5 Things You Need in Place Before Using AI in Your Architecture Studio

AI tools are getting better every day—and yes, they can make your architecture studio more productive. But only if your foundations are solid.

If your files are a mess, your notes are scattered, and everyone names things differently... AI can’t help you. In fact, it might just add to the chaos.

So before you plug in any AI tools, here are 5 things to get in place first 👇

1. A consistent naming convention

Why it matters: AI can't guess that final_v2(1).dwg is the drawing you meant. Clear naming helps both humans and machines find what they need.

What to do:

• Use a standard format: YYYYMMDD_ProjectName_Content_Rev

• Example: 20240420_MaisonRayong_FloorPlan_R1.pdf

2. A shared folder structure

Why it matters: AI can only work with what it can access. A consistent folder structure helps AI (and your team) locate files faster and train smarter.

What to do:

• Use the same folder names for every project:

  • 01_CONCEPT, 02_DRAWINGS, 03_SITE_PHOTOS, 04_CLIENT_FILES

• Separate WIP from issued files

3. Centralised file storage

Why it matters: If your files live across Dropbox, LINE, email, USBs and someone’s desktop—it’s a nightmare to train or integrate anything AI-based.

What to do:

• Choose one main storage (Google Drive, OneDrive, etc.)

• Make sure shared links don’t expire and everyone has access

4. Semi-structured data you can build on

Why it matters: AI works best with patterns. Scattered notes and undocumented decisions can’t be processed.

What to do:

• Store notes and decisions in a shared document or wiki

• Summarise client chats, site changes, or meeting notes into readable formats (plain text, markdown)

5. Repeatable workflows

Why it matters: If your process changes every time, there’s nothing for AI to learn from.

What to do:

• Document your typical workflows: RFIs, drawing approvals, BOQs

• Create simple templates AI can reference or build on

Final thoughts

AI doesn’t magically fix chaos.
It scales whatever system you already have.

If your files, folders, and processes are already working for humans—AI will fit in naturally. If not, it’ll just confuse everyone faster.

Start by making your studio’s work more readable—then make it smarter.

---

🏗️ HTCH ("hatch"): All your building data, always ready.
📂 Designs, plans, & models–never lost.
🔗 Try HTCH free: https://www.htch.app/