7 Tips for Adding Effectiveness to the Design Workflow

The process of designing and documenting buildings can be cumbersome and involved. Here are a few things to consider in running a more efficient company, especially for those using BIM.

Using Building Information Modeling (BIM) is helpful to the Architect and by extension to the other stakeholders for a variety of reasons. Credit where credit is due... much of what I am summarizing in this post was communicated by David Haynes at an Autodesk Training Seminar via Autodesk University. I found David's presentation to be quite candid and informative. Here are a few highlights...

1. If the Architect is listening to the client, he is able to develop processes that will allow and facilitate the client's work being accomplished. BIM assists in automating that process.
2. By developing a 'Process Map' of the way that the building will be designed and documented, one is able to determine 'Pinch Points' in the process, which are described as ways that the process is impeded and workflow is slowed... such as a single person who must approve a certain aspect of the process. The goal is to eliminate the 'pinch points'.
3. Using BIM, there is the possibility of creating many details that directly relate to the construction. Firm practice, though, tends toward wanting to reuse typical construction details. Taking advantage of the use of BIM means that the details used directly relate to the project. You must insure that the details that are added to your project add value to the work. Irrelevant details subtract value.
4. The goal is to both start and end the process, to the degree possible, digitally. Much waste revolves around the use of paper.
5. Localize the systems that are used in a design and design to the agreed upon budget for those systems.
6. Examine the AIA document E202 for information on the use of BIM
7. The BIM should be available to all stakeholders, especially the General Contractor.

I thought that the points made were helpful. For more information on running a more efficient design firm, you may also want to check out the Lean Architecture website.

The Other Guy's Shoes - The Five T.I. Priorities Developers, Architects and Landlords Should Keep in Mind

Walking a mile in the other guy's shoes means that one is familiar and empathetic with the problems that a person may encounter in life. It is a dignifying characteristic to be able to see things from another's point of view. For those who may need Tenant Improvements, three others must work together in order for the final deliverable to be achieved. In today's post, we consider the point of view of the Lessee.

To start, a Tenant Improvement occurs whenever work is to be completed in a pre-existing space to accommodate a new tenant.

Ultimately, the lessee is the reason a Tenant Improvement is completed. Although it is true that the lessee would not have a place to go without the Landlord or the developer, both Landlord and developer have the goal of acquiring lessees that will pay the rent and thereby serve as the basis for funding the development. Making the lessee happy with the facility that he will inhabit is necessary and vital to the long term success of the endeavor. The ultimate goal is a "Win, Win, Win, Win" situation, where lessee, landlord, developer and Architect are all happy with the results of the project. For everyone to be happy with the end product requires patience, effort, communication and diligence... it doesn't happen by accident.

Therefore, understanding some of the critical needs of the lessee is critical for the Architect, Landlord and Developer.

Here are a few critical points that are necessary in order to comprehend the priorities of the lessee:

1. The location of the development as prioritized with his needs and revenue generating potential - Will the location generate sufficient traffic - foot or otherwise - to be able to generate a profit sufficient to maintain the enterprise?

2. The cash that he will pay over the life of his rental of the space - Both the short and long term costs of the space are the ultimate driving factors for the lessee. This amount includes the rent and all other operating costs relative to its location. Does he or his employees have to pay for parking as a component of the big picture of what it means to rent at a certain location? If so, this will impact his choice. The amount of cash spent over time is the critical driving factor for him; not merely the first cost.

3. The cash he will need to pay to initially construct the TI (also known as 'Build-Out') - Working closely with the architect and general contractor, he may be able to control the costs, but the finishing of the space in a manner that is consistent with both functional and aesthetic priorities is critical.

4. The date of completion of the project, and when he may thereby occupy the space - If his calculations are that he must be in the space by June, and the process is delayed until October, he has missed potential revenue for five months. Streamlining the process is critical for the owner to make a profit.

5. The tax depreciation of the construction over time; even if the lease expires - The requirement to account for deprecitation is necessary from a tax viewpoint.

6. The reinforcement of his image or brand - See our series on commercial architecture in order to understand the concepts of branding and image.

In order for everyone involved to treat each other as they would like to be treated, it is necessary for the tenant to have a list from the Landlord of all of the things that he will be responsible for in advance. This list will allow him to be able to plan in order to accommodate the needs of the landlord via the contractual agreement.

One of the overlooked items, for example, that a lessee may not have in mind when considering a space is parking. It is important that in the rental space selection process that the Tenant understands that parking is required in order to complete the design. Therefore, if he has the target number of occupants of his space, he would be able to assess and see if the space he wants to go into has the capacity to service his needs.

Finally, the most critical thing for the Tenant is his early negotiations with the Landlord. A part of this negotiation includes who pays for what... how the costs are amortized or not.

By keeping these areas in mind, the Landlord, Developer and Architect will be able to greatly serve the Tenant in pursuing his endeavors and thereby reach their goals as well.

Toolkit for Those Wanting to Hire an Architect

GRIZZLY BEAR ARCHITECTURE AND DESIGN
PROJECT TOOLKIT
Version 1.0, originated on 8/29/2011

The first time a person realizes that he or she has need of an architect, there are a number of reactions that a person can have, and a number of fears that may arise. Will the architect finish the job in a timely fashion? Will he exceed the costs that I have for this project? Will he be able to give me the outcome that I need? This toolkit is meant, not only to assist in overcoming those fears, but also providing a means of being able to be ready for the design and construction process.

So, below, you will find the most important things that you can do that will put you in the best possible position to insure that your time, financial and relational goals and aspirations are met. By answering the following questions, you will be able to prepare in advance so that the architect will be able to help you reach the highest aspirations for your work.

Budget:
1. What is the total overall amount of money that you have available to complete the project?
2. Will you need to obtain financing?
3. Is the financing in place, or will you need to go through the steps necessary in order to get it?
4. Does your banker require that you show evidence of what you are trying to achieve prior to funding the project?
5. Will you need the architect to establish a relationship with the banker in order to , throughout the life of the project, verify that payments should be made to the contractor?
6. What do you want the final finish level of the work to be…? (As an example, do you want to furnish your building with ‘off the shelf’ items, or do you want to have custom made items or a mixture of both? Do you want a sink made of gold or is a typical sink from Lowe’s OK? Typically, one may have low, mid and high end finishes. Each has a cost associated with them that, in order to avoid sticker shock, you should plan out in advance… prior to the Architect’s work beginning so that he can keep the scope of work within your price range.
7. How much will your contractor charge?
8. How much will the architect charge?
9. Do you need time to put together the finances or is everything ready?
10. Are there other fees and charges that may be associated with your work?
11. How much do you have as a contingency or buffer?
12. At what point would you need to walk away from the project?
13. What is the maximum monthly payment I am willing to or able to make?

Time Goals:
1. When must the project be absolutely completed by?
2. Is it reasonable for me to assume that the architect and contractor will be able and available to finish the work for me within that time frame?
3. Do I have contingency in case the project begins, new things are uncovered, and my expectations are not met?
4. Are there relationships I need to cultivate in the City Planning and Building and Safety Departments to insure that my project gets completed in a timely way?
5. Are the other project stakeholders and partners in agreement with the design and time frame?

Relationship and Functional Goals:
1. Do the stakeholders and I agree on the goals of the project?
2. Is the aesthetic vision (how the project looks) of the stakeholders in agreement?
3. Do I know which spaces need to be next to each other?
4. Are there specific medical or accessibility needs that any of the occupants have?
5. Is there a final decision maker?
6. Do I have specific functional needs?
7. Are there pieces of equipment that will need to be included?
8. How will my work affect property values in the area? Will it affect them? Will it increase my own property value? Will it be easier or more difficult to sell my house, if that is what I intend to do, if I make this move?
9. List 5 top items that the new construction must have:
10. List 5 top items I would like to have, but are not ‘deal killers’ if I am unable to have them:

In all of these items, it is most helpful to have these questions answered prior to beginning the project. Answering these questions will insure that you have the best possible possibility of completing your work with the fewest number of distractions and problems as possible. Answering all of these questions is not a guarantee that you will have no problems with your work, rather, they are a good starting point to insure that many bases are covered prior to your beginning the work.

Hiring an Architect in order to assist you in reaching your goals is fundamental to the success of any building project. You need an Architect in order to insure that the things you want are accomplished within both your budget and time considerations.