Why I’m Talking About Email – And Why It Matters to You

If you were to ask most architects why they entered the profession, the answers are usually the same:

“to design better places, solve problems creatively, and deliver buildings with purpose.”

But ask what takes up a surprising amount of an architect’s day during a construction project…and the answer isn’t design.

It’s email.
Relentless, unavoidable, essential email.

Now – this isn’t a complaint. It’s an insight. Because the time we spend managing communication has a direct impact on project timelines, decision-making, and ultimately, outcomes for our clients. And it’s something many people never see.

So, here’s what really happens inside an architect’s inbox – and why it matters for your project.

1. The Architect: The Project’s Information Hub

Architects sit at the centre of a complex web of communication involving:

• Clients and owners
• Contractors and subcontractors
• Engineers and consultants
• Inspectors, building officials and vendors

Every one of these parties needs clarification, decisions, checks, or instructions – often daily. Even if only a fraction of this arrives by email, we inevitably become the project’s “air traffic control.”

2. A Typical Day: 50-150 Emails and No Slowing Down

During construction, the flow intensifies. My inbox regularly includes:

• 50-150 emails received
• 15-40 emails sent
• Threads with 10-50 replies
• Attachments of drawings, RFIs, photos, schedules, shop drawings, you name it.

This isn’t a quick skim. It’s technical, detailed, and often time-critical.

3. Why Email Takes Real Thinking – Not Quick Replies

Architectural emails usually require:

• Checking drawings
• Reviewing code requirements
• Assessing alternatives or substitutions
• Coordinating across multiple consultants
• Making decisions that carry contractual and legal weight

A “simple” answer often requires 20 minutes of professional judgement. Every response has implications. Every sentence becomes part of the project record.

4. Documentation: If It’s Not Written Down, It Doesn’t Exist

Because disputes in construction are common, email is a formal record. This means being precise, cautious, and unambiguous, especially when millions of pounds and tight timelines are at stake.

Even experienced architects rewrite important emails several times before sending.

5. Ripple Effect: One Email Rarely Ends with One Email

Every instruction or clarification can prompt:

• Follow-up questions
• Consultant input
• Required drawing updates
• Contractor clarifications
• Supply chain adjustments

A single message can grow into a thread that shapes a day’s work.

6. Email Becomes Urgent Because Construction Doesn’t Wait

Contractors on-site need answers quickly – sometimes immediately. If an email lands at 7:30am, the expectation is often a reply before work stops on site.

That means architects frequently pause deep design work or rearrange priorities to keep a project moving.

7. The Inbox Becomes a Live Project Archive

Submittals, RFIs, shop drawings, site photos, variations, inspection notes, payment applications – much of this flows through email.

Each must be reviewed, assessed, approved, or recorded.

By the end of the day, your inbox isn’t just communication. It’s the heartbeat of the project.

The Cumulative Weight: Hours Lost, Pressure Gained

When you add all this up, across a typical construction day, architects often spend:

• 2-4 hours reading email
• 1-3 hours writing responses
• 1-2 hours organising documentation generated from email

That’s up to 8 hours of work – often half a working day – spent on communication alone.

Not designing. Not problem-solving. Not visiting site. Not collaborating creatively.

Just ensuring the right decisions are made, clearly, safely, and on time

The Irony: Essential Yet Inefficient

Email is unavoidable. It keeps projects moving, documents decisions, and protects everyone involved. Yet it’s also one of the most inefficient ways to handle complex, multidimensional project communication.

It’s slow. (Construction projects move fast)
  It’s fragmented.
    And it consumes far more time than anyone imagines – clients included.

Bigger Picture: What This Means for Clients and Project Teams

If you’ve ever wondered:

• “Why hasn’t the architect drawn that yet?”
• “Why does coordination take longer than expected?”
• “Why does the project feel so communication-heavy?”

This is why. A huge portion of an architect’s time is spent managing the flow of information that keeps your project safe, compliant, and progressing.

Email is the invisible work – the part no one sees, yet everyone depends on.

In the world of construction, architects aren’t just designers…they’re communicators, mediators, and documentarians.

Every email we handle reduces risk, brings clarity, and prevents mistakes – all of which protect your investment.

A Final Word

At Block Architects, we don’t shy away from this responsibility. Email may not be glamorous, but it’s part of the discipline, care, and precision we bring to every project.

Our commitment is simple: clear communication, thoughtful decisions, and a project team that always knows where things stand.

Because when communication is done well, everything else follows.

Best,
Kenneth Martin

Feeling inspired? Get in touch with Block Architects to turn your vision into reality.