How to Use RIBA Plan of Works for Small Projects

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Engaging an Architect - How to Use RIBA Plan of Works for Small Projects

The main reason to engage an architect isn't just for their design skills, though that is undeniably important. More critically, architects play a key role in managing and delivering your project on time and within budget. Their expertise in coordinating the process better ensures a progression from concept to completion, while effectively addressing any challenges that may arise.

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The Purpose of the RIBA Plan of Works

The Small RIBA Plan of Works is an efficient framework that organises the entire lifecycle of a building project, from briefing and design through construction, operation, and maintenance.

Divided into eight stages, the RIBA Plan of Works serves as a practical guide for both architects and clients to ensure clarity and alignment throughout the project, particularly for smaller or unconventional projects like holiday homes or woodland cabins.

While it simplifies many aspects to make it approachable for smaller projects, the Small RIBA Plan of Works is most effective when used alongside the full RIBA Plan of Work 2013. This comprehensive tool is recognized as an industry standard for organising building projects and ensures that critical tasks are not overlooked, providing a detailed roadmap from inception to completion. The full RIBA Plan covers not just design and construction, but also aspects of sustainability, procurement, and regulatory compliance. This pairing allows the flexibility to adapt to smaller projects while maintaining professional standards.

The key benefit of this framework is its focus on collaboration, offering clients and architects a shared, clear path to ensure the project stays on track without unnecessary complexity. However, it’s important to remember that the Small RIBA Plan of Works is a streamlined tool, ideal for projects where simplicity and clarity are paramount and still applicable to more conventional undertakings such as home extensions.

0. Strategic Definition

At this stage, the primary goal is to identify the client’s business case and develop a strategic brief. For instance, clients may be looking to either start or expand a holiday home business, with a focus on understanding how their vision aligns with market demand, operational feasibility, and long-term goals. Some clients may already own land and want to maximise its potential, while others might be in the exploratory phase—seeking opportunities to acquire land or assess what is feasible based on location, budget, and regulatory constraints. This stage is crucial for setting a clear foundation for the project, ensuring that both client and architect share a common vision before moving into design and development.

Gantt Charts for Small Projects: Enhancing Design Management Efficiency

1. Preparation and Brief

At this stage, the project’s objectives, desired outcomes, sustainability targets, budget, and specific constraints are established and clearly defined. The initial project brief is also formalised at this point. A crucial element of this phase is conducting a pre-design feasibility study, which helps streamline the project by identifying potential challenges early and exploring more cost-effective execution methods—before the client makes a full financial commitment.

This phase is also critical for mitigating potential risks. For example, if there's uncertainty around the likelihood of obtaining planning permission, now is the time to investigate and assess the project's viability. Identifying these issues early can save both time and resources, ensuring that the project moves forward on solid ground. This proactive approach protects against later setbacks and increases the chances of a successful outcome.

Depending on where the project is located, it would be worth consulting with the neighbours. This can either be done by the architect or the client depending on the client's preference.

2. Concept Design

During this stage, concept designs are developed to provide a clear sense of what the project will look like. This includes outline proposals for structural design, building services systems, and outline specifications. Preliminary cost information is also prepared, ensuring that the design aligns with the project’s financial constraints. Additionally, relevant project strategies are formulated following the design program, guiding the project’s direction and ensuring all aspects are considered.

3. Develop Design

At this stage, the design is further refined to prepare a developed design that includes coordinated and updated proposals for structural design, building services systems, and an outline specification. Cost information and project strategies are also updated to ensure they align with the design program and overall project objectives.

Stage 3 is an important milestone as it typically involves submitting planning applications for approval if required. This is also the cutoff point for any significant design changes. After this stage, the design becomes more fixed, meaning any major alterations would be more difficult and costly to implement. As a result, the design must be fully reviewed and agreed upon before moving forward.

4. Technical Design

In this stage, the technical design is developed in detail, focusing on the preparation of technical drawings and building control information. This includes all architectural, structural, and building service details, ensuring they are fully coordinated and in line with the overall project strategies. Additionally, any specialist subcontractor design and specifications are integrated into the technical design, better ensuring they meet regulatory requirements. This phase ensures that the project is ready for construction, with all technical aspects fully resolved following the design program.

5. Construction

Stage 5 involves the actual execution of the project, with both off-site manufacturing and on-site construction taking place under the Construction Programme. During this phase, the project progresses according to the agreed timelines, and any remaining design issues are resolved through the Design Programme. Coordination between all teams ensures that construction runs smoothly, maintaining alignment with the technical design and project strategies established in earlier stages.

6. Handover and Closeout

In this stage, the project reaches completion with the handover of the building to the client and the formal conclusion of the building contract. All final inspections are conducted, and any outstanding issues are addressed to ensure the building meets the agreed specifications. The client is provided with all necessary documentation, including manuals and warranties, better ensuring a smooth transition to operation and maintenance. This stage marks the official closure of the construction phase and the fulfilment of the contractual obligations.

7. In Use

Often overlooked by both clients and architects, the "In Use" stage offers a valuable opportunity for reflection and feedback. For the architect, it’s a chance to evaluate how the building performs in real-world conditions and gain insights that can inform future projects. For the client, this stage provides an opportunity to ask any questions about the building's operation and offer feedback on its functionality and performance. This ongoing dialogue can ensure the building meets its intended use and help refine any aspects of its design or operation, fostering continuous improvement for both parties. It is quite rare for clients to undertake the full project and include all work stages one project that did utilise all work stages was Monocoque Cabin.