Practice Management

By Jennifer Kretschmer, AIA, NCARB, LEED Green Associate; Principal Architect, JK/A 

The developing landscape of work has made remote staff an asset for architectural firms worldwide. For success with remote work, firms must adopt effective onboarding strategies to ensure new remote-based hires feel integrated, supported, and equipped for success. A smooth and efficient onboarding process speeds up productivity and fosters a sense of belonging, which is vital for long-term employee satisfaction. Below are key best practices for onboarding remote staff, focusing on orientation, communication, mentoring, technology tools, and creating an optimal work-from-home environment.

1. Streamline and Structure Orientation

As with in-office practice models, virtual or remote work onboarding requires a well-structured, comprehensive and welcoming orientation program. This will the foundation for new hires to understand their roles, the firm’s culture, and the systems in place.

Best Practices:

• Welcome Packages: Start with a personalized welcome package, sent digitally or by mail, that includes essential items like branded materials, handbooks, and any other tools needed for the specific role over a generic package. Specificity adds a personal touch, helping new employees feel valued from the start.
• Company Overview: Hold an introductory session to summarize the firm's mission, values, and organizational structure to help new hires understand firm culture and vision—both essential in maintaining alignment with long-term goals.
• Role-specific Training: Provide new hires with detailed, role-specific training on architecture software, project management tools, and any other firm platforms. Checklists and step-by-step guides help keep the training process organized and comprehensive.
• Introduce Key Team Members: A virtual “meet and greet” with key team members can help build rapport and foster immediate connections. Introduce individuals who will collaborate hire regularly, such as project managers, fellow architects, and administrative support staff.

Managers onboarding a remote staff hire. No copyright holder, images generated by deepai.org. DeepAI is open source.

2. Consistent and Clear Communication

Effective communication is the cornerstone of successful virtual work. Architectural projects often involve intricate details, so communication needs to be precise and timely. A lack of clear communication can easily lead to misunderstandings or delays.

Best Practices:

• Daily Check-ins: Regular check-ins via video calls or instant messaging platforms, ensure new hires understand their tasks and can ask questions as needed. These check-ins also help build trust and reduce feelings of isolation.
• Clear Expectations: From the outset, ensure a new hire is clear about their responsibilities, key deliverables, deadlines, and preferred methods of communication (e.g., email for formal updates, internal text or chat programs for quick questions).
• Regular Team Meetings:  Weekly or bi-weekly team meetings keep everyone aligned on the progress of ongoing projects and allow remote employees to stay updated on firm-wide changes and initiatives.
• Open Communication Channels: Use platforms like Slack or Microsoft Teams for day-to-day communication. These tools foster casual interaction, allowing remote employees to feel connected with their colleagues.

A fun online staff meeting of remote workers. No copyright holder, images generated by deepai.org. DeepAI is open source.

3. Effective Mentorship 

Mentorship is invaluable in helping remote staff integrate smoothly into the firm. With an experienced mentor, new hires receive guidance, learn the firm's internal processes, and gain insights into the architectural industry’s best practices.

Best Practices:

• Assign a “Buddy”: Pair new hires with a “buddy” and/or mentor to provide ongoing support and answer questions. A mentor is a point of contact for professional guidance, while a buddy helps with more informal issues, such as navigating the company culture.
• Set Clear Goals: Define what success looks like for both the mentor and the mentee. This could involve meeting specific milestones, such as completing training on certain software, gaining certifications or preparing for a client presentation.
• Frequent Feedback: A mentor should offer regular, constructive feedback to ensure a new hire is progressing well and to address any challenges they may face. Regular feedback helps all employees feel connected to a firm’s larger objectives.

Online architectural software training. No copyright holder, images generated by deepai.org. DeepAI is open source.

4. Leverage Technology 

Technology is at the heart of remote work, especially in architecture, where collaboration, design, and project management tools are essential. Firms must ensure their remote staff is proficient in using these tools to maintain seamless operations.

Best Practices:

• Cloud-based Collaboration Platforms: Software like AutoCAD, Revit, or Rhino, integrates with cloud storage solutions such as Dropbox, Google Drive, or Autodesk BIM 360, which enable real-time collaboration, easy file sharing, and access to project documentation from anywhere.
• Project Management Tools: Implement project management platforms like Asana, Monday.com, or Trello to track tasks, deadlines, and responsibilities. These tools ensure transparency and provide a visual overview of project timelines, milestones, and team assignments.
• Virtual Meeting Platforms: Use video conferencing tools like Zoom, Microsoft Teams, or Google Meet for team discussions, client presentations, and one-on-one check-ins. These platforms bridge gaps between remote and in-office employees, fostering effective collaboration.
• Design and Review Tools: Design and review tools such as Miro for brainstorming sessions, Bluebeam for PDF collaboration, and virtual whiteboards help keep design workflows smooth and collaborative.

A screen showing project management software. No copyright holder, images generated by deepai.org. DeepAI is open source.

5. Create an Effective Work-from-Home Environment

For remote staff to be productive, they must have an effective home work environment. A firm must provide remote staff with the hardware and work-life balance they need to succeed.

Best Practices:

• Provide Necessary Equipment: Ensure new hires receive all the hardware—laptops, monitors, ergonomic chairs, and specialized design equipment like a drawing tablet—that will ensure their workspace is both functional and comfortable.
• Technical Support: Provide dedicated IT staff during business hours to quickly support remote employees facing technical difficulties and prevent disruptions.
• Build Healthy Work-Life Balance: Remote workers often struggle to separate work from personal life, leading to burnout. Encourage employees to set clear boundaries, take breaks, and maintain a healthy work-life balance.
• Provide a Quiet, Organized Workspace: Urge employees to create a designated workspace free from distractions and equipped with everything they need for productivity, including sufficient lighting and a stable internet connection.

An architect working from home on her desk and a laptop. No copyright holder, images generated by deepai.org. DeepAI is open source.

6. Continuous Learning and Development

Finally, to keep remote employees engaged and motivated, firms should offer opportunities for continuous learning and development.

Best Practices:

• Provide Professional Development: Continuing education is vital in the architecture field, especially with new tools and technologies emerging regularly. Offer remote employees access to online courses, industry webinars, and certifications.
• Promote Knowledge Sharing: Encourage remote staff to share insights and resources they’ve learned about, whether in design, project management, or firm operations. Virtual lunch-and-learn sessions or online communities can facilitate knowledge exchange.

Conclusion

Onboarding remote staff in an architectural firm presents unique challenges, but with the right processes in place, it can lead to highly engaged, productive, and successful employees. By focusing on a structured orientation, fostering clear communication, implementing mentorship programs, leveraging technology, and supporting remote work environments, architectural firms can build a sound foundation for their remote teams. As remote work and virtual practice models continue, these best practices will become crucial for ensuring that new hires thrive and contribute to firm success.

An architect working from home. No copyright holder, images generated by deepai.org. DeepAI is open source.

Note: This article was written by Jennifer Kretschmer, AIA, utilizing ChatGPT while remote working from Sydney, Australia.

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Jennifer Kretschmer, AIA, NCARB, LEED Green Associate, founded J. Kretschmer Architect in 2003. Her firm has been a virtual office since 2008.  Jennifer was a speaker at the AIA’19 Conference on Architecture and 2019 CRAN Symposium about the virtual office for architects and continued to speak on this topic through the pandemic. Awarded AIA National Associate Member of the Year, 2002. She is the founding CRAN chairperson of the AIA Silicon Valley (2016-2019) and was the 2021 AIASVC President. She currently serves on AIACA Practice Management Committee, AIACA Housing Steering Committee and AIA Practice Management Knowledge Community.

(Return to the cover of the April 2025 PM Digest)