4th Year Architecture

Module: Realising Built Projects

Lecture: Practice Management
Dr Áine Nic an Ríogh
B Arch, Dip Pr Mgmt, PhD

UCD College of Engineering Coláiste na hInnealtóireachta

& Architecture Agus na hAiltireachta
School of Architecture Scoil na hAiltireachta
Design Practice
RIAI Work Stages

Work Stage 1: Inception and General Services

Work Stage 2: Outline Proposals
Work Stage 3: Scheme Design
Work Stage 4: Detail Design/Building Regulations
Work Stage 5: Production Information
Work Stage 6: Tender Action
Work Stage 7: Project Planning
Work Stage 8: Operations on Site and Completion
Stages of the RIBA Plan of Work

0 – Strategic Definition
1 – Preparation and Brief
2 – Concept Design
3 – Developed Design
4 – Technical Design
5 – Construction
6 – Handover and Close Out
7 – In use
Work Stage 1: Inception and General Services

Standard Services
• Take client’s instructions.
• Obtain information about the site from the client.
• Visit the site and carry out an initial appraisal.
• Provide general advice on the need to obtain Planning Permission,
comply with Building Regulations and with other statutory
requirements.
• Advise client on legislation requirements, such as Protected
Structures; Energy Performance of Building
• Directive (EPBD); Disability Access Certificates and retrospective
Fire Safety Certificates where additional services may occur.
Additional Services
• Assist the client in preparation of client’s requirements.
• Advise the client on methods of procuring construction.
• Advise on the need for specialist contractors and suppliers to design
and execute the parts of the works.
• Carry out such studies as may be necessary to determine the
feasibility of the Client’s requirements.
• Review with the Client alternative design and construction
approaches and cost implications.
• Develop the client’s requirements.
• Advise on environmental impact.
• Advise on the selection and suitability of sites.
• Negotiate in relation to sites or buildings.
• Negotiate with regard to rights of light or rights of support and party
walls.
• Works to Protected Structures.
• Any other service required in connection with a building project which
is not listed above.
Work Stage 2: Outline Proposals

Standard Services
• Take client’s instructions.
• Analyse the Client’s requirements; prepare outline proposal on
client’s further instruction.
• Provide information to discuss proposals with and incorporate input
of other consultants (where appropriate)
• Provide information to other consultants for the preparation of an
approximation of Construction cost (where appropriate): - Prepare an
approximation of construction cost.
Additional Services
• Prepare additional proposals, where appropriate.
• Propose a procedure for cost planning reporting and control.
• Provide information to others for cost planning and control. Operate
the procedure for cost planning and control throughout the project.
• Prepare and keep updated a client’s cash flow programme for the
project.
• Prepare special presentation drawings, brochures, models or technical
information for use of the client or others.
• Carry out negotiations with tenants or others nominated by the client.
• Carry out surveys of sites or buildings, structural surveys, soil
investigations, condition surveys and other similar investigations.
• Prepare development plans for a large building complex or prepare
layout of an area greater than which is to be developed immediately.
• Provide services in connection with demolition works.
Work Stage 3: Scheme Design

Standard Service
• Take client’s instructions.
• Develop scheme design from approved outline proposals, on
client’s further instructions indicating architect’s interpretation of
client’s instructions but not in detail adequate to enable quantities
to be prepared or tenders obtained.
• Provide information to other consultants for the preparation of
cost estimate (where appropriate).
• Prepare preliminary timetable for construction.
• Consult with planning authorities.
• Consult with fire authority.
• Consult with environmental authorities.
• Prepare an application for planning permission.
Additional Services
• Consult with licensing authorities.
• Consult with statutory undertakers.
• Consult with tenants or others nominated by the client.
• Conduct exceptional negotiations with planning authorities.
• Prepare multiple applications for planning permission.
• Make revisions to scheme design to deal with requirements of
planning authorities.
• Revise planning application.
• Carry out special constructional research for the project including
design of prototypes, mock-ups or models, etc.
• Prepare, submit and conduct Statutory Appeals.
• Provide financial advisory services, including outline cost plans,
prepare schedules of rates or schedules of quantities, replacement
cost and surveys and information relating to grant applications.
• Preparation of additional documentation for planning applications
and/or heritage assessment reports in respect of protected
structures and/or monuments protected by legislation.
• Disability Access Certificate
• Retrospective Fire Safety Certificate
Work Stage 4: Detail Design/Building Regulations

Standard Services
• Take client’s instructions.
• Develop detail design from approved scheme design, on client’s
further instructions
• Consult with Building Control Authority.
• Provide information to, discuss proposals with, and incorporate input
of other consultants into detail design (where appropriate)
• Provide information to other consultants for their preparation of cost
estimate (where appropriate)
• Prepare documentation to indicate general compliance of design with
Building Regulations and other statutory requirements.
• Prepare and lodge Fire Safety Certificate application
Additional Services
• Agree form of building contract and explain the client’s obligations
thereunder.
• Lodge commencement notice under Building Regulations.
• Conduct exceptional negotiations for approvals by statutory
authorities.
• Lodge appeal for dispensations under Building Regulations.
• Carry out special construction/architectural research in connection
with detail design, construction or testing of prototype buildings
and models.
• Provide special acoustic services.
• Carry out amendments, revisions or alterations to approved
scheme design on clients instructions.
Work Stage 5: Production Information

Standard Services
• Take client’s instructions.
• Prepare production drawings from approved detail design on client’s
further instructions.
• Prepare specification.
• Provide information for the preparation of bills of quantity and/or
schedules of works (where appropriate)
• Prepare schedule of works for tender purposes (where appropriate).
• Prepare further documentation to show compliance of design with
Building Regulations and other statutory requirements.
• Provide information to discuss proposals with and incorporate input
of other consultants into production information (where
appropriate)
• Coordinate production information.
• Provide information to other consultants for their revision of cost
estimate (where appropriate)
• Review timetable for construction.
Additional Services
• Prepare other production information.
• Submit plans for proposed building works for approval of landlords,
financial institutions, free-holders, tenants or others as requested by
the client.
• Provide interior design services.
• Provide room data sheets for buildings other than Class 3 buildings.
• Advise on commissioning or selection of works of art.
• Carry out amendments, revisions or alterations to detail design or
production information on clients instructions.
• Provide space planning services.
• Provide services in connection with data communication installations
Work Stage 6: Tender Action

Standard Services
• Take client’s instructions.
• Advise on and obtain the client’s approval to a list of tenderers for the
building contract.
• Invite tenders.
• Appraise and report on tenders with other consultants.
• Report on tenders to client.
• Negotiate a price with a contractor.

Additional Services
• Assist other consultants in negotiating with a tenderer.
• Assist other consultants in negotiating a price with a contractor.
• Select a contractor by other means.
• Revise production information to adjust tender sum.
• Arrange for separate contracts to be let prior to the main building
contract, where appropriate.
Work Stage 7: Project Planning

Standard Services
• Take client’s instructions.
• Advise client on the appointment of the contractor and on the
responsibilities of the parties and the architect under the building
contract.
• Prepare the building contract and arrange for it to be signed
• Monitor production of Bonds and Collateral agreements.

Additional Services
• Provide services in connection with demolitions.
• Arrange for other contracts to be let subsequent to the
commencement of the building contract.
• Carry out amendments, revisions or alterations to production design
on client’s instructions.
Work Stage 8: Operations on Site and Completion

Standard Services
• Take client’s instructions.
• Administer the terms of the building contract.
• Conduct meetings with the contractor to review progress.
• Provide production information as required by the building contract.
• Provide information to other consultants for the preparation of
financial reports to the client (where appropriate)
• At periodic intervals appropriate to the stage of construction visit the
works to inspect the progress and quality of the works and to
determine that they are being executed generally in accordance with
the contract documents.
• Provide architects Opinion on Compliance with Planning Permission
and Building Regulations in respect of the completed building.
Additional Services
• Provide as-built drawings showing the building and the mains lines of
drainage.
• Give general advice on maintenance.
• Provide site staff for frequent or constant inspection of the works.
• Administer terms of other contracts.
• Provide specially prepared drawings of a building as built.
• Prepare drawings for conveyancing purposes.
• Compile maintenance and operational manuals.
• Incorporate information prepared by others in maintenance manuals.
• Prepare a programme for the maintenance of a building.
• Arrange maintenance contracts.
• Provide services for direct labour contracts.
• Act as coordinator in connection with separate trades where more
than one contractor is employed.
• Negotiate delay/disruption claims on a contract.
• Carry out amendments, revisions or alterations to production/tender
information on client’s instructions.
• Assist in the preparation of co-lateral agreements.
TIME MANAGEMENT

1. Use job management tools to

assign tasks and prioritise projects
2. Use a time tracking tool
3. Also record unbillable time
4. Simplify your systems
5. Reduce distractions
6. Set expectations with clients
7. Create milestones
8. Prioritise your own to-do list
 FEES
A percentage of the build cost. This requires that an approximate build cost can be estimated (so
that an appropriate percentage can be calculated) and that the scope and nature of
the services required from the architect are known.

Lump sum fee. This is popular for home owners and small clients as it gives certainty about the
total cost at the outset. Lump sum fees are appropriate where the scope of work required is well
known when the appointment is made. If the nature of the appointment or of the project varies
beyond agreed limits, then the fee may need to be re-negotiated.

Hourly rate. This is generally reserved for work where it is difficult to define the scope of
services required or the nature of the project when the appointment is made. It is important in
this case that fees are capped to a maximum that can be charged without prior agreement and
that detailed records of hours worked are kept.

• Profit Margins
• Salaries
• Hidden Costs
• Electricity & Heating
• Consumables
• Insurance
 INSURANCES
Very few professional practices have sufficient resources within
their own organisations to meet anything other than
minor claims brought against them in respect of professional
negligence. It is for this reason that professional indemnity
insurance is so important to the construction professions and
to contractors working on design and build projects.

Professional indemnity insurance (PII),

provides insurance cover against claims of negligence. It is
widely used where professional services are being provided to
a developer or contractor, and will provide insurance up to a
specified insured sum where negligence is proven to have been
committed on the part of the service provider.

Companies that have employees must have employer’s

liability insurance, by law. This can protect the employees
working for the company from any injuries or accidents that
may occur due to the high risk environment.
 Starting up on your own
David Littlefield’s 10 point plan…

• Get the right experiences before you set up

• Build relationships – you never know who you might need in
the future
• Start your practice with the right people
• Balance creativity with commerce
• Be distinctive
• Be aware that the effective delivery of projects is the key to
success
• Don’t be embarrassed about marketing yourself
• Be cautious with growth – don’t ‘load up’ with support before
you have the flow of work to pay for it
• Put proper systems in place
• Set aide as much time as possible to design

“The Architect’s Guide to Running a Practice – David Littlefield”

 Interacting with Clients
Meetings
Minute
follow up with confirmation email of actions
On Site

Letter?
Email?
Phone?
Text?
WhatsApp?
Multiple people within the office?

ONE POINT OF CONTACT

PROFESSIONAL
PRINCIPLES RIAI Code of Conduct
1. Architects shall act with honesty and integrity
when providing architectural services in
connection with their profession.
2. Architects shall be aware of the social,
environmental and economic impact of
architectural activities.
3. Architects shall uphold the integrity and dignity
of the profession.
4. Architects shall honourably discharge their
responsibilities to the client or employer.
5. Architects shall act honourably towards their
colleagues.
6. Architects shall promote the standards of this
Code
Engineers Ireland Reasons for a code of ethics:

• Adherence to an appropriate Code of Ethics is an essential

characteristic of the professional practitioner.
• Engineering is a profession requiring a high standard of
scientific education together with specialised training, formation
and experience.
• Arising from the rights and obligations of the engineering
profession, it is essential that Members have a clearly defined
Code of Ethics to ensure that they:
- Behave at all times with integrity.
- Remain aware of their responsibilities to themselves, to
society, to their clients, employers, employees and Colleagues.
- Strive to maintain the highest levels of competence in their
respective technical disciplines.
- Seek to enhance and promote the standing of the profession
and its practitioners.
 Suggested Reading

Developing a brief and RIAI Workstages advice for clients

https://www.riai.ie/consumer_services/working_with_an_architect/the_project_
stages/#02

Littlefield, David. An Architect's Guide to Running a Practice. Architectural,

Oxford, 2005. (720.68LIT Richview)

Keane, David. The RIAI contracts : a working guide. The Royal Institute of the
Architects of Ireland, Dublin, 2001.(346.02 KEA Richview)

Mann, Thorbjoern. Time management for architects and designers : challenges

and remedies. W.W. Norton, New York, 2004. (720.68 MAN Richview)

Davys, Marianne. Small practice and the sole practitioner. RIBA Publishing,
London, 2017. (720.68 DAV Richview)