WHAT TO DO WHEN YOU MEET AN ARCHITECT

WHAT SHOULD YOU DO WHEN YOU GO TO MEET AN ARCHITECT FOR THE FIRST TIME?
Ideally, formulate your project brief before meeting with your Architect and be realistic about your budget or other constraints that might exist but remember to allow yourself a little “room” for the unforeseen.

PREPARE A PROJECT BRIEF:
Include everyone: To formulate the Project Brief, first get all the decision makers together. Include everyone – husbands, wives or even children with an interest in the building. Write down your complete wish list.

Express your ideas: You can visit some finished houses or you can consult professional magazines, catalogues and architecture books to get ideas and to show the Architect what you like and dislike.

Mention the size and theme of building: Your initial brief need not be very extensive but at least contain information regarding broad principles and general priorities e.g. better natural light, more play room, the number and sizes of the rooms, the overall size and theme of the structure, features you would like to have and key functional or special inter-relationships of spaces etc. This will make it easier for the Architect to understand what you’re trying to achieve overall.

Think of future expansion plans: You should have some ideas, future expansion plans, what you would like in your house, etc. This will enable the Architect to assess your project realistically and put forward appropriate design proposals, which will help you make suitable choices.

Refer Project brief periodically: Once the actual project begins, go back to your project brief at regular intervals. It’s very easy to go off track and lose sight of your original goals (and budget).

BE REALISTIC ABOUT BUDGET:
Be realistic and honest about your budget from the start. The relationship between you and your Architect should be one of mutual trust and by being dishonest about your budget might only lengthen the design process thus in the end costing you more in Architects’ fees to get to a viable solution or you might end up with a house design that is beyond your budget limits and a project that you would not be able to complete.

DO NOT FORCE A PARTICULAR STYLE / THEME FOR THE HOUSE:
When you express the kind of style you like for your house, do not insist on personalizing the design too much to your own individualistic needs. These themes are often short lived trends in property markets and certainly put a date stamp on a property and you might have difficulty or not get the best resale value when it comes to the selling of the house. A good style is one that is unique but has longevity and remains contemporary. A good Architect will not try to enforce his own tastes in design, but instead try to get a good feel of your taste and try to guide you to come to a realistic building solution.

THE FIRST MEETING:
Ask for portfolio, professional details: When consulting your Architect for the first time, ask about professional credentials, recent references and project photos.

Have your project brief ready: Explain exactly what it is you want and don’t hold back. If you have pictures or photographs of what you like and dislike bring them as there will be less chance of misunderstandings. Pictures say more than 1000 words. It also helps both parties to find out if they have similar styles and whether they are feasible within the budget.

Expect detailed questions: No matter how good your project brief is, an experienced professional will pick up the details that you’ve missed. So, be prepared to answer detailed questions about your project brief.

Try and keep an open mind: The first session with this professional will largely consist of discussion and questions about your requirements and ideas of you house and site and which take priority. During the session the Architect might present you with suggestions, ideas or solutions that might not sound pleasing to you at first, but might make sense later on in the planning stage.

Ask questions: Find out as much as you can in the consultation phase, about possible causes of over runs and other problems that may crop up.

How’s the communication? Do you feel the Architect will listen to and respond to your concerns, explain what’s going on and keep you updated? Good communication can go a long way to a smooth project conclusion.

NEGOTIATING FEES:
When negotiating fees with your Architect, you might have a choice to use only a part of his service or a ‘full service’. If your budget does not allow the full services of the Architect, he might be willing to provide you with advice and ideas for a reduced fee. The services of an Architect are not rigid and most will be willing to taper services to suit your needs or budget.
Remember that preparation is key. Most building projects run smoothly and so can yours with a little planning. Good luck!

HAVE STRINGENT RULES, MAKE MEETING MEANINGFUL

On one fine day, you reached the office with full enthusiasm and energy to start your work. Thinking to clean up a pile of papers , journal and other stuff, you noticed a memo on the desk. It informs you about the meeting to be held at 3 pm. "Oh! No! another meeting!" you groan. Every one of us has experienced the dread of having to spend an afternoon in a meeting. Even though, meetings are facts of office life, most of them prove to be unproductive and frustrating. As the saying goes,"A meeting is an event where minutes are taken and hours wasted", meeting prove to be a drain on valuable time and energy.

Meetings are the bane of the workplace according to a managemnt guru. He says "they go beyond the direction and purpose for which they are held and no concrete solutions emerge from most meetings even at the board room". This may lead to a pessimistic attitude of employees towards meetings and affects their job performence. But meetings and prove to be effective when organised and managed properly. If you want to turn your meetings into more interesting and productive activity, consider these tips:

Purpose: The preparation for meeeting should start before it ever starts. Determine the purpose of meeting, further still better to assess the need for the meeting. It may prove to be a waste of time to those who contribute only a little. Sometimes, to disseminate information other comunication media, such as sending on e-mail or posting the information on the company's Internet may be explored.

Agenda: If you feel it important to conduct a meeting, then list the items to be discussed and time allotted to each issue. Prioritise the items in terms of their importance . Try to address the critical and important issues and leave off the less important that can be carried to a later date. Draft the agenda carefully, follow it closely .

Who all: Invite only those people whose decisions have a significant impact on the key issues. Choose participants based on what they can contribute on what they will get out of the meeting. Consider the best number of participants and make sure they have the ability to make productive decisions and turn the meeting in to a successful one.

Time it: Always adhere to the time allotted to discuss each point or allotted to each participant.

Spending long hours in meetings, costs organisations heavily. Ensure only relevant issues are drafted in the agenda. Appoint a time keeper to keep a watch on the time consumption. Allow no late comers . It causes distraction and points may have to be repeated for the late comers.

Participation: A meeting cannot be sucessful without the active participation from everyone involved. Every participant needs to express his / her views and opinions and contribute to the effectiveness of meetings. If someone has no point to explain, he/ she should not have been invited. With active participation of all issues can be settled across the table, with no need for more meetings on the subject or issue.

Rules: Members should not interrupt while someone is speaking, but listen attentively. All people at the meeting should address the topic and not use it as a forum to rake up other issues. Ask for electronic gadgets like mobile, laptops, blackberries not to be used during the meeting.

Now, it is time to examine and evalute the effectiveness of the meeting. A meeting proves to be productive if it has succeeded in achieving its objectives . Prepare a summary report of what needs to be done in future and who is going to do it.

The meetings should not only provide solutions to problems but also enhance the motivation and decision making abilities of participants.

Meetings, the so called "The great white collar crime' need not become a frustrating and unproducive issue in the workplace. However, a little bit if commitment, discipline, and preparation can produce effective results. Meeting can enhance the business goals and create an environment where a team can come together.

*Extracted from the pages of  "The Hindu" Newspaper