Business matters and job planning

Instructions

Project management is a much-abused term that means different things to different people. So, before embarking on a project you need to be clear in your own mind exactly what the parameters of the job should be – and your own role in it.

This is not as easy as it sounds, especially when a bit of informal advice to a client evolves into a full-blown project. Many professional indemnity (PI) claims result from either the surveyor not accurately defining instructions or, even if they were defined, the client not understanding them properly.

For even the simplest of jobs, ask:

• Will I be responsible for design and specification?
• Will I take care of Contract Administration (and farm out the design bit if you are not confident to do it, or if parts are quite specialised)?
• Will I will be supervising the works (and all that entails – a much higher level of involvement and responsibility than in Contract Administration)?
• Will I have the power to instruct other consultants (such as structural engineers) on behalf of the client, or will consultants be contracted directly by the client?

All of this needs to be recorded and agreed in writing with the client. Depending on the level of complexity of the project, this range from a simple exchange of letters to a full-blown contract (see Building contracts and tenders).

Fees

One thing your letter/contract must certainly discuss is the question of fees.

Generally, an hourly rate will be appropriate. However, domestic projects can soon grow beyond expectations, resulting in fees that are beyond the client’s ability to pay.

Often it will be appropriate to have a ‘menu’ of fees so that the unexpected can be covered with a fee rate in advance. For example, on slightly larger projects (such as an extension or new build works) you may need to liaise with service providers in order to negotiate a sewer or drain diversion, perhaps. (Drains have a nasty habit of appearing in a completely different place from the one shown on the record plan.) So fees must make adequate provision for site investigation in advance.

In other words, don’t skimp on the preparation stage.

Other considerations include:

• Will fees be invoiced as a percentage of the contractor’s periodic billing (usually 14 or 28 days) or at the end of a small job? The contract terms may specify periodic payments, e.g. to coordinate with specific stages in the contract (if you use one of the standard contract forms), so you will need to be clear how this will work in practice.
• Insurance – in relation to contracts, as well as professional indemnity (PI).