how to write a brief
everything you need to think through before starting a project
why do you want to do this project?
This is the most critical thing to think through when deciding to do a project.
​
Before you jump into the detail of your project you need to think through why you are doing this and the benefits you hope it will bring you. This will help guide your designer, builder, and your own decision making as your project progresses.
For example:
You want to make your living space more open plan, but why? Will this be so you can see your kids while you are in the kitchen, to host parties, to make the space brighter?
​
​
​
​
​
Each option would impact how open plan space is designed.
How you use your space
You also need to think through how you use the space. One of the best ways to do this is think through the paths and activities of everyone who uses the space. Starting from the entrance, mentally think through how someone will proceed through the house.
Some things to think through:
-
How will you get to the kitchen?
-
How will your guests get to the living room and dining room?
-
How will your kids get to their rooms?
-
How would someone with disabilities get around your home ?
-
How will someone delivering large furniture get through your home ?
-
If you have a dog, how do you get them cleaned up after a trip to the park?
​
You probably won't think of everything but this will help highlight some key things to consider.
when do you want the work done?
Now that you’ve got an idea of what you want it’s important to check if its achievable in the time you want.
Your designer should be able provide an indication of how long the project will take to complete. There may be ways to shorten this but it will probably cost you a lot of money and may restrict what you can achieve. The general rule is it can happen cheaply, fast, or well but not all three.
Remember to tell your designer and builder the earliest a project can start and the latest it can finish, and if you have key dates in mind, such as:
-
personal deadlines (a baby due, a holiday, exams)
-
money constraints (how long could you afford to rent)
​
Your designer/builder will provide an indication of how long the works will take and when they can start. There may also be something that takes a while to make and deliver, like bespoke kitchens. It may make more sense to delay the start of the project so that the whole project can be finished in less time.
how will the works be done?
You need to think through how the project will get done, including costs, legal issues and how the builder will get in and out
For a more detailed overview of the design and build process take a look at step-by-step
How to set a budget
Before you get started consider what you would like to spend (target budget) and the absolute maximum you can spend before you start getting into difficulties (maximum budget).
​
A budget is just a guess at how much something is going to cost. The easiest way to do this is write down all the parts of the project, put a cost against each one, add it all together and the add on another 5-15% to cover all the bits you forgot or don't know about. We have a budget and cost tracker which can help tracker your budget and costs throughout your project.
​
​
The design costs can include:
-
design of the project (level of detail to be agreed, see the RIBA plan of works or design section)
-
finding and managing any specialist designers, such as a Structural Engineer.
-
planning application(s)
-
building control application
-
finding a builder
-
project management and inspection of the building works.
The build costs can include:
-
any further design needed
-
management costs
-
provision of welfare (toilets, somewhere warm/cool, first aid)
-
materials and equipment
-
labour
​
The more information you provide to the builder, the more accurate the cost they provide will be. You also need to be clear on any exclusions as these can add hidden costs or delays later.
​
Unless you are doing a very small project with a trusted builder it is worth getting several quotes/fee proposals so you can compare and see if they have all interpreted the project in the same way, this helps flag anything which needs to be clarified.
Other
There may be other costs which crop up or are unique to your project, some of the more common costs include:
-
insurance (check what the builder will provide and make sure your home, including the parts which aren’t included in the project, is protected)
-
rent (if you need to move out)
-
utilities (building uses lots of water and electricity, be clear on where this is coming from (are they providing a temporary generator), who is paying for this, and how it is being paid.
​
It important to remember that budgeting is just guessing. If you have no idea what something will cost you need to reach out to the relevant professionals as soon as possible to get some quotes.
​
Contingency
Contingency is the pot of money you need to have in case you original budget was too low, something goes wrong or you find out you forgot something.
It doesn’t matter how well you plan your project and how accurate your budget is, there are always risks associated with building projects, particularly in an existing building.
​
The contingency on a project is often between 5-15% but should be based on the level of risk associated with the project. For example, if you are redoing your office the risks are low compared to redoing your roof but its best to be a little over cautious.
​
Legal Issues
The common legal factors to consider are:
​
Your designer & builder may be able to help you navigate these but it is your responsibility to make sure you do everything you need to.
how the builder will get to your project
While you should be able to rely on the builder to manage the “how” of the project, it is useful to understand what they might need to think through so you can explain any issues and understand where additional costs might come from. The harder it is for a builder to do their job, the more they are going to charge you, and the more likely it is that there will be delays.
​
Try and think through all the factors that could make it difficult for your builder to get to your home and to the areas where you are doing your project:
-
Can they easily park several large vehicles?
-
How will they get large and heavy products into your home?
-
Is there somewhere for a skip and if not where will they store any rubbish?
-
Are there any difficult roads nearby with height or width restrictions?
-
If you live in a flat, is there a lift they can use (you may need to ask permission or pay to protect communal areas)?
-
Inside your home, how will your existing home be protected from knocks and scratches caused by the builders?
-
Where will the welfare for the builders go?
-
Do they need to provide a porta-loo or can they use yours?
-
Is there somewhere warm and dry to have breaks?
-
Is there drinkable water?
-
who is going to help you design and build it?
the people you need to help deliver your project can be divided into:
Understand what you are getting (and what you need):
Most people in the industry will reference the RIBA Plan of Works to describe stage of the project. While you don’t need to know the detail of each stage a quick look at the plan should help understand what you need and what you are paying for. The stages are:
RIBA Stages
what it means
stage 0 - strategic definition
stage 1 - preparation and briefing
stage 2 - concept design
stage 3 - spatial coordination
stage 4 - technical design
stage 5 - manufacturing and construction
stage 6 - handover
stage 7 - use
​
figuring out what you want
​
agreeing what you are getting with a designer
​
sketches
​
sizes of rooms, layouts and checking it technically works
​
all the details you need to build
​
the actual building works
​
checking everything has been done
​
move in and enjoy
Designers
Designers covers all the traditional and specialist roles which can be involved in designing a building. However, you are most likely to need:
-
an architect
-
a structural engineer
-
an MEP engineer
-
a landscape designer
If possible, it’s easier to have your architect find and manage any additional designers you may need directly. This way you are not taking responsibility for finding, managing, paying and coordinating multiple people.
Design and Build
Lots of companies offer both design and build services. This can make it easier to manage as you only need to deal with one point of contact and they will be more aware of the current costs of materials and labour. Just be careful that you don’t sign a contract that commits you to the building work before you have developed and agreed the design, otherwise you may be signing a blank cheque.
Builders
As with designers, there are lots of types of builders and specialists. Unless you are confident managing each tradesperson yourself, you want to hire a builder who will coordinate all the works for a fixed fee.
Approvers and Managers
Project Managers
Your designer may offer to project manage or inspect the works for you, for an additional fee. Be very clear what you are getting from these services. Generally project managers are responsible for checking the progress of works, making sure the works are being done properly and advising on issues which may impact time or cost of the project.
This isn’t really necessary for a small project with one builder. Even for larger projects this may not be useful unless you are planning to be hands off and want someone to visit the site regularly in your place.
Quality Inspections
It’s much better to find quality issues early on as they are easier to fix (less need to redo work and less chance of delays caused by ordering replacement parts). However, it can be hard to know what is wrong if you don’t know much about construction. Your designer may offer to do this role, or you could find someone independent to do it.
Building Control Inspections
At the moment you can have either an Approved Inspector (private company) or Building Control Officer (local authority) inspect your works to provide a Building Control Certificate. Ideally you want them to check:
-
The drawings of what you plan to do
-
Any structural works
-
Check on site before walls and ceilings are closed up so they can see insulation, plumbing and wiring.
-
When its finished to check everything is safe.
Your local council's website will provide more guidance on whether you need this and where to find someone.​
How to find the right people
It can be hard to find the right people to help you but asking some of the below questions may help narrow down the list.
-
Do they have experience with your kind of project (type, budget, style)?
-
Are they based near to you/your project?
-
Do you want innovative solutions or standard designs?
-
Do they have positive ratings and recommendations?
-
Are there any issues with them or the directors on Company’s House?
-
How much do they cost compared to others?
-
Do they respond quickly to you and answer your questions clearly?
-
Do they have time?
-
Do they seem helpful (they are their to help you achieve what you want and should be clear in how they are going to do this)?
​
Check out our find a designer and find a builder pages.
what do you want done?
style and finishes
Consider what type of materials and styles you like, and which would be practical for you to use. If you aren't sure look around your home, what is consistent in each area or stands out as something you love?
If you want some inspiration, websites like pinterest can be really helpful to examples of different styes and layouts.
​
Don't forget to think through how each space will be used, and how you and your family use your spaces. You may love marble work surfaces but they require regular maintenance, are expensive and can become stained and scratched through every day use.
locations
Deciding which rooms you want to change may be a simple decision depending on what you are trying to achieve but if you are doing a more extensive project, changing layouts, the impact on the rooms may not be clear.
​
It is also worth remembering that projects can be dirty, disruptive and expensive. Ideally you want to do a single project to capture all the changes you want to make. However, this might not be possible so you should make sure you think through the implications of doing part of the works at a later date, or not at all.