ARCHITECTURE EXPLAINED: THE PHASES OF DESIGNING AND BUILDING A PROJECT

Designing and building a home or planning and constructing a space for a new or growing business is a complex task. One way to make a complex task seem more manageable is to break it up into smaller tasks, and Blue Pencil Collective applies a similar strategy to the design and construction process. The American Institute of Architects (AIA) defines phases of Architecture and Interior Design that are commonly referred to throughout the industry: Onboarding, Pre-Design, Schematic Design, Design Development, Construction Documentation, Bidding, and Construction Administration. 

Understanding what happens during these work phases will help streamline communication. Being familiar with each phase’s milestones and deliverables is also important because we typically organize contracts and project schedules around them. Here at BPC, we value clarity and want the experience of working with us to be as straightforward and stress-free as possible. Below is an outline of our project phase breakdown with a description of the deliverables or milestones at each step. This list may be modified to meet a particular project’s needs, and the length of time each phase will take depends on many factors, but most projects will progress as follows:

ONBOARDING: LOGISTICS + KICKOFF

Onboarding is the process of introducing our team to the project. It takes place in the initiation phase and is meant to get everyone on the same page.

From communicating roles and responsibilities to establishing deliverables and timelines, the onboarding process is a vital step as it ensures team alignment and reduces the chances of project failure.

During this phase, BPC will set the groundwork for the rest of the project.  Part of the onboarding phase is observing and documenting the existing conditions of the project site.  This usually entails a survey of the land to determine the property line locations and/or measurements of any existing structures. Following the field verification, BPC will build the architectural model in our 3D drafting software.

Clients should expect to be very involved and ready to answer personal questions during this phase. We sometimes give “homework” assignments to get to know you better. Collaborating in this way allows us to understand your values and needs better, resulting in a design that reflects your individuality with optimal functionality.

Having a project onboarding process ensures everyone involved understands the project goals and what’s expected of them.

PRE-DESIGN: RESEARCH, DISCOVERY + BRAINSTORMING

Pre-design is an information-gathering phase that will be the foundation for the design phases to follow. The main goal during this phase is to learn everything possible about our clients’ personalities, business/lifestyle, and requirements and determine how much space you need now and will likely need in the future and how that space should be used, organized, and arranged. This information is organized into a document called the Program, which describes all the rooms and spaces for the project, their approximate sizes, and any specific qualities or unique features you are looking for.

We also do background research to understand better how the site relates to the surrounding area, climate, people, and the regulations that affect the project. We track these regulations in a Zoning Summary document and talk to city planning staff if questions arise.

BPC uses this information to create diagrammatic planning studies and preliminary vision boards.

CONSTRUCTION DOCUMENTS: PRODUCTION

In this phase, we develop the Design Drawings into a thorough and precise set of Construction Documents. These drawings and specifications have all of the details, dimensions, and notes necessary to communicate the entire design intent to the builder. We show how the building components should be connected, specify all of the materials, finishes, fixtures, equipment, and appliances to be installed, and coordinate our drawings with the structural engineers and any other consultant drawings. The Construction Documents phase often requires the most time, which can surprise clients because the design seems complete after Design Development. However, this is a critical step in the process of successfully and accurately executing the design you have invested in. 

PERMITTING: FORMALITIES

During this phase, we respond to any additional information required to get a building permit and answer any questions to show the project complies with the applicable land use, building, and energy codes and any other applicable guidelines and regulations required by the city or jurisdiction issuing the permit. The General Contractor submits these drawings along with the various forms required for the permit application to the local plans reviewer, monitors the progress during the review period, and gives additional information or clarifications as requested. Little, if anything, is needed from the client during this phase—except patience. Our goal is to shepherd your project through as quickly and painlessly as possible, but the length and cost of this phase can vary greatly depending on the jurisdiction, complexity of the project, and any special historic district or community design review processes.

CONSTRUCTION ADMINISTRATION

We are happy to introduce our clients to a number of reputable builders we work with and trust. We can also be available to attend interviews and walk-throughs, help you evaluate contractor qualifications, and provide assistance with obtaining and reviewing bids. Some clients already have a contractor in mind when they come to us, but many take advantage of our extensive contractor rolodex and relationships to find their builder.

While most of the architect’s work is done before any building begins, our consistent presence during the construction phase is equally important. During this phase, we visit the job site at regular intervals to answer questions from the builder and proactively address potential issues. The frequency of our site visits could be weekly or monthly, depending on the project and your needs, but it is vital to have us keep an eye on things to ensure the finished project meets your expectations. Inevitably, some decisions must be made or modified in the field, and our involvement and ability to work quickly with your contractor to solve problems is essential for helping you avoid costly delays and change orders. During Construction Administration, BPC’s role is an advisor to the owner. At our site visits, we will take photos and write field reports to document the progress, confirm the materials and workmanship are of the quality you agreed to, and verify your contractor’s billings accurately reflect the amount of work completed. At the end of the project, we help you develop your final Punch List to ensure all work is completed to your satisfaction. 

SCHEMATIC DESIGN: IDEATION + DESIGN

In this phase, we begin the process of translating the diagrammatic studies into an efficient building design. This is when we start exploring design concepts; it is the time for testing options and getting a general idea of the look and feel. The floor plans and shape of the project will begin to take form along with material and design inspiration, but the specifics about materials and details will come later. The Schematic Design phase includes several meetings where we present ideas to our clients using images of other projects, sketches, and 3D massing studies to help visualize the size, shape, and relationship of spaces to each other. We listen and observe your reactions, then refine the ideas according to your feedback until we reach an agreed-upon design direction to develop further in the following phases.  Clients can expect to be quite engaged throughout this phase and to be asked to approve the Schematic Design before work proceeds.

Make sure to let your design professional know if you don’t understand something, and take the time necessary to give thoughtful feedback. It is always possible to make changes later, but it is easiest during this phase when the design is most fluid.

DESIGN DEVELOPMENT: DEVELOPMENT

During Design Development, we advance the design significantly based on the selected floor plan and design concept approved in the previous phase. The priority of this phase is to define and develop all the important aspects of the project. We will talk more specifically about the interior and exterior materials and functionality. As we dial in the layout of the indoor and outdoor spaces, we will refine the window and door placements and make adjustments to the building form. This phase is usually when our clients feel the project coming to life and it becomes possible to see themselves in the new space. By the end of the Design Development phase, the building exterior will be more fully designed, the interior layout completed, the dimensions of all spaces finalized, and all materials, appliances, hardware, and fixtures selected.

A structural engineer will be added to the team, and consultants for HVAC, plumbing, and electrical systems may be needed depending on the complexity of the project.

The deliverable will be a 50% set of drawings that communicates the overall layout and volume of the building or space, all significant equipment, and the type of material or finish for every surface of the project. The set of drawings and outline specifications will be used to show potential contractors for preliminary cost estimating. If adjustments are necessary to bring the project scope in line with the construction budget, it is most efficient to do this sooner than later.

SUMMARY

Knowing that a significant investment of time and resources will be required to complete a project can make it feel like an intimidating undertaking. However, experience tells us that the biggest hurdle to starting or moving forward on a project is more often the anxiety around what we do not yet know. To help eliminate some of the unknowns about working with an architecture and design agency, we put together this guide outlining each step in the process. We hope it gives a clear picture of what to expect as one of our clients and that you feel more prepared to discuss your project with us when the time is right. And if you are ready to get started, please follow this link to our online questionnaire. We look forward to hearing from you!