Clause 14 — Maintain adequate systems and resources

Architects must—

(a) have effective systems in place to ensure that their practice is run professionally and that projects are regularly monitored and reviewed; and

(b) be able to provide adequate professional, financial and technical resources when entering into an agreement for the provision of services and throughout its duration; and

(c) ensure they have sufficient suitably qualified and supervised staff to provide an effective and efficient service to clients; and

(d) take responsibility for the work carried out by a person under their supervision.

Clients clearly benefit from dealing with a practice that is properly resourced and well-managed. Adequate systems and staffing mean that projects are more likely to be delivered in a way that meets clients’ expectations. Effective systems and adequate resources also help to make an architect’s practice run more smoothly, can help to keep projects on track, and may reduce the risk of complaints and disputes.

• Before accepting to undertake a new project, architects should honestly assess whether the practice has the human, technical and financial resources to deliver it professionally and in accordance with applicable standards.
• Adequate staffing levels should be maintained at all times. If key staff leave, the capacity to deliver existing commitments should be reassessed.
• Technology, software and financial systems that are suited to the size and scale of each practice will support professional practice.
• Conduct regular project reviews, at least at key project milestones, so that issues can be identified early.
• Implement a project management system to monitor the status of all active projects. Simple project registers and milestone trackers may be adequate for sole practitioners and small firms.
• Mechanisms to appropriately supervise all staff and contractors should be put in place, regardless of where they may be physically located.