As artificial intelligence continues to disrupt nearly every corner of the A&E industry, many A&E firms leaders I speak with are grappling with both the urgency and uncertainty of its implementation. This was a common theme at last week’s PSMJ AI and Technology Conference in Austin, and provided much needed clarity and direction, as well as apprehension, for firm leaders navigating this new frontier.  

I literally had firm leaders tell me their heads were spinning after listening to some of the speakers talk about the fast pace of change and how AI will affect the industry. I thought it might be helpful to take my notes and summarize them into key points and steps that you can take to start to leverage the benefits of AI in your A&E firm. And yes, I did use AI to help me write this article. But the notes used to write it are mine, and I edited the final output to include my own recommendations, from a business perspective, to help small to medium sized businesses progress with AI. 

As my intention with this article is to add value, save you time and provide next steps, at the end of this article, I have included a 90-day readiness checklist and access to an editable AI Policy template you can download to use for your A&E firm. 

Here are the most critical takeaways, organized into actionable categories, to help you position your firm for long-term success. 

1. Start with Strategy: AI Is Not Just a Tool—It’s a Business Decision

Before deploying AI across your firm, you need an overarching technology strategy that includes: 

• A clear AI policy and governance framework (download the template here). 

• Regular risk assessments 

• Clear guidelines for ethical and secure use 

AI is not a standalone initiative—it must be part of your broader innovation and business strategy. Larger firms are already years into this process, forming internal AI committees and developing proprietary tools. If your firm is just beginning, start small: identify one business process where AI could increase efficiency, then track ROI and time savings. Success here can pave the way for broader adoption. 

2. Policy, Privacy, and Security: Own Your Data and Your Future

The message was clear: Data privacy and ownership are non-negotiable. 

• Always verify outputs from generative AI—especially anything client-facing or public. 

• Own your data, your prompts, and your results. Never use free tools for proprietary or client information. 

• Be cautious—some free tools (e.g., DeepSeek) are hosted in foreign countries and may use your data to train their models. 

• AI tools are changing terms of service rapidly. Policies must be reviewed multiple times per year to protect your intellectual property. 

Don’t advertise that you’re using AI unless asked. Treat it like any other internal technology. This posture may shift over time, but discretion is key for now. 

3. Train Your People, Especially the Young Ones

AI will change jobs—but it won’t replace people who are adaptable, analytical, and AI-literate. 

• There is real fear around job displacement. It’s your responsibility to reskill your workforce. 

• Younger staff often adopt technology more quickly. Let them test tools, provide feedback, and drive early-stage innovation. 

• Assign or hire someone who understands both A&E practice and AI technology. Just as many firms once needed a “Revit Champion,” they now need an AI Champion. 

4. Leverage Your Most Valuable Asset: Your Data

Your firm’s data is one of its greatest untapped assets. 

• Use AI to analyze internal data—Revit files, specs, historical project data—to identify trends, efficiencies, and risks. 

• AI can help assess what data you have and how it can create value for clients and the firm. 

• Consider hiring a data scientist in the future. This role will become critical in unlocking AI’s true potential. 

Used strategically, your data can differentiate your firm and unlock new service offerings—especially as clients gain access to the same AI tools. 

 5. Real-World Use Cases: Practical Applications Emerging Fast

Some promising examples of AI applications discussed at the conference include: 

• Reviewing Revit drawings to automatically flag building code violations 

• Leveraging AI in transportation design to plan for autonomous vehicles 

• Integrating AI with digital twins—real-time models of physical assets that use sensors and cameras to monitor buildings or infrastructure 

• Ability to create a design from an RFP. If you can do it, your clients can too… 

• Smart city forecasting: AI predicting weather impacts on roads and buildings, monitoring for public safety, and optimizing traffic and energy systems 

These aren’t just futuristic ideas, they’re already being tested and implemented in forward-thinking firms. The pace of change is much faster than it was in the past. If you haven’t already started, you are behind. 

6. The Road Ahead: Recommendations for Smaller A&E Firms

If you’re a small or mid-size firm, don’t be overwhelmed. Focus on what you can do now: 

• Audit your current tech stack—tools like Deltek and Microsoft already have built-in AI capabilities many firms aren’t using. 

• Build a small internal AI working group to evaluate and test tools. 

• Invest in training programs and perhaps a fractional AI expert. 

• Stay current by following trusted advisors like Steps Consulting or AI in AEC, who specialize in helping firms implement these solutions. 

You don’t need to build a proprietary AI platform today—but you do need a plan. 

Final Thoughts: Change Is Inevitable. Leadership Is Critical. 

The advancement of AI is ten times faster than previous technology waves—and adoption is lagging. Many A&E firms I have worked with are barely using their existing legacy systems that have been around for years (like Deltek). How will you increase the pace of adoption to maintain your current competitive advantage, let alone exceed it? 

If you wait too long, the gap will grow too wide to close. AI will not eliminate your firm—but firms that fail to adapt will be eclipsed by those who use AI to create more value, faster and smarter. 

One good benefit of AI is that it levels the playing field. Small to medium-sized firms can access the same tools and resources that the largest firms use. 

Also consider how AI will affect your business model in the future. If AI will replace some of your services, how will you maintain or grow your revenue in the future? This is a huge concern for many firms as the tools get better and able to replace design, reporting and even some kinds of field services. Those firms with a time and materials business model will need to reinvent how they do business, how they bill for services and how they demonstrate value to clients. 

Now is the time to ask: 

• What client problem can AI help you solve today? 

• How will you stay ahead of clients and competitors who are gaining access to these same tools? 

• Who in your firm is tasked with leading this transformation? Leadership support will be critical.  

The firms that thrive in the coming decade will be those that take intentional, strategic steps today. 

✅ 90-DAY AI READINESS CHECKLIST FOR A&E FIRMS 

Your first steps to safely and strategically implement AI in your practice.

Phase 1: Assessment & Awareness (Days 1–30) 

• Identify all current AI use within your firm (including informal use by staff) 

• Interview key staff about how they are using AI tools (e.g., ChatGPT, Firefly, etc.) 

• Review and document all software platforms currently in use (e.g., Revit, Deltek, AutoCAD) and identify which include embedded AI 

• Conduct a brief risk assessment (data privacy, client exposure, IP risk) 

• Form an internal AI Task Force or Working Group 

• Begin researching AI use cases in your disciplines (e.g., code compliance, design generation, project risk) 

Phase 2: Policy Development & Data Strategy (Days 31–60) 

• Draft an AI Use Policy (start with the template below) 

• Create internal guidelines for prompt engineering and review of AI outputs 

• Inventory your firm’s data assets: where it lives, who owns it, and what value it may have 

• Ensure you are only using paid AI platforms that comply with data privacy standards 

• Establish a system for reviewing AI vendors’ terms of service quarterly 

• Educate employees on the risks of AI misuse and free/public tools  

Phase 3: Pilot Programs & Training (Days 61–90) 

• Choose one business process to test an AI pilot (e.g., marketing copy, proposal writing, design QA) 

• Assign a small team to manage the pilot and evaluate ROI 

• Document time savings, quality impacts, and user feedback 

• Develop a basic training plan for all staff on ethical and effective AI use 

• Identify internal candidates for deeper AI training (future AI Champions) 

• Schedule regular reviews of your AI policy (e.g., quarterly updates)