Like the familiar adage, “Which came first, the chicken or the egg?,” every building project starts with the same conundrum: Should the client and its design team establish a budget and design a building which meets that budget, or should the team design a project and hope that it fits the budget which the client has set aside for the project
The simple truth is that the concept for every building, and its corresponding program, predates the expense for that building. And if an owner didn’t need the building, there would be no design and there would be no cost. But it’s also true that, as soon as an owner decides to embark on a project, it’s critical to establish the financial benchmarks to verify the viability of the endeavor.
But, for a number of reasons, things don’t always go as planned. One reason is that owners don’t always communicate clearly with their design teams at the outset of projects. For example, several years ago, we were on a design team that presented a concept design to a nonprofit institution for its new building. After weeks of design work, including a pricing exercise, the administrators told us that the project cost was significantly higher than they could afford. They probably had a number in their heads all along, but they had not shared it with the design team in advance. To reduce the cost, the staff had to reprogram the building and the architects had to redesign it.
Obviously, it’s much better if all stakeholders agree to certain parameters before starting any work, especially when a budget is firm. So even if your client does not share its budget with the design team early in the process, don’t assume there is no cap on the cost.
Cost estimates from a napkin sketch?
Even though it’s necessary to produce estimates during the early planning and master planning phases of projects, that process can be tricky, especially if the design team has little information to go on. In extreme cases, clients have asked us to provide estimates based on no more than just napkin sketches. In those cases, all the design team and owner can do is discuss the high-level cost drivers because you can’t do quantity take-off of materials at that point in the project. Such exercises are not always clear or beneficial for the client or the team.
Still, even preliminary estimates based on known parameters can still be useful to demonstrate the implications and challenges of implementing broad conceptual ideas. On one occasion, while we were working on a master planning exercise, the designers produced several schemes in order to pinpoint a potential range of costs. It became apparent that the owner was looking to bracket the highest and lowest costs related to different scopes of work. We quickly provided a throughline of financial understanding for these scopes and costs. It didn’t even require an extensive process.
As this last example illustrates, there’s usually a bit of give and take on cost, even though the client and design team might have to make some compromises. Currently, we’re assisting on a master plan for a county agency. In order to build consensus for a plan that meets the county’s budget, the design team is spending a lot of time determining what the stakeholders want.
For the purposes of identifying the cost, and because there are limitations on the budget, we’re honing into what they need as opposed to what they want to have. It’s good to know the cost implications of these two choices because they’re probably not the same.
We find that it’s even more critical to engage in a meaningful dialogue with the owner and consultant team in cases like this when the outlines of a project are still a little blurry around the edges. In fact, the less established criteria that’s available, the more important it is for the design team to ask the right questions of the owner and listen closely. As we gain a better understanding of the essential program needs, we can benchmark the budget earlier and more accurately.
Providing a high-level understanding of the costs required to meet basic programmatic needs does not need to be an exhaustive exercise. It’s critical to any project, with the exception of those rare owners who can afford not to know–if there really is such a thing. Rather, as a DLR Group colleague once expressed to me, the “form follows funding” approach is the reality for most, particularly institutional and public-sector clients. For our part, we enlist many strategies: published resources; our own 20-year historic database; and our teams’ insight and experience that allows our group to accurately predict costs.
That being said, it’s a bit of a misnomer to answer our original question about which comes first. Designing and budgeting are iterative, interconnected processes that should unfold in tandem as early as possible. As our clients will attest, we believe and enjoy establishing a system of frequent and effective communications throughout the project so that the design team and the owner will be aligned all the way through for success.
About the Author
Victoria Cabanos, Founding and Managing Principal of the Stuart-Lynn Company, is a trained architect and construction professional with over twenty five years of experience in the construction industry. She has worked on a variety of project types in a diversity of roles, including project architect, production engineer, construction supervisor and project manager. With an extensive knowledge of materials and methods and an integrated understanding of the entire construction process she has successfully demonstrated a skill set which includes designing, directing, budgeting, scheduling, resource management and vendor contract negotiations within aspects of the construction industry. She has managed numerous complex project teams, and has brought essential quality management services to the work, while keeping it firmly on budget and schedule. Her in-depth understanding of and familiarity with all aspects of construction afford her an overview of the work that allows for the best determination of priorities. She has also provided valuable insight for lease negotiation and contract development early on in the design process, and has ensured that the most qualified selection of contractors has been reviewed and evaluated for competency and compatibility. Victoria is also an accomplished professional woodworker and the managing partner in her own woodworking firm.
Related Stories
Sports and Recreational Facilities | Jul 26, 2023
10 ways public aquatic centers and recreation centers benefit community health
A new report from HMC Architects explores the critical role aquatic centers and recreation centers play in society and how they can make a lasting, positive impact on the people they serve.
Multifamily Housing | Jul 25, 2023
San Francisco seeks proposals for adaptive reuse of underutilized downtown office buildings
The City of San Francisco released a Request For Interest to identify office building conversions that city officials could help expedite with zoning changes, regulatory measures, and financial incentives.
Urban Planning | Jul 24, 2023
New York’s new ‘czar of public space’ ramps up pedestrian and bike-friendly projects
Having made considerable strides to make streets more accessible to pedestrians and bikers in recent years, New York City is continuing to build on that momentum. Ya-Ting Liu, the city’s first public realm officer, is shepherding $375 million in funding earmarked for projects intended to make the city more environmentally friendly and boost quality of life.
Market Data | Jul 24, 2023
Leading economists call for 2% increase in building construction spending in 2024
Following a 19.7% surge in spending for commercial, institutional, and industrial buildings in 2023, leading construction industry economists expect spending growth to come back to earth in 2024, according to the July 2023 AIA Consensus Construction Forecast Panel.
Hotel Facilities | Jul 21, 2023
In Phoenix, a former motel transforms into a boutique hotel with a midcentury vibe
The Egyptian Motor Hotel’s 48 guest rooms come with midcentury furnishings ranging from egg chairs to Bluetooth speakers that look like Marshall amplifiers.
Office Buildings | Jul 20, 2023
The co-worker as the new office amenity
Incentivizing, rather than mandating the return to the office, is the key to bringing back happy employees that want to work from the office. Spaces that are designed and curated for human-centric experiences will attract employees back into the workplace, and in turn, make office buildings thrive once again. Perkins&Will’s Wyatt Frantom offers a macro to micro view of the office market and the impact of employees on the future of work.
Healthcare Facilities | Jul 19, 2023
World’s first prefab operating room with fully automated disinfection technology opens in New York
The first prefabricated operating room in the world with fully automated disinfection technology opened recently at the University of Rochester Medicine Orthopedics Surgery Center in Henrietta, N.Y. The facility, developed in a former Sears store, features a system designed by Synergy Med, called Clean Cube, that had never been applied to an operating space before. The components of the Clean Cube operating room were custom premanufactured and then shipped to the site to be assembled.
Performing Arts Centers | Jul 18, 2023
Perelman Performing Arts Center will soon open at Ground Zero
In September, New York City will open a new performing arts center in Lower Manhattan, two decades after the master plan for Ground Zero called for a cultural component there. At a cost of $500 million, including $130 million donated by former mayor Michael R. Bloomberg, the Perelman Performing Arts Center (dubbed PAC NYC) is a 138-foot-tall cube-shaped building that glows at night.
Codes and Standards | Jul 17, 2023
Outdated federal rainfall analysis impacting infrastructure projects, flood insurance
Severe rainstorms, sometimes described as “atmospheric rivers” or “torrential thunderstorms,” are making the concept of a “1-in-100-year flood event” obsolete, according to a report from First Street Foundation, an organization focused on weather risk research.
Multifamily Housing | Jul 13, 2023
Walkable neighborhoods encourage stronger sense of community
Adults who live in walkable neighborhoods are more likely to interact with their neighbors and have a stronger sense of community than people who live in car-dependent communities, according to a report by the Herbert Wertheim School of Public Health and Human Longevity Science at University of California San Diego.