New year, new underwear.

This year i bought new underwear. I know what you’re thinking “too much information” and “why do we care that an architect bought new underwear?”. A select few of you may even wonder what kind of underwear but this isn’t that kind of blog.

So, why would i tell you, “i bought new underwear“? Because all things are relative and whatever I say next will sound spectacular after the announcement “i bought new underwear” After all, it takes something simple and benign to truly understand something complex and important.

Metaphorically speaking, a change of underwear signifies a fresh start to replace something old, worn or stinky. In my business world, the something in need of improvement is my service contract. I won’t bore readers with specifics but i added or modified contract clauses to clarify communication, establish an equitable fee structure and refine construction observation service.

Communication:

I always say people can be a good anything as long as they are organized and communicate effectively. That’s easier said than done because if all people communicated effectively we wouldn’t need contracts. Contracts are an organization and communication tool, but we need it most when something goes wrong so I clarified communication type and communication situation to manage expectations.

I use:

• Verbal communication to confirm meetings, explain procedure and clarify instructions
• Written communication for revisions, scope adjustments, specifications/selections, cost inquiries and complaints
• Visual communication for details, documents and amendments
• All types when I need to emphasize an important topic

Fee Structure:

Architects are notorious for charging too little and working too much. That’s a benefit clients rarely acknowledge but every month it’s obvious which projects lose money and perhaps more importantly, why they lose money. Projects don’t lose money because architects don’t charge enough. Projects lose money because we don’t charge appropriately so I modified payment methods for flexibility and accountability.

• I develop service budgets to offer greater scope flexibility and replaced the fixed fee proposal with a time and materials budget.
• I procured a time tracker app to comprehensively track, report and annotate invoice billing quickly

Observation Service:

More clients request observation service every year. More exposure to construction methods enhances an architect’s knowledge but challenges the client and contractor’s perceived value of the architect. Clients expect the architect to make everything great and contractors expect architects to memorize every detail. Poorly executed construction increases everyone’s liability so I balance enforcement with proactive insight.

• I added a checklist tool to share with contractors to alert them about critical trade coordination elements
• I emphasize following the documents to owners and contractors and answer questions with references to contract/documents
• I produce amendments to the full electronic set and 8-1/2 x 11 Architect’s Supplemental Instruction (ASI) for easier subcontractor distribution. I post them to the shared cloud folder and the contractor distributes hard copies to the electronically-challenged subs
• I prescribe and adhere to a payment application timeline so owner, contractor and lender know the exact procedure and follow it every time

Communication, fee and observation topics are minor contract adjustments to a faithfully smooth architecture operation. After seven years of sustained growth, my business, and more specifically the service contract, doesn’t require a major overhaul, but a cure for complacency is to always seek a better fit. It’s like my new underwear doesn’t change the way I walk, but it makes me feel fresher.