Architects are systems thinkers. We imagine entire worlds from a sketch. But oddly enough, for the longest time, I wasn’t applying that same structured thinking to my own architecture company.
Like many family-run firms, we relied heavily on experience, intuition, and the kind of informal know-how passed between generations. It worked until it didn’t. We hit a wall when projects scaled, teams expanded, and quality slipped through the cracks. That’s when I discovered the power of SOPs.
What Triggered Our Shift to SOPs
I wanted to build a system that works even when I’m not around.
Whether I’m traveling, sick, or simply trying to delegate with a clear hierarchy, I realized that relying on my presence or a few key team members wasn’t sustainable. There were days when questions piled up, decisions stalled, and quality suffered because the chain of command wasn’t defined. I started thinking: What if we built a business where operations ran like clockwork, regardless of who’s in the office?
Fake it till you make it, they say. I began crafting a company culture that looked more structured and mature than we actually were until eventually, we became that company.
That question launched our SOP journey.
Building SOPs Like an Architect
I didn’t approach SOPs like an operations manual. I approached them like architecture. Every step had to serve a function. Every page had to breathe clarity.
We built SOPs covering:
- Naming conventions for Revit and project files
- Client presentation workflow
- Project lifecycle stages, from conceptual design to handover
- Standard communication formats with clients and stakeholders
- Procurement and supplier engagement protocols
- Creative production, including AI image generation templates
- Site supervision and reporting via ClickUp-integrated forms
- HR processes like onboarding, reviews, and exit procedures
We even included tone and email templates for client communications. The result? No more guesswork. Just clear, replicable systems.
Daily Operations Transformed
Before SOPs, onboarding a new junior architect took weeks. Now, with role-specific SOPs, they’re productive within days. HR finally has documented steps for hiring and evaluation. Site engineers have templates for daily reporting.
Even our creative work benefited. With a clear SOP for generating AI concepts, our design team can produce consistent imagery that reflects our vision faster.
We use tools like:
- Google Workspace for document control
- Elementor & WordPress for content management
- Plesk for hosting SOP dashboards across subdomains
- Cloudflare for performance and security
- ClickUp to manage tasks and track compliance
It’s not perfect, but it’s powerful.
The Architecture Behind SOPs: A Structured Approach
Inspired by Krista Mollion’s approach of building a business like designing a building, here’s how we structured our SOPs:
- Foundation – Our Vision and Mission SOPs, just like architectural drawings set the intention
- Structural Framework – Clear team roles, communication lines, Revit workflows
- Core Systems – Task cycles, software SOPs, QA checklists
- Interior Details – Branding, client interactions, presentation protocols
- Utilities & Maintenance – Backups, content security, hosting, firewall rules
- Growth Phase – SOPs for hiring, training, marketing, and proposals
Each phase added a layer of clarity that helped us scale responsibly.
Make Your Own SOPs: A Simple Framework
If you’re just starting, don’t overcomplicate. Here’s how we approached it:
- Map out your departments (Design, HR, Site, Marketing, etc.)
- Identify recurring tasks within each
- Choose one task per department and write down the ideal way it should be done
- Test it for a week, then refine
- Make it visual, whenever possible (flowcharts, checklists, etc.)
- Store centrally, and assign permissions based on roles
Books like “Work the System” by Sam Carpenter and “The E-Myth Revisited” by Michael Gerber helped frame my thinking. These books showed that businesses don’t grow by doing more they grow by doing better, consistently.
Also worth exploring:
- “Getting Things Done” by David Allen
- “Shape Up” by Basecamp
- “Built to Sell” by John Warrillow
You can use documentation tools like Notion, GitBook, or even Outline to host your SOPs.
SOPs as an Intersection of Design and Discipline
What I’ve learned is that SOPs aren’t a limitation they’re a foundation for creativity. They free us from decision fatigue. They build confidence among team members. And they let us scale without sacrificing quality.
In architecture, beauty emerges from structure. The same goes for operations.
A Final Reflection: Build the System First
I used to think if you want to make thousands, you do projects. But if you want to build a business one that’s scalable, sellable, and sustainable you build systems.
That’s what SOPs are. They’re not just documents. They’re scaffolding for your firm’s future.
So, if you’re an architect reading this at 11:45 PM, wondering why your team isn’t aligned, ask yourself: what if your design office ran like your best BIM model?
Start writing it down. Start systemizing. Start building the real foundation.
Not for your next project.
But for the next generation of your firm.
“Design your business like you’d design a building. Start with a solid foundation.”
-SAIF SMEIRAT
References:
- Sam Carpenter, Work the System – https://workthesystem.com/
- Michael E. Gerber, The E-Myth Revisited –https://michaelegerbercompanies.com/
- David Allen, Getting Things Done –https://gettingthingsdone.com/
- John Warrillow, Built to Sell –https://www.builttosell.com/book/
- Basecamp’s Shape Up –https://basecamp.com/shapeup
- ISO 9001 and ISO 19650 guidelines – https://www.iso.org/home.html
- Krista Mollion’s article – https://kristamollion.substack.com/p/build-your-business-like-an-architect
- Outline Documentation Tool – https://www.getoutline.com/
- ClickUp Docs & SOP Templates –https://clickup.com/blog/sop-template/
