THE ROLE OF THE CLIENT

We believe that the client plays a pivotal role in the success of the project.

Starting a building project can seem daunting—especially if it’s your first time. At first, you were dreaming of the possibilities the project presented. Now, as you get closer to hiring an architect, you are suddenly overwhelmed. You may be wondering: What are my responsibilities as client? What is my role in the process? What do the architect and the builder expect of me?

At JPU, we know the best projects occur when everyone is on the same page in terms of roles and expectations. Our goal is to educate anyone starting their first building project and help you achieve the most successful outcome.

In this article, we cover six expectations architects and builders have of their clients during the design and construction process. These expectations include:

1 Have a Clear Mandate

2 Fulfill Contractual Obligations

3 Make time for meetings (and communicate this expectation to others)

4 Discuss budget expectations.

5 Keep an open mind

6 Embrace the Design

After reading, you’ll understand your role in the process and what you need to do to keep your project running smoothly. 

1 HAVE A CLEAR MANDATE

It’s the client’s job to clearly communicate their aspirations and needs. It is our role to give them form by designing the space. The quality of your Mandate is essential, i.e. your ability to describe clearly to your architect the requirements and functions of your envisioned building or addition. Your architect will help you prepare the final mandate.

Together with the mandate your architect will need to know:

  • Your objectives or desired results

  • Your design style- Are you looking for a design in keeping with the existing building? Classic, Modern? Contemporary?

  • Are you concerned about having a sustainable design?

  • What are your reasons for embarking on this project?

  • What activities are intended for it?

  • Your Authority: who will make the decisions about designs, costs and construction when the project is underway?

  • Your overall expectations: what do you hope to achieve with this project- more space, more light, privacy, variety of uses, greater flexibility?

2 FULFILL CONTRACTUAL OBLIGATIONS

In a standard architectural contract, a building owner is responsible for fulfilling several obligations, including:

  • Establishing a budget

  • Providing site and geotechnical surveys

  • Providing hazardous material removal

  • Furnishing any other tests, inspections, or reports required by law. 

Although these services are necessary to complete a building project, they are beyond the scope of basic and supplemental architectural services. As such, you may need to consult a third party. If you do not know who to contact, your architect can point you in the right direction and help you procure these services. Contractually, however, the building owner is responsible for making sure these services are completed. 

3 MAKE TIME FOR MEETINGS

Throughout the design and construction process, you will meet with your architect and (possibly the builder) regularly. After an initial kickoff meeting, you may partake in a visioning workshop where you will establish goals and explore ideas.

After these initial meetings, your architect and (possibly the builder) will continue to meet with you to test concepts, update budget expectations, and make design decisions.

No matter the circumstance, make time to meet and communicate with your architect. The time you devote to the project while having efficient communication will keep the process running smoothly.

4 DISCUSS BUDGET EXPECTATIONS

Before starting your project, discuss budget expectations with your architect so they can design accordingly. Successful projects occur when budgets are clear from the beginning.  

Be open about your budget. We need to know from the very beginning how much you can spend on your project so we can design accordingly. We will make sure to keep proposals realistic and we will let you know when aspirations and budget don’t align. There is nothing more frustrating (for you and us!) to realize that a design is not feasible due to cost. We have been there… and don’t want to be there again.

5 KEEP AN OPEN MIND

From the early stages of design to the end of construction, keep an open mind and trust the process. The most successful projects occur when clients are excited to explore new ideas and break from the status quo.

For example, we’ve had clients who assumed they needed a large addition or a complete demolition, but after some initial studies, they determined a renovation with a focus on efficient use of the existing space would better fit their needs. By exploring this option, they ended up with a more successful and sustainable project. While you explore ideas, be sure to balance your vision with a healthy dose of reality. Remember your needs, especially in terms of budget and maintenance. Your architect should strive to find unique solutions that fit your organization and help you get the best value for your budget.

6 EMBRACE THE DESIGN

Across styles, building types, and scale, the most successful and evocative projects have one thing in common: a clear design concept.

During the early stages of the design process, specifically the Schematic Design Phase, we will work with you and test different options to arrive at a the concept that best suits your needs and goals. After that selection has been made and approved by you, it is critical to embrace it in order to keep the timeframe, budget, and integrity of your project on track.

Design is a fluid process. Small adjustments and refinements can be made without diluting the design concept, such as changing appliances, fixtures, and certain finishes. On the other hand, fundamental changes to the project; such as adding, removing, or relocating uses in the established program; moving the site; and changing the budget; can be disruptive and may result in the need to develop a new concept, effectively starting the design process over. Making any of these changes during construction would be even more challenging.

In conclusion, a design concept is a result of project parameters and goals; if those parameters and goals change, a new concept will need to be found. That is why it is crucial to not only spend the time and effort at the beginning of the design process to arrive at a solid design concept, but to carry through with it!