented.
• Begin laying the groundwork for construction documentation but avoid excessive detailing too soon.

2. What Key Project Information Should I Be Aware Of?

The team gathers essential details before starting their work:
Design Coordination Notes – Structural engineer comments on load bearing wall locations and lateral bracing.
Kickoff Meeting Notes – Client feedback on materials and fire rating concerns.
Previous Similar Projects – Reference past multifamily projects for standard detailing practices.

This ensures that detailing decisions align with prior discussions and reduce redundant work.

3. What Year and Building Code is Being Used?

By confirming that the project follows the 2021 IBC, the team proactively checks:

• Fire-rated assemblies for corridor and unit separations.
• Egress requirements affecting stair and elevator shaft detailing via the life saftey plan.
• Energy efficiency compliance, ensuring insulation and envelope requirements are met.

They also verify that the correct Revit version is being used across departments to prevent software issues in the Architectural Design Workflows.

4. What is the Building’s Construction Type?

This project is classified as Type III-A construction, meaning:

• Exterior walls require 2-hour fire-rated assemblies.
• The structure primarily consists of wood framing with non-combustible protection.
• Interior partitions between dwelling units need a 1-hour fire rating.

By knowing this early, the team correctly selects fire-rated details and wall assemblies before moving forward.

5. Can I Get a Copy of the Project Schedule?

The team receives the design development timeline, allowing them to break down tasks:

• Week 1-2: Initial wall section layouts and consultant coordination.
• Week 3: Internal QA/QC check and consultant integration.
• Week 4: Client review comments and final adjustments.
• Week 6: Full submission of design development package.

Having a clear schedule helps team members prioritize tasks efficiently and stay aligned with milestones.

Key Considerations While Working Through the Workflow

• Align with structural and MEP consultants early.
• Ensure fire rating and material transitions are correct.
• Review past projects for standard detailing practices.
• Confirm Revit version compatibility across departments.
• Maintain open communication to address issues before they escalate.

By following these principles and using the five key questions, the detailing team avoids costly rework, meets project deadlines, and keeps the workflow efficient and structured.

To conclude : Asking the Right Questions Matters

The difference between a chaotic project and a well-managed one comes down to understanding workflow structure and communicating effectively. By proactively asking these five questions, design professionals can streamline their work, reduce errors, and stay aligned with project goals—whether their firm operates in a vertical or horizontal structure.

Would you rather work on a project like the Lost Case Study—filled with miscommunication and late-stage changes—or the Successful Case Study, where proactive planning keeps Architectural Design Workflows on track? The choice is in the workflow you establish from the start.

JOURNAL

Le Chateau De Pierre is an Architecture and Interior Design Journal dedicated to sharing and exploring tips for emerging professionals and educating readers about great architecture and building design concepts. Our publication is designed to inspire and inform both new and experienced Interior designers, architects, and those interested in the field of architecture.