Hey Friend!
Construction season shouldn’t feel like a war zone, but for most Architects, it does.
Here in Buffalo, we get a brief winter reprieve when the snow flies and projects go dormant.
But as soon as the snow melts, it’s absolute chaos—contractors scrambling to make up for lost time, schedules compressed into impossible timelines, and every project hitting the ground running simultaneously.
Even if you’re in a warmer climate without seasonal constraints, you know the drill: something always goes sideways on the job site, and suddenly you’re drowning in RFIs, submittal reviews, and change orders while trying to keep multiple projects on track.
The pressure to ensure everything gets built to spec while juggling a dozen other responsibilities can feel overwhelming, and frankly, it’s burning out good Architects faster than firms can replace them.
Today, we’re talking about three practical ways to manage construction stress without losing your sanity:
- Delegate the administrative burden
- Stay ahead of the paperwork tsunami
- Get predictable schedules from your team
Let me share what’s worked for me and countless other architects who’ve learned to thrive during construction season instead of just surviving it.
3 Ways To Survive Construction Season With Your Sanity Intact (Even If Everything Feels Out Of Control)
In order to maintain your effectiveness during construction without burning out, you’re going to need a handful of strategic approaches that put you back in the driver’s seat.
Here’s how to regain control when construction feels chaotic:
1. Keep On Top Of Your RFIs
The biggest mistake Architects make during construction is treating RFIs (Requests for Information) as interruptions instead of the predictable workflow they actually are.
Every project generates RFIs—it’s not a sign of bad drawings or poor planning, it’s construction reality. The key is creating a system that handles them efficiently rather than reactively.
- Set up a simple tracking system where you log every RFI as it comes in, assign it a priority level, and commit to responding within 24-48 hours maximum.
- I use a basic spreadsheet with columns for RFI number, date received, priority, response deadline, and status.
- Whenever possible, I’ll use a program like Procore to manage a project in CA from RFIs, to submittals, to meeting minutes. If you don’t have access to this for your project though, just do your best to keep your RFIs organized and efficiently tracked with some kind of system that works for you.
This takes the chaos out of the process and turns it into manageable workflow. More importantly, quick responses keep the project moving and prevent small questions from becoming major delays that stress everyone involved.
2. Request A Schedule Of Anticipated Submittals
Most Architects wait for submittals to show up in their inbox like surprise packages, then scramble to review them before deadlines.
Smart Architects flip this script by requesting a submittal schedule at the start of construction.
Ask your contractor to provide a projected timeline of when each submittal will be sent—not just the big ones like structural steel or curtain wall, but everything from door hardware to light fixtures.
- A submittal schedule is supposed to be part of every job. Sometimes this gets overlooked and creates overwhelm on the design side later. Avoid that stress by pushing the contractor or CM to get you a proper schedule.
- This advance notice lets you plan your review time, coordinate with consultants, and avoid the last-minute panic that comes with overlapping deadlines.
- When you know that glazing submittals are coming in two weeks, followed by roofing submittals the week after, you can block time accordingly and even give your structural engineer a heads up.
It transforms submittal review from reactive firefighting into proactive project management.
3. Ask Others To Step Up With Documentation Coordination
The administrative burden of construction—meeting minutes, RFI logs, submittal tracking—doesn’t have to live entirely on your shoulders.
This is where you need to have honest conversations with your team about workload distribution. If you have a project manager, construction manager, or even a junior architect on the project, delegate specific documentation tasks to them.
- Someone else can take meeting minutes while you focus on technical discussions.
- A junior team member can maintain the RFI log and send follow-up reminders.
- Your construction manager can coordinate document distribution and track outstanding items.
The key is being explicit about these assignments upfront, not hoping someone will naturally pick up the slack. Create a simple responsibility matrix that clearly defines who handles what aspects of construction administration, and stick to it.
Final Thoughts
Construction doesn’t have to be a constant source of stress and overwhelm.
By implementing these three strategies—staying ahead of RFIs, getting predictable submittal schedules, and delegating documentation tasks—you can maintain control over your projects while preserving your mental health.
The goal isn’t to eliminate construction challenges (that’s impossible), but to create systems that help you handle them efficiently and sustainably.
Here’s what you learned today:
- RFIs are a predictable workflow, not interruptions—treat them systematically
- Submittal schedules let you plan review time instead of reacting to deadlines
- Documentation coordination should be shared, not shouldered alone
The Architects who thrive during construction season aren’t the ones who work the longest hours—they’re the ones who work the smartest by creating systems that support them instead of draining them.