Choosing software and IT for a small practice

Start with how you work

Software should serve your process. Ask:

• What kind of projects do we do, and what do clients and consultants expect?
• What do we need to produce: drawings, models, visualisations, specifications, schedules, reports?
• Who needs to share files, and with whom? Do consultants use particular formats?
• How many people will use it, and where do they work?

The main categories

• Drawing and modelling. 2D drafting, 3D modelling and building information modelling (BIM). See BIM for small practices.
• Visualisation. Rendering, image editing and presentation tools.
• Office and communication. Documents, spreadsheets, email, video calls and messaging.
• Project management and time recording. Programmes, task lists and time sheets.
• Accounting and invoicing.
• File storage and backup.
• Specifications and standards libraries.
• Security.

Can it exchange files with your consultants and clients in open or common formats?

Principles for choosing

1. Fit. Does it do what you need, and no more?
2. Compatibility. Can it exchange files with your consultants and clients in open or common formats?
3. Learning. How easy is it to learn, and is training available? A new tool costs time.
4. Support and community. Is there good documentation and help?
5. Cost over time. Subscription, licence, upgrade, hardware and training. Compare total cost over several years.
6. Longevity and exit. Can you get your data out in a usable form if you change? Beware of being locked in.
7. Security and privacy. Where is data stored? Who can see it? Are client details protected? See the data-protection laws that apply to you.
8. Licences. Use only properly licensed software. It protects you legally and is fair to developers.

Hardware and network

Choose computers with enough power for your heaviest tasks. A reliable network and sensible peripherals matter. Replace equipment on a plan, and budget for it. See Cash flow in a small practice.

Backup and security

• Back up regularly (a common rule is multiple copies, on different media, with one stored elsewhere) and test restoring.
• Use strong, unique passwords with a password manager and extra verification where available.
• Keep software updated.
• Be careful with email attachments and links.
• Control access to confidential projects, and remove it when people leave.
• Plan for problems: what happens if a computer is lost or a system is attacked?

AI tools

AI tools can help with research, writing, drafting and visualisation. Treat them as tools: check their output, protect confidential information and respect copyright and the terms of use. See Drawing, then AI.

Keep it simple

Few, well-chosen tools used well beat many half-learned ones. Review once a year, and drop what you do not use.

In short

Choose software to fit your work, check compatibility and total cost, protect your data, back up and train your people.

Start a project