In today’s fast-paced and competitive AEC (Architecture, Engineering, and Construction) industry, engineering firms are under more pressure than ever to deliver high-quality work efficiently. Labor shortages, increased project complexity, and the need to manage multiple stakeholders are just a few of the challenges firms face. Fortunately, with the right project management strategies and the help of specialized technology, firms can drastically increase efficiency and productivity.
In a recent webinar titled How to Increase Efficiency for Engineering Firms: Tips, Tricks, and Modern Technology, Adam Loewentheil, CEO and Co-Founder of Aldoa, and Anthony Fasano, P.E., AEC PM at the Engineering Management Institute (EMI), shared key insights that can transform how engineering firms operate. In this blog post, we dive deep into their expertise to provide actionable tips on improving engineering firm efficiency through project management and the latest software solutions.
According to Adam Loewentheil, inefficiency in engineering firms often stems from outdated workflows and lack of visibility into staff availability and project timelines. Many firms are still using spreadsheets and disjointed systems to manage schedules, tasks, and resources. This makes it difficult to understand who is working on what, when they are available, and whether new work can be taken on.
"We hear from thousands of engineering firms, and one thing that comes up time and time again is that they're not always aware of when they are able to take on new work. Sometimes they even double-book employees," says Loewentheil.
This lack of clarity results in missed deadlines, duplicated efforts, and dissatisfied clients. Without a comprehensive view of project milestones and staff schedules, engineering firms are essentially flying blind.
With a national labor shortage of professional engineers, firms can no longer rely on simply hiring more staff to meet increasing demand. Anthony Fasano notes that engineering leaders must now focus on doing more with the team they already have.
"We're entering a period where it may be hard for business owners to find reliable, skilled workers. Business owners are starting to look toward software and AI trained on specific verticals like engineering to get more efficiency out of their teams," explains Fasano.
Engineering firm efficiency isn't just a nice-to-have—it's a business imperative. Firms that fail to optimize how they manage projects and people risk falling behind more agile competitors.
Improving efficiency begins with culture. Leaders must prioritize transparency, planning, and communication throughout their organization.
Capacity planning is essential. Firms need to know what projects are in the pipeline, who is available, and when. This allows for better resource allocation and helps avoid burnout from overbooking team members.
"Every firm needs to develop a capacity planning system so you have good knowledge and foresight of your pipeline of work," says Loewentheil.
Inconsistent processes and formats can cause chaos. Standardizing how project data is collected and reported ensures that everyone is on the same page. This is especially critical for change orders and client communications.
Often, inefficiencies arise because staff aren't trained in project management methodologies. Providing PM training helps team members understand their roles, responsibilities, and how to track deliverables effectively.
Many engineering firms operate with a patchwork of tools—Excel spreadsheets, Outlook calendars, shared drives, and email threads. While these tools can be effective individually, they lack the integration needed for comprehensive project management.
"They usually have a master Excel sheet with upcoming project deadlines, Outlook calendar reminders, but it's problematic because if you're changing the Excel spreadsheet it might not always change everything else associated with it," notes Loewentheil.
This disjointed approach leads to:
Missed deadlines
Forgotten deliverables
Inefficient communication
Inconsistent data across platforms
Project management software designed specifically for engineering firms addresses these issues head-on. Platforms like Aldoa provide a centralized hub for:
Resource planning
Task tracking
Time management
Budget monitoring
Change order management
By using engineering-specific project management software, firms can reduce manual errors, improve team collaboration, and gain real-time visibility into project status.
When selecting a platform to boost engineering firm efficiency, here are the essential features to consider:
Firms that implement purpose-built project management software report significant improvements:
30-50% reduction in time spent on scheduling and task tracking
Greater accuracy in capacity forecasting
Faster turnaround times on deliverables
Higher employee satisfaction from reduced administrative burden
These improvements not only lead to increased efficiency but also drive growth. When firms can deliver projects faster and with fewer errors, they win more business.
Technology alone isn’t enough. As Anthony Fasano emphasizes, engineering firms must also focus on professional development to attract and retain skilled professionals.
"Most AEC organizations are too busy to focus on attracting, developing, and retaining talented professionals. Through EMI, we help organizations build professional development plans that support team growth," says Fasano.
By integrating project management training into your onboarding and ongoing education programs, you empower your team to work more efficiently and independently.
If you're ready to improve efficiency in your engineering firm, here are the steps to begin:
Aldoa was founded with a mission to empower engineering and environmental consulting professionals. With deep industry insight and a platform purpose-built for engineering firm needs, Aldoa provides the tools to:
Eliminate redundant work
Improve team coordination
Deliver projects on time and within budget
As a former financial analyst turned tech entrepreneur, Adam Loewentheil brings a unique perspective to solving operational challenges in engineering. His firsthand experience working alongside builders and engineers helped shape Aldoa into a solution that understands your real-world pain points.
Efficiency isn’t just about working faster—it’s about working smarter. With a combination of cultural change, process improvement, and purpose-built technology, engineering firms can transform their operations.
In the words of Adam Loewentheil:
"Our goal at Aldoa is to free up engineers to do what they do best: solve complex problems and build the world around us."
With the right tools and strategies, your firm can not only survive in today’s competitive landscape but thrive.
Explore how Aldoa can help you streamline your projects, maximize your team’s potential, and take your operations to the next level.
Visit www.aldoa.com to book a demo today.
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