Project Management is the link between design team, client and construction team, maintaining focus on the required outcome and managing the various agendas of the people involved.

Having wonderful employees and great clients is vital. But the most significant component of running an Architect’s HQ Ltd practice is project management. Having the best clients and most dedicated professional staff won’t do your firm any good if you and your team can’t make a profit on your projects.

Here are three maxims we follow to ensure we’re even better at project management.

1. Stay Within Scope

Our firm and the client must be crystal-clear on the work that is to be completed. We spell everything out. Our project management software highlights each phase of the project and what will be accomplished during it.

Staying within scope doesn’t mean that change orders should be avoided at all costs. They are, in fact, a part of life for architecture firms. But if something in a project needs altered, there must be a process, and everyone should understand why the change is being made. The modification needs to be agreed upon and spelled out by both parties before it’s undertaken.

2. You Need to Get Paid

Most disagreements over money are because of surprises, not how high your fees are. We don’t overlook this important phase of project management during the planning stages with our client.

There are many different forms that project fees can take: Is the overall project fee based on hours worked by your firm or a flat fee? Should you ask for a deposit? Are multiple payments expected from the client based on a percentage of project completion?

When the client is ready to sign the contract, we make sure that they’ve read all the details. While they might understand the overall estimated cost, it’s possible that they haven’t paid attention to certain standard fees in case of excess work or expenses. When insist clients read through the contract and if required we read it with them in person. Otherwise, make sure it’s discussed in full over the phone.

Afterwards, we provide the client with frequent updates that highlight which project phases have been completed and when the next payment is expected. The most effective way to avoid surprises is to constantly communicate with your client.

3. Track and Analyze Everything

If you want a clear picture of how your project is shaping up, make sure you diligently track your time, expenses, and other data. We look to implement a bespoke management tool to each project that is both powerful and easy to use such as Microsoft Project Management.

When we work with a intuitive and comprehensive software, it can turn data into real-time insights that actually help to manage each projects. It helps us to learn each project’s earned value, work in progress, profitability, utilization, and so on at a moment’s notice, so we know what actions you need to take.

While there’s much more to project management than just three rules, these principles are central to completing your projects on time and on budget.

Project Management used for each Project

There are key stages of work to every project from the inception through to completion, and even beyond. Understanding the various stages of a construction project, what happens at each stage, and then implementing this structure is fundamental to the success of a project. It is good practice for Architects to work in accordance with the most recent RIBA Plan of Work which sets out the various work stages as follows:

Meet & Agree
Idea & Concept
Design & Create
Build & Install

WORKRIBA Stage 0 & 1: Having received your initial enquiry, we would arrange a free consultation at your property or discuss over the phone to establish the basic requirements of your brief. The visit would be done by a qualified Architect and honest advice and appraisals would be given in order for you to make informed decisions. If at this stage if you wish to proceed we would require up front fee to complete a basic survey and possibly discuss and produce some sketch proposals that would form the basic ideas for your project moving forward. We will then issue a written fee agreement within agree time of the initial consultation.

RIBA Stage 2: This is the exciting bit. We will be busy creating some concept design ideas based on the brief. Once these are ready, we will send them to you for us to discuss. We can provide you a 3D model that you can open and fly around on your iPad or computer. We want to make sure you are happy with the concept before going further.

RIBA Stage 3: Planning Design , It is crucial to make sure all of the right permissions for the work are in place. We will advise on the best approach, and put together all the drawings and forms needed. At this stage the design will be more detailed and will show the key materials and dimensions for approval. We will submit the application to the Council for you, and keep a close eye on it until the decision is in.

RIBA Stage 4: Technical Design

At this stage the design really comes together. Our drawings will be more detailed and show construction. We can suggest a great structural engineer, and will apply for Building Regs.

It’s not all technical, and we like to chat through the choices of materials with you, right down to the taps. Once this is all agreed we will write a detailed specification for the whole project.

At this stage, it is important that the client understands that nothing is set in stone. We can proceed beyond this point and come back to this stage and revisit options: it is certainly not uncommon. Our role is to put ink to paper, until the contractor starts building, and the drawings can always be changed. Architect’s HQ Ltd believes that the cost implications of changing drawings far outweighs the costs of undoing construction work on site or being unhappy with the finished product.

RIBA Stage 5/7: With all plans finalised and thoroughly checked for safety, the construction can begin. We work and co-ordinate closely with the design team to ensure that the construction process runs efficiently and a quality build is delivered. Seeing a project evolve from a plan on paper to a construction on-site, is one of the most exciting stages in the process. Regular site visits enable us to monitor the progress of the scheme and allow us to confirm the initial design brief is being realised.

The build is complete to an excellent standard and ready to be used, but the client’s journey with us is far from over. It is important for us to learn how the building meets the needs of our client and the end-users over the coming weeks, months and years. Feedback enables us to continue delivering projects to the highest possible standards so it is vital for us to build strong and lasting relationships with the client beyond completion.