How to manage projects in a small studio

Start well

A good start prevents many problems.

• Agree the scope in writing. What are you doing, for whom, by when? See How to write an appointment agreement.
• Name a project lead who is responsible for the project from start to finish, even if others work on it.
• Make a simple plan. Key stages, milestones, who is doing what, and when decisions are needed from the client. See The RIBA Plan of Work.
• Set up files and folders to the studio's standard.
• Identify the risks. What could go wrong, and what will you do?

Plan the work, not just the dates

Break each stage into tasks that can be estimated. Ask how many hours each needs, and who has the skills and time. Include time for checking, coordination, client meetings and approvals, which are often forgotten.

Break each stage into tasks that can be estimated.

Watch time and fees

Record time, even in a small practice. Compare time spent with the fee for each stage. If a stage is running over, find out why early: scope creep, slow decisions, or an underestimate? Then act: ask for a change, re-plan or accept the cost knowingly. See How architects set their fees.

Communicate

• Regular meetings. A short weekly check-in within the studio, and regular meetings with the client and consultants.
• Written records. After meetings, send brief notes of decisions and actions.
• One voice to the client, to avoid mixed messages.
• Clear information flow to consultants, with a log of what was issued.

Manage change

Change is normal. Make a habit of recognising it, and recording it:

• note the instruction or reason;
• say what it affects: time, cost, design;
• get agreement, ideally in writing;
• update the plan and the documents.

Unrecorded change is the biggest source of unpaid work and disputes.

Coordinate

Check with engineers and other consultants that their information agrees with yours. Regular coordination, sometimes with a model, finds clashes before they reach site. See Quality assurance in a small studio.

Keep the client informed

Tell clients early about problems, and what you propose to do. Good clients prefer bad news early.

Stay organised

• Keep one place for project information.
• Use simple trackers, such as a list of actions, a risk list and a drawing register.
• Close each stage cleanly, with a summary, and look ahead.

Look after the team

Share workload fairly, give clear instructions, and make time for review. A calm, informed team makes fewer mistakes.

Review at the end

At the end of a project, ask what went well and what to change. Add lessons to your checklists. See Post-occupancy evaluation.

In short

Start with a clear scope and lead, plan tasks, watch time and fees, communicate, manage change, coordinate, and learn at the end.

Start a project