Building confidence

Selecting architects is a high-risk decision and getting it wrong is not an option, says Nick Eldridge. He offers this advice to those who are building up to such a choice

11 August 2006

A large percentage of architects are now involved with interiors as well as exteriors of commercial buildings. If the facilities manager makes a mistake in selecting the right architect for a new build or refurbishment, chances are the error will haunt them for a long time to come.
So here is a step-by-step guide of how to make the right choice for you and your organisation.

Ask around

As with many things, a good way to begin the selection process is through listening to personal recommendations. You need to work with a team that delivers a great product but can also provide the service needed to manage the programme of works. Find projects which
are similar to yours and that you like. Research the architects used on the project. You may even like to give previous clients a call to get their feedback.
The internet allows you to browse listings, directories and the websites of your potential architects as a first stage in this process.Architects’ websites are divergent but they will give you a good insight into their work.

Create a shortlist

Shortlist three architects which you would like to interview and provide each of them with a concise, functional and aspirational brief to respond to. Ask for a preliminary proposal explaining how they would approach the project, plus how they charge for their services, or request preliminary estimates.

The interview

Invite your shortlist to interview. Decide on the best location, either in your offices to allow the architect to get a feel for the project, or at theirs to enable you to understand the culture and dynamic of their organisation.

The right team

Selecting a team that you can work well with and who work well together is important, so make sure the people you meet at this stage will be those actually working on the project. Personalities are as important as the skills behind them, and relationships are key.

Fees

Riba, the Royal Institute of British Architects,  publishes a fee-scale guide, however, these are only seen as indicative percentages of normal services: the profession argues that these percentages enable an architect to deliver a “reasonable job” but no more. Going for the cheapest or entering into fee-cutting competitions with the architects is undesirable as the quality of the project is likely to suffer as a result.

Experience

Undoubtedly, an architect who has undertaken projects of a similar nature may offer some comfort especially if the project is on a short timescale. But if a fresh approach to your project is more important, look to a wider range of practices based on how they have approached other types of project briefs.

Design

The design and quality of an office space is key on a number of levels. On an environmental level, ensure a good quality of air and the integration of natural light where possible to promote a sense of well-being to the employers and create greater productivity. The architect selected must understand and respond to the needs of organisation and how it works, selecting or even designing their own workstation solution to suit.

Understanding the problem

Select an architect that listens and can demonstrate that he recognises your ‘problem’. They must work with you on achieving a solution, which not only responds to your functional brief, but also will create a space where your staff will enjoy working. An important factor is an ability to understand future demands on the space, recognising that a workspace needs to be flexible to keep up with the ever-accelerating evolution of technology and appreciating how this will affect the way you work.

More than space planning

Ensure your architect looks at the project holistically to meet all the user needs. Solutions can be developed through the creation of prototypes for workstations and screens where the market is not able to offer proprietary solutions, and it is possible to achieve this at the same cost through strategic thinking and intelligent design.

The programme of work

Providing the architect with sufficient time to undertake the design and production drawings and specifications for tender is essential. A comprehensive pack of tender information, properly co-ordinated with other consultants within the team, will ensure that the contractors can realistically price the information, reduce the number of provisional sums thereby minimising the eventuality of variations post contract and increase in the project cost. FMs who have undertaken a number of construction projects will have experience of the design and construction process but for those without, it is important that the architect takes time to outline each stage at the outset, even at the interview.

Project completion and beyond

The architect’s role on site and after handover is crucial. Getting that last 5 per centof the project right makes all the difference. The architect plays a vital co-ordinating role and paying for his time during this period is worthwhile. If the project is delayed through no fault of the architect ensure that the additional time he spends with you on the project is remunerated as you will undoubtedly need the architect’s goodwill after completion.

Nick Eldridge is director of Eldridge Smerin