When planning an addition to your home, a number of meetings are involved. Which is the most important? You will meet with architects in determining who should design your project. These meetings are necessary, but not the most important. You will meet with contractors to decide who will build your addition. These meetings are informative, but not the most important. Many homeowners opt not to hold the most important meeting of the project, the pre-construction conference. Having a great team of designer and builder is, of course, an important key to success. However, involving that team in a pre-construction conference is the most significant action you can take to assure the team reaches its potential for excellence.
So, why is a pre-construction meeting not always held?
Cost. People want to save money. If a homeowner is unaware of the value of a pre-construction meeting, it can be considered an unnecessary expense. There is a tremendous difference between being cheap and being frugal. Cheap considers only the bottom line and spawns such adages as “you get what you pay for.” Frugal considers the gain from expending money and recognizes value while being careful with spending. On your project, you should want quality, and be frugal, not cheap.
What is a pre-construction meeting?
Simple pleasantries like “Hi, I’m Sue the homeowner,” “Hi, I’m John the architect,” “Hi, I’m Bob the builder,” “Gee, aren’t we all so nice?” will not cut it. Go ahead and serve cookies, but the meeting needs some meat. This is the one time all affected parties can meet sans crisis. The goal of the meeting is to ascertain everyone has the same understanding of the project’s scope, time line, purpose, and impact. The specific agenda can be developed by you and the team. Below are general issues to be covered.
Time. How long is the project going to take? What are the consequences if it takes longer? What are the sequence and duration of the construction activities? What is the typical daily schedule? Which days or weeks will be the most disruptive if the homeowner remains in the house?
Technical. Does everyone understand the same scope of demolition necessary for the remodel? Is the scope and impact of structural framing understood by all? If existing floors, walls, or roofs need to be re-enforced as part of the project, this work can be complex. It is a good idea, and a good value to have the structural engineer at the table, too. Does everyone have the same understanding for the scope of electrical, plumbing, and mechanical work? How are light fixtures, plumbing fixtures, and other products selected? Be sure to discuss finishes such as paint, trim, wall treatment, flooring, etc.
Communication. The vast majority of problems that occur on projects can be traced back to poor communication. The pre-construction meeting is the opportunity to forge strong ties of communication that should remain for the duration of the project. Be sure to discuss how ongoing communication will occur. Is it OK for the builder to pick up the phone and call the engineer directly? Should all communication go through one person? Should regular on-site meetings be held?
You have invested your precious resources of time and money into your project. To better assure you receive the best value of your expenditures, require a substantive pre-construction conference. It is your single most significant meeting.
John Perkins AIA is a registered Oregon Architect and Certified Sustainable Building Advisor (CSBA) with more than 30 years experience. His office provides commercial and residential design services and “Invisible Additions.” Perkins can be contacted at 503-287-7468 or visit www.perkinsarch.com.
