Architecture 101: The Process For Clients.

Jan 29

The Big-Picture Stages of Development

Pre-design / discovery: We define goals, budget, schedule, site constraints, and program (how you’ll use the spaces). Expect questionnaires, site visits, and a lot of listening.
Schematic design: Fast, conceptual options and rough layouts. We explore massing, flow, and big decisions. This is where you make high-level choices.
Design development: Selected concept becomes more detailed. Materials, systems, and finishes start to take shape. We coordinate with engineers and consultants to identify preliminary systems / system modifications such as type of mechanical system.
Construction documents: Detailed drawings and specifications contractors use to price and build. This is the technical, legal set that the Contractor will be bidding and constructing off of.
Bidding / contractor selection: You get estimates and choose a builder. We often answer bidders’ questions and review proposals.
Construction administration: We monitor construction, review submittals, respond to contractor questions (RFI), and do site visits to ensure design intent is built.
Closeout & post-occupancy: Final inspections, punch-list, and reviewing how the finished project performs. Adjustments or warranty issues are handled here by your Contractor.
Who does what

Architect & Interior Designers (us): Design lead, code reviewer, drawing author, and construction administrator. We translate your needs into coordinated drawings.
Structural, MEP, civil engineers: Handle structure, mechanical/electrical/plumbing systems, and site grading/drainage, respectively.
Contractor / builder: Builds the project and manages subcontractors. Their practical experience often informs costs and sequencing. They are responsible for the means and methods of constructing the entire facility.
Budget and cost realities

Set a realistic budget early and include contingency (typically 10–20%). Budgets should cover design, permits, construction, furnishings, and soft costs.
Design choices directly affect costs—size, structural changes, high-end finishes, and mechanical systems are big drivers.
Expect cost refinement as design progresses: schematic estimates are rough; construction documents and contractor bids provide more accuracy.
Timeline expectations

Design + permitting can take months; construction can take many more months depending on scope. Start the process early, it always takes more time than most expect.
Permit approvals, contractor availability, and material lead times can add unplanned delays. Ask about realistic schedules and milestones, establish liquidated damages in Contractor’s contract to ensure their is incentive to keep the project on schedule.
Ask about fees and contracts upfront

Architects may charge fixed fee, percentage of construction cost, or hourly. Know what’s included (drawings, meetings, site visits, consultant coordination).
Understand payment schedule and what triggers additional charges (extra revisions, consultant work).
How decisions are made

Prioritize needs vs. wants early. We’ll help guide tradeoffs between aesthetics, performance, and cost.
Be decisive at key milestones (schematic approval, finish selections) to keep the project moving and avoid extra fees and project delays. Project schedules are established with an assumption a Client can make decisions in a timely manner and stick to those decisions moving through the design and construction process. If you need additional clarification, ask for it, your design team should be happy to help you.
Communication and collaboration

Establish preferred communication (email, phone, shared platforms) and regular meeting cadence.
Provide timely feedback. Delays in approvals often delay the whole project and increase cost risk.
Be honest about lifestyle, accessibility needs, future plans, and any strong dislikes—these shape successful design.
Technical basics you’ll see on drawings

Plans: layout of each floor.
Elevations: exterior and interior faces of the building.
Sections: vertical cut-throughs showing relationships and heights.
Details: enlarged drawings of tricky intersections (windows, rooflines, stairs).
Specifications: written descriptions of materials and performance requirements. Ask us to walk through drawings at every milestone—we’ll explain symbols and dimensions.
Codes, permits, and approvals

Zoning and building codes influence setbacks, height limits, parking, and use.
Historic districts and homeowners’ associations may impose additional rules.
Permitting timelines vary by jurisdiction—ask us for local expectations.
Sustainability and performance

Energy-efficiency, water-saving, and durability choices often save money over time but can raise initial costs.
Discuss priorities: low-maintenance, passive design, solar readiness, indoor air quality, materials with low VOCs, etc.
Managing change during construction

Change orders are normal but costly. Each change should be documented and costed before work proceeds.
Keep an allowance for unforeseen site conditions (hidden issues are common in renovations).
Red flags to watch for