Gravitas Blog

Working Remotely

Since Gravitas started over 7 years ago, we have worked with many clients located throughout North America as you can see by the map below.  Being located a continent away from many of our clients, site visits are often out of the question.  Typically, we only get to walk the site on less than 10% of our projects.  That brings the question: How can we work without meeting face to face?

Typically, an Architect will sit down with a client across the table, and sketch out ideas, point to photographs and carry on a conversation face to face.  Following up the meetings, there might be phone calls and E-mails passed back and forth.  In the “old days”, you might have faxes going back and forth.  Times have changed.

We are always very conscious of our clients budgets, both regarding the construction of their home, but also in the design of it.  Not only do budget issues present themselves, but environmental concerns are becoming more and more important.  A phone call, video and photos can be more efficient than a car drive to the property.  A quick online meeting is more appropriate to answer standard questions, than getting on the plane and flying a thousand miles.  To address these items, we have developed a method of working remotely with our clients.  This leverages our talent, time, and puts our clients money to best use.

A site visit, and a face to face meeting are encouraged if the budget allows.  There is benefit in walking the land with the you, the future home owner, and discussing your needs over lunch.  This, however, is not always possible, or, at times, even necessary.  Also, the amount of resources used to carry the designer across country, and to the building location (or your home), is also not insignificant.  Whenever we can reduce our travels, we do.  This saves not only time and money, but also reduces our carbon footprint.

So the question is, how can we still provide the best service available, and not meet face to face throughout the project?  Thankfully, with all of the developments in virtual computer software and hardware, the distances between people are getting closer and closer every day.  We have been using GotoMeeting software (www.gotomeeting.com) for the last few years very successfully.  It allows you to see our computer screen on your screen at home and draw on it while we are talking on phone with each other.  This goes a long way in breaking down the communication barriers.  If you have some interesting web examples or pictures that you want to share, and talk about, then we can see your screen on ours as we discuss them.

The above image is a screen capture of an online meeting using the Goto software. This allows us to have virtual design and construction meetings with the contractor, you, the engineer, etc.  This has been a great resource.  the software also allows you to record the sessions, so if there is a presentation, you can capture it for future viewing.

As a small business, we are always looking for opportunities to provide you with better services, and not add costs.  There are many project coordination software suites out there, but as a simple collection point, we have found it hard to beat Google Sites.  It is a low cost alternative to software such as Basecamp, Active Collab, and many others out there. This tool allows us to post project information in one location that is accessible to the entire team as well as coordinating note and timelines.

Of course sometimes the quickest, and easiest solution is to pick up the telephone and call.  Sending emails back and forth is still a very useful tool, and here is the record of the conversation for reference and clarity.  Because of this, we find it very useful to follow up our phone calls with an email.  This makes certain that we heard what you said before we move forward with design work. Working remotely has taught us the value and benefit of close and frequent communication with our clients in many different formats.

One of the initial communication tools we use is an Idea Book that we ask that our clients put together.  This is simply a binder with cutouts from magazines, prints from the Internet, observations, sketches, or anything else that will help us understand who you are, how you live your life, and what you envision your home to be.  This is a great resource for both us, and you.  It helps to communicate your ideas to us, but it also helps you to crystallize what you are thinking.

This is just a brief summary of some of the tools we use in working with clients remotely. When you can’t meet face to face, these successfully address the problem. Our history and project portfolio from coast to coast has shown that our communication tools are proven and successful. Even if we have never met face to face, by the end of the project we have a close and connected relationship that has been built through all of our varied communication techniques.