I have had similar experiences as a structural engineer working in large-scale commercial projects, and have worked this way for most of my career with the client and the architect often in another state and/or time zone. Web-ex (and the ability to hand off who controls the screen) has been invaluable. Bluebeam (which allows an ability to sketch on the screen) is also a helpful tool. I personally really like Slack for quick "chat" type communication. Google docs for simultaneously editing (non-confidential) group documents, agendas, etc. is also really helpful. And, basic tools like a scanner (or Evernote on a phone in the field) is great for snapping a picture of a sketch or field condition and sending it off to others for discussion.
I think it's also important to understand the following when working virtually:
1. Virtual isn't for every project type or issue. For really complicated issues - and especially if it's a renovation and an unexpected condition was found in the field - I've found trying to work virtually can eat up a substantial amount of extra meeting, communication, and sketching time for various options that wouldn't be necessary if everyone was either in one room, to begin with, or a full-team meeting had been called. That extra time eats up fees and can make the difference between a profitable project or not. Particularly if those setting the project fees are not fully aware of the tools available, this can create challenges internally. For a specific example, for structural engineers Revit can be a major time suck if the lead architect is not as knowledgeable as the engineer is with the program, starts drawing things without thinking about them, or we do a bad job of educating the architect that moving a column in plan a foot or two 5 times in the CD phase is a big deal/requires rework for us although it is minor for the architect.
2. It is critical to learn which issues that come up can be easily handled by a phone call or web-ex between a few people, and which ones actually require a larger scale meeting (even if it's a virtual one) for the team.
3. Knowing who needs to be pulled into these discussions is also important. I've had it happen more than once that a seemingly minor issue was "resolved," only to find out that a critical member of the team (usually a contractor or client who isn't necessarily involved in all meetings) hadn't been pulled in to the discussion until too late and we had to go back to the drawing board. A seasoned project manager who understands the big picture issues is invaluable.
As for tools - Personally, I would be really interested in an inexpensive cloud-based tool for sketching virtually. Many times the major "advantage" to getting people in a room for a meeting is that you can sketch concepts out on a white board and everyone can add their thoughts. I haven't yet found an inexpensive, portable tool (that works on both computers/mobile) on the many design teams I've worked on that can replace that. If you could use a stylus on a screen as easily as you can on paper, with the ability of everyone on the team to add in their own doodles/comments at the same time, that would be ideal. If anyone knows of such a tool, please comment. I'm thinking it would be a sketching version of google docs (where everyone can add comments/change the document at once).
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Stephanie Slocum P.E., M.ASCE
Founder
Engineers Rising LLC
www.engineersrising.com------------------------------