Case History: Mid-Size Architectural Firm

The company — an architectural firm with 40 staff, including architects, engineers and project managers — manages multiple commercial construction projects each year. Each project, in turn, requires close collaboration between the client, contractors and municipal authorities.

Challenges

• Disjointed communication: Field staff, subcontractors and office teams relied on separate phone systems, e-mail clients, and messaging apps … causing missed updates and costly delays.
• Version control issues: Blueprints, CAD drawings and compliance documents were stored across different servers, resulting in outdated versions being circulated and costly rework.
• On-premise servers: Maintaining servers across three offices was expensive and often created downtime during peak project periods.
• Cybersecurity gaps: The firm relied on eight different IT and security tools. Gaps left sensitive project data and bids at risk from ransomware.
• Inefficient client experience: The company’s website acted as a static portfolio only — with no client portal, no inquiry automation and no 24/7 support.

Projex IMC Solution

Key components of Projex IMC’s solution included:

1. AI IT and cybersecurity – Consolidated eight separate tools into ProjexOne™ endpoint and user security, IT Glue (for document management) and AutoTask (for support ticketing). AI-driven monitoring and ransomware-proof backups ensure project and compliance data stay secure.
2. Smart infrastructure – Migrated all project files to SharePoint and OneDrive for real-time access. Microsoft Teams provides secure collaboration between architects, engineers and field crews. Microsoft Copilot automates progress reports and safety documentation.
3. Cloud-Based Phone System – Unified phone services across offices and job sites. Auto-attendant and call routing directs contractors and clients to the right project manager instantly. Voicemail to e-mail feature improves responsiveness.
4. Smart website and client portal: Added an AI chatbot to answer inquiries, schedule consultations and route requests into Outlook and Teams calendars. Secure client portal allows clients to view drawings, download permits and approve design changes.

Results Six Months After Implementation

• Faster project turnaround: Centralized file management and real-time collaboration has reduced rework and miscommunication.
• 25% IT cost reduction: On-premise server maintenance and vendor sprawl has been eliminated, resulting in significant savings.
• Improved compliance confidence: Automated backups and centralized documentation simplified compliance with OSHA and municipal audit requirements.
• Zero downtime: AI-driven monitoring has kept projects moving without interruption.