Partnering with the Right Design Firm

One decision you will encounter early on is selecting the right design firm. The design team will play a major role in shaping the project, and making sure you bring on the right one is critical to its success.

Earlier in my career, I could never understand why we kept working with different designers. It seemed simple. If we worked with Firm A on Project X, why not rinse and repeat as we move forward? An early mentor was quick to point out that although you may have a strong relationship and good experience with a firm, that does not necessarily make them the best fit for the next project.

I have seen this decision go both ways. The right team can create momentum early and bring clarity to the process. The wrong one can slow a project down before it really gets started.

Each project has unique needs. The challenges you face in rezoning a property are very different from developing on property that is already zoned for its intended use. Likewise, the team you worked with in one jurisdiction may not have the same level of familiarity with codes and authorities in the next. Another important consideration is the building type and use. Designing a wood framed apartment building requires a very different approach and level of detailing than a high rise hotel or office building.

You may be drawn to a recognized firm that has gained a strong reputation in the world of architecture. In some cases, that firm may not be licensed to work in your chosen market, which requires partnering with a local group to produce permit and construction ready drawings. When done well, this can be an effective structure. When it is not, it can create gaps in responsibility and communication.

One of the most important factors is understanding the actual individuals you will be working with. It is common for a firm to have multiple project managers and design leaders. You may have had great success with a group in the past, but if those individuals are assigned to other projects, they may not be available to work on yours.

Here are a few things to do, and a few things to avoid, when making this decision.

Meet with them in person and on site. Have each group tour the site and pay close attention to how they interact with it. Are they excited? Do they understand the vision? Or is this just another project moving through the pipeline?

Request previous plans they have produced. Despite efforts to standardize drawing sets and specification manuals, there is still a wide range in how teams assemble and present information. That clarity, or lack of it, often shows up later in construction. It is also important to understand their ability to create renderings. With the continued advancement of 3D modeling, renderings have become a powerful tool for aligning teams and communicating intent.

Visit buildings they have designed. Things often look different in drawings and renderings than they do in real life. See how their past projects turned out. Does the final product reflect the original intent? What worked? What did not? How are people actually using the space compared to how it was intended?

Avoid making this decision based solely on fee. The lowest number is not always the best value. The design team influences cost, schedule, and constructability, and decisions made early tend to compound over time.

Do not select a firm until scope, budget, and schedule are clearly defined. At this point, you should have a general understanding of what you plan to spend. If you commit to a team before aligning on budget and scope, it will be difficult to stay aligned later. One way to approach this is to start with a limited initial scope. This could be an hourly agreement that transitions into a fixed fee once the project is more clearly defined.

Always follow up on references. As part of any RFP process, require firms to submit a list of references. Call them. Ask about their experience. Do not be shy. Ask what worked, as well as what did not. Anyone who tells you their project was perfect is probably not being fully truthful.

Once the right design team is in place, they can quickly provide models, massing studies, and visuals that help bring the project to life.

This is one of the areas where having the right guidance early can make a meaningful difference.

Take time to make an informed decision. This choice will shape everything that follows.

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