Blueprint for Success: How to Use Kanbanchi as an Architecture Project Management Software for Design and Coordination

The Challenge: Pain Points in Architectural Project Management

For architecture firms, every project is a puzzle of moving parts: design phases, client feedback, engineering checks, and permit deadlines. Before Kanbanchi, DesignCore struggled with all of it. Their pain points were far from unique.

First, their design process was disconnected. The team would finish the concept phase in CAD, then email files to the structural engineer, only to wait days for feedback. Schematic design often dragged on for weeks because no one had a clear view of who owed what, when. “We’d have architects working on floor plans while the engineer was still waiting for load calculation specs,” says Mia Carter, DesignCore’s project manager. “It was a lot of backtracking.”

Then there were client revisions. A developer would email a request to adjust a lobby layout, and the note would get buried under 50 other messages. By the time the team found it, the revision was overdue, leading to frustrated clients and rushed work. At one point, a single retail project went through 17 revision cycles (double the industry average), because feedback wasn’t tracked centrally.

Tracking structural engineering tasks was another headache. The firm used a physical whiteboard to log tasks like “roof truss calculations” or “foundation specs,” but the board was in the office, meaning remote engineers missed updates. This led to last-minute surprises, such as a miscalculation that delayed a residential project’s permit submission by 3 weeks.

Worst of all, document organization was a nightmare. Blueprints, zoning permits, and material specs were stored across cloud drives, physical folders, and team members’ desktops. When a contractor asked for the latest floor plan, someone would spend hours hunting for the correct file. “We were wasting 8 hours a week just organizing docs,” Mia admits. “That’s time we could have spent designing or winning new clients.”

These issues aren’t exclusive to DesignCore. Many architecture firms rely on generic tools that weren’t built for managing building design workflows. They need software that speaks to their unique needs: aligning design phases, tracking engineering tasks, and keeping everyone (clients included) on the same page.

Meet the Business: Architecture Firm Profile

DesignCore Architects isn’t a giant corporate firm. Founded in 2015, the team of 18 includes eight architects, five structural engineers, three project coordinators, and two administrative staff. They focus on two niches: mid-rise residential buildings (5-12 floors) and boutique retail spaces (think local cafes and small boutiques) in the Pacific Northwest.

Before Kanbanchi, their workflow was a patchwork of tools: Excel for timelines, Gmail for communication, Dropbox for files, and a physical whiteboard for task tracking. Their baseline metrics were underwhelming:

• Average design phase: 8 weeks (industry average: 6 weeks)
• Client revision cycles per project: 15-17 (industry average: 8-10)
• Permit approval delays: 2-3 weeks per project
• Time spent on document organization: 8 hours/week

Like many mid-sized firms, DesignCore wanted to grow, but its disorganized workflow held it back. “We were turning down projects because we couldn’t handle the volume,” says Leo Martinez, the firm’s principal architect. “We needed a way to work smarter, not harder.”

Their breaking point came in early 2023, when a client threatened to walk away after a third permit delay. “That’s when we knew: we needed an architecture project management software,” Leo says.

Why They Chose Kanbanchi as Architecture Project Management Software

DesignCore didn’t pick Kanbanchi on a whim. They spent two months evaluating tools, narrowing down their options to three: a generic PM tool (Asana), an industry-specific platform (Autodesk BIM 360), and Kanbanchi.

Their evaluation criteria were strict. They needed to suit the unique needs of architecture teams:

1. Gantt chart functionality: Could it map design phases (concept → schematic → construction docs) and link tasks to avoid delays?
2. Revision tracking: Could clients submit feedback directly in the tool, with clear assignment and version history?
3. CAD/BIM integration: Could team members attach CAD files to tasks and access the latest versions without switching tools?
4. Cross-team collaboration: Could architects, engineers, and contractors share updates in real time, even remotely?
5. Ease of use: Would senior team members (who were used to pen-and-paper workflows) actually adopt it?

Asana failed on two key fronts: it lacked Gantt chart flexibility for design phases, and it didn’t integrate well with CAD. Autodesk BIM 360 checked the industry boxes but was overly complex – “It felt like we needed a full-time trainer just to use it,” Mia says. It also came with a steep price tag that didn’t fit DesignCore’s budget.

Kanbanchi, though, was a fit from the first demo. The Gantt charts let them link dependent tasks (e.g., “finalize floor plan” had to be done before “start load calculations”). The visual boards were customizable. They could create a “Design Phases” board with columns that matched their workflow. And although Kanbanchi doesn’t have the CAD integration, it’s easy to attach .dwg files directly to tasks, so everyone always has the latest version.

Example of Kanbanchi board that can be customized to manage any project, including architecture projects

But what sealed the deal was the collaboration features. “We demoed a scenario where an engineer flagged a problem with a beam design,” Leo recalls. “In Kanbanchi, they left a comment on the task, mentioning the architect, and attached a revised calculation sheet – all in one place. No more emails, no more missed updates.”

By the end of the evaluation, the choice was clear. “Kanbanchi is what we need,” Mia says. “It’s an architecture project management software that actually understands architecture.”

Implementation: Rolling Out Kanbanchi for Architecture Teams

DesignCore knew that even the best software fails without a proper rollout. They broke their implementation into four phases, taking a total of six weeks to avoid disrupting ongoing projects.

Phase 1: Digitize Existing Workflows (Weeks 1-2)

First, the project coordination team digitized their most critical assets:

• Blueprints and CAD files from 10 past projects (organized into a “Resource Library” board in Kanbanchi)
• Client revision logs (converted into cards with details like “Revision 2.1: Adjust window placement” and due dates)
• Permit checklists (created a “Permit Tracker” board with columns for “To Submit,” “In Review,” and “Approved”)

They focused on high-priority items first. It made no sense to digitize 5-year-old projects when current ones needed attention.

Phase 2: Team Training (Weeks 3-4)

The team knew training had to be tailored. They split sessions into two groups:

• Architects and engineers: Focused on Gantt charts, attaching CAD files, and revision tracking. They walked through a sample project, showing how to link a design task to an engineering check.
• Project coordinators and admins: Trained on document organization, client access, and reporting.

The biggest challenge? A senior architect, Tesse, was hesitant to switch from his physical notebook. “He’d been using the same system for 20 years,” Mia says. “We sat down with him one-on-one, showed him how to log his tasks in Kanbanchi in three minutes, and he was sold.” By the end of training, 100% of the team felt comfortable using the tool.

Phase 3: Client Feedback Setup (Week 5)

DesignCore wanted clients to be part of the workflow. They created a “Client Revisions” board and gave each client view-only access. When a developer requested a change, they’d add a card to the board, tag the assigned architect, and set a deadline. “Clients loved the transparency,” Mia says. “They could see exactly when their revision would be done, no more guessing.” Later, they went even further, setting up Google Forms integration to collect clients’ feedback right on the same board.

Phase 4: Full Adoption (Week 6)

They launched Kanbanchi on a live project: a residential building in Seattle. Every task from concept design to permit submission was logged in the tool. By the end of the week, the team was using Kanbanchi for all ongoing projects. “It was seamless,” Leo says. “We didn’t miss a single deadline during the transition.”

Kanbanchi Features That Transformed Architectural Project Management

Kanbanchi’s success at DesignCore wasn’t just about “having a tool”; it was about using features that solved their specific pain points. Here’s how four key features changed their workflow:

1. Gantt Charts for Design Milestones

DesignCore’s biggest struggle was aligning dependent tasks until they used Kanbanchi’s Gantt charts. For the Seattle residential project, they mapped every phase:

• Concept design (Weeks 1-2)
• Schematic design (Weeks 3-4)
• Engineering checks (Weeks 4-5)
• Construction docs (Weeks 6-7)
• Permit submission (Week 8)

Example of the Gantt chart created for the Seattle project

They linked tasks so that “engineering checks” couldn’t start until “schematic design” was done. If a task was delayed, the Gantt chart automatically updated the timeline, no more manual Excel edits. In the same way, if a task was completed earlier. “We cut our design phase from 8 weeks to 6 weeks because we eliminated bottlenecks,” Mia says.

2. Visual Boards for Permit Tracking

Permits used to be DesignCore’s biggest headache. Now, they have a “Permit Tracker” board with cards for every requirement: fire code approval, zoning permits, and structural inspections. Each card includes:

• Due date
• Attached document (e.g., zoning application)
• Assigned team member
• Lists (To Submit → In Review → Approved)

Example of the permit tracker board layout

When a permit is approved, the team moves the card to “Approved” and gets a notification. “We haven’t missed a permit deadline since we started using this board,” Mia says. “It’s like having a personal assistant for permits.”

3. Revision Tracking with Version History

Client revisions are now a breeze. When a retail client asked to expand a store’s entrance, DesignCore created a card titled “Revision 3.2: Widen entrance to 8ft.” They attached the original CAD file, assigned the card to an architect, and set a 3-day deadline. The client could track every edit, no more “I thought you said 7ft” confusion. “We went from 17 revisions per project to 9,” Leo says. “That’s a huge time saver.”

4. Mobile Access for On-Site Teams

Architects often visit construction sites, and before Kanbanchi, they’d carry physical blueprints. Now, they use the Kanbanchi app to pull up the latest CAD files on their phones. “Last month, an architect noticed a discrepancy between the blueprint and the site,” Mia says. “He pulled up the Kanbanchi task, checked the latest file, and resolved the issue in 10 minutes without the need to drive back to the office.”

Outcomes & Metrics: Results of Kanbanchi Adoption

Six months after implementing Kanbanchi, DesignCore’s metrics speak for themselves. Here’s how they improved:

The project increase is especially notable. “We used to turn down 2-3 projects a quarter because we couldn’t handle the workload,” Leo says. “Now, we take on more and deliver better work.” The two extra projects in Q3 2023 added $12,500 to the firm’s revenue. Enough to cover Kanbanchi’s annual subscription two times over.

Perhaps the biggest win? Team morale. “We used to work 10-hour days during permit season,” Tesse, the senior architect, says. “Now, we’re out of the office by 6 PM. Kanbanchi didn’t just make us more efficient; it made work enjoyable again.”

Testimonials from Architects and Engineers

“I used to spend 2 hours a day searching for CAD files or client emails. Now, everything’s in one place. If I need the latest floor plan, I open the Kanbanchi card. It’s there. No more frustration, no more wasted time.”
Darrell Harris, Architect

“As a structural engineer, my job is to catch issues early. Kanbanchi lets me comment on design tasks in real time. Last week, I flagged a beam size issue on a residential project. We fixed it before it became a problem. That would have delayed the permit.”
Jason Morris, Structural Engineer

“Client communication used to be a nightmare. Now, they can see exactly where their project stands in Kanbanchi. I had a developer tell me, ‘This is the most organized architecture firm I’ve ever worked with.’ That’s all, thanks to Kanbanchi.”
Mia Carter, Project Manager

“I was skeptical at first – I’ve used a notebook for 20 years. But Kanbanchi is so simple. I log my tasks in a couple of minutes, and I never forget a deadline. It’s changed how I work for the better.”
Tesse Wargenhoff, Senior Architect

Best Practices: Using Kanbanchi for Architectural Projects

DesignCore learned a lot during Kanbanchi implementation. Here are their best practices for other architecture firms:

1. Build a “Design Phase” Board That Matches Your Workflow

Don’t use a generic template. DesignCore’s board has columns: Concept → Schematic → Design Development → Engineering Checks → Construction Docs → Permit Submission. Assign each column to a team lead (e.g., architects own “Schematic,” engineers own “Engineering Checks”) to keep accountability clear.

2. Create a “Permit Tracker” Board with Detailed Cards

Every permit requirement gets its own card. Include:

• The name of the permit (e.g., “Fire Code Approval”)
• Due date (add a 7-day buffer – permits often take longer than expected)
• Attached application and supporting docs
• Contact info for the permit office

Set automated reminders for 7 days and 3 days before the due date, and you’ll never miss a submission.

3. Use Revision Cards to Avoid Confusion

Every client revision needs a clear card:

• Title: “Revision [Number]: [Description]” (e.g., “Revision 3.1: Add two more windows to Unit 502”)
• Assignee: Specific team member (no “unassigned” cards)
• Deadline: Realistic timeline (don’t rush, quality matters)
• Version history: Attach the original and revised files so everyone can see the change

4. Attach CAD Files to Kanbanchi Cards

Stop emailing CAD files back and forth. Attach .dwg or .pdf versions directly to Kanbanchi cards. They will be placed in your Google Drive or OneDrive. If you attach a new file, Kanbanchi saves the old version and attaches the new one too. You can always go back if needed. “We never have ‘which version is this?’ conversations anymore; all the files are in our Google Drive,” Darrell says.

5. Give Clients Limited Access

Clients don’t need to see every task, just the ones that involve them. Create a “Client View” board with only the phases and revisions they care about. Let them see, but not edit tasks. “Transparency builds trust,” Mia says. “Clients feel involved, not left in the dark.”

ROI Analysis: The Business Impact of Architecture Project Management Software

For DesignCore, Kanbanchi wasn’t an expense. It was an investment that returned with higher revenue. Here’s how the numbers break down (based on a $26.47/user/month subscription with the yearly billing, total $5717.52/year for 18 users):

Hard ROI: Tangible Cost Savings & Revenue Gains

1. Labor savings from faster revisions: The team saves 6 days per project on revisions (15 days → 9 days). With six projects/quarter, that’s 36 days saved. At an average hourly rate of $20 (and 8-hour days), that’s $5,760/quarter in labor savings.
2. Time saved on document organization: 2.4 hours/week saved × 18 team members × $20/hour = $1,728/quarter.
3. Additional revenue from more projects: 2 extra projects/quarter × $12,500/project = $25,000/quarter.

Total hard ROI per quarter: $5,760 + $1,728 + $25,000 = $32,488. For a $1429.38 quarterly subscription cost, that’s a 20x return on investment.

Soft ROI: Intangible Benefits That Matter

• Reduced overtime: The team used to work 10 hours of overtime per week during busy seasons. Now, it’s down to 2 hours/week, saving on overtime pay and reducing burnout.
• Higher client retention: 95% client satisfaction means more repeat business. DesignCore’s biggest client (a local developer) recently signed a 3-project contract worth $75,000 because of their organized workflow.
• Fewer permit penalties: Before Kanbanchi, they paid $5,000/year in late permit fees. Now, they’ve paid $0.

“For every dollar we spend on Kanbanchi, we get back two in hard savings and revenue,” Leo says. “It’s the best business decision we’ve made in years.”

START KANBANCHI TRIAL

Common Questions About Kanbanchi for Architecture Project Management

Does Kanbanchi integrate with CAD or BIM tools?

Although it doesn’t integrate directly, you can attach CAD files (AutoCAD, Revit), BIM models, and PDFs to Kanbanchi cards. They will be placed in your Google Drive or OneDrive, depending on which one you use. Team members can open and view files from a card. Everyone always uses the latest version.

Can clients access Kanbanchi, or is it just for internal teams?

You can give clients limited view-only access or full access to specific boards. DesignCore uses a “Client Revisions” board where clients can track progress in connection with the Google Form that collects client feedback. No more endless email chains.

How long does it take to train a team on Kanbanchi?

Most architecture teams are comfortable in 1-2 sessions (60-90 minutes each). Focus on the features your team uses daily (e.g., Gantt charts for architects, permit tracking for coordinators) instead of every tool. DesignCore’s senior architect, Tesse, who was hesitant at first, was using it confidently after just one session.

Can Kanbanchi handle multiple projects at once?

Absolutely. You can create a separate board for each project or use one board with each card being a project. DesignCore manages 6-8 projects at a time with Kanbanchi, and they never feel cluttered.

Is Kanbanchi mobile-friendly for on-site work?

Yes, the mobile app works on iOS and Android. On-site architects use it to pull up blueprints, update task statuses (e.g., “Permit Approved”), and respond to client questions. No more carrying physical docs or waiting to get back to the office.

How much does Kanbanchi cost for architecture firms?

Kanbanchi’s pricing is flexible to accommodate the needs of firms of all sizes. DesignCore is on one of the highest plans, costing $26.47 per user/month with yearly billing of $5717.52/year for 18 users. However, it’s still far less than industry-specific tools like Autodesk BIM 360.

You may also be interested in other Kanbanchi blog articles for business owners; check them out!

Conclusion: Build Better with Kanbanchi’s Architecture Project Management Software

DesignCore Architects’ transformation isn’t a fluke. They adopted architecture project management software that was built to solve their problems: disconnected design phases, messy revisions, and permit delays. The result? Faster delivery, happier clients, and more revenue.

Ready to turn your workflow chaos into clarity?
START YOUR FREE KANBANCHI TRIAL TODAY
Your next successful project is just a few clicks away.