Defining the 'scope of work'

What should be included in the ‘scope of work’?

The ‘scope of work’ is a usually a quantitative rather than qualitative (see the Design & Approach keystone) description of the intended project. The chosen scope of work is likely to be heavily interlinked with both the design and environment keystones, and will also have a significant impact on each of the other four keystones.

At the outset of the project this will typically be focussed on the ‘general arrangement’ and key features; numbers and sizes of rooms, requirements for storage or display, desired views and connections, and key functions such as thermal comfort. We call this the ‘General Arrangement (GA) Scope’.

As design work develops and the layout of the building is fixed, the focus of these requirements will generally shift from quantity and arrangement of spaces to more detailed specification of fixtures, fittings, and finishes. We call this the ‘Detailed Design (DD) Scope’.

How is the ‘scope of work’ defined and communicated?

It is important that a written summary of the intended scope of work is compiled and shared at the outset of a project, and that it is kept up to date as the project progresses. During the design stages of the project this summary will help all involved in the project to be clear of your requirements.

As the project progresses, the written scope of work will be translated (where possible) into the drawings and specifications that the design team produce. This package of information will later become the scope of work that your building contractor will be instructed to implement. It is very important that you review all documents carefully and notify your Architect of any changes you might require to that information prior to commencement of construction.

It is recommended that your written objectives and requirements for the project are separated into a General Arrangement (GA) scope for the whole project, and a Detailed Design (DD) scope for each room or space. When you review the scheme on completion of the Phase 1 works you will be checking that your GA Scope has been suitably met, and when reviewing the scheme on completion of Phase 2 you will be checking that your DD Scope has been suitably met.

What to include in my General Arrangement (GA) ‘scope of work’?

The GA Scope will describe the quantity and type of spaces (i.e. number of bedrooms or a strong connection to a garden) and functions (i.e. improved insulation and heat retention) that you wish to create, and any significant packages of work (i.e. re-plastering of walls or replacement of windows) that you wish to include within your project.

In order to focus on these larger scale moves and provide the necessary flexibility to optimise the overall design, the GA scope does not generally include for detailed decisions such as types of flooring or lighting, or details of kitchen and joinery etc.

What to include in my Detailed Design (DD) ‘scope of work’?

There is no harm in drafting and sharing this specification from the outset of your project, but the point at which it will become most relevant will be as the project moves from schematic design in Phase 1 into detailed design in Phase 2. At this stage in the project the written Phase 1 scope of work should have served its purpose and become integral to the chosen design.

The DD Scope will focus on the specifics of each space or element of the project. For each room there will be a specification of flooring, wall finish, numbers and locations of lights, switches and electrical sockets. There will also be window and door types together with specifications of ironmongery and glazing types. This scope will also cover many technical specifications such as insulation types and thicknesses, construction ‘build-ups’ of floors, walls and roofs, and structural elements.

The detailed design and specification process should allow you a high level of involvement in the selection of fixtures, fittings and finishes. Your Architect can help you to consider the many decisions that need to be made.

Can the ‘scope of work’ be changed during the course of the project?

It is very normal for some aspects of the scope of work to adjust and adapt as the project progresses. Generally speaking, there will be benefits in terms of cost, programme and design and construction quality if changes are kept to a minimum, but there can be many reasons why a change may be beneficial or necessary.

Adjustments to the scope of work may be driven by a change in client preferences, statutory constraints, cost management, contractor suggestions or product availability. There may also be changes due to errors or omissions in the design information or due to unknowns with an existing building or site conditions.

Almost every building project is a one-off, and it is usually necessary for Clients, Architects, and Contractors to be flexible and responsive when changes become necessary for any reason. For this reason, it is essential to have sufficient financial and time contingency allowance in any project plan.