The Importance of Programming – No Matter the Size of the Project

• Programming is the process of putting down on paper all of the different functions that an organization would like to have happen within the walls of the facility.  It is the transition from the Vision, Dreams, and Needs to actually compiling a list of spaces, their occupancies, and their adjacencies to other spaces.
  

  Lancaster Bible College – Good Shepherd Chapel Renovations

This is a critical step, regardless of how big or small a project, for many reasons:

• It is the first “check and balance” that all of the functions from the Vision planning for the organization are clearly compiled.

•  This list can then be a reference during the entire journey of the project.

•  This is also the first time that the design professional can add basic function requirements such as rest rooms, janitor rooms, elevators, mechanical rooms, etc.  In addition, a formula can be used for an allowance of horizontal and vertical circulation, such as corridors and stair towers.

This is important because all of these rooms and elements require space, and this space adds up…..with regard to actual square footage, cost, and feasibility on the site.  The occupancy of each space is also very important as this number should be a “projection” for 5 to 10 years into the future, not present day needs.

If the space is planned for the present, it will be too small once the project is complete or in the very near future, and the project will not be helpful to the organization.  It is also imperative to list the required adjacencies for any spaces at this time. These adjacency needs should have been discussed during the Vision planning……and they do not want to be forgotten after sketches begin.

Once the entire Program is complete it is the benchmark for the overall square footage needs as well as code requirements for the different assembly areas. It is also useful to see if the overall squared footage is feasible on the site or within the parameters of the project. This overall Program can also then be analyzed and broken down from the “Master Plan” into “Phases.”  Once the Program is reviewed and approved by the organization, it becomes the basis for the Sketches from the design professional…and another step in the journey begins.

The Role of Subcommittees in the Process

Subcommittees play an important role in the journey of a construction process.  They are essential in getting more people from the entire organization involved in developing the Vision and creating the basis of Grass Roots Support.

Spanish American Civic Association – Lancaster, PA

• As the core communication team reaches out to get more information, these subcommittees will bring the needs and priorities to further the organization to the forefront of the leadership.

• Each member of the core team should lead or chair one of these subcommittees.

• The subcommittees can be divided into Programmatic groups, based on the type of organization and its functions.

• The construction professionals can then furnish detailed questions for these subcommittees to answer at separate meetings.

• The core team leader will facilitate these meetings and collect all the answers to the questions, any notes, and any other issues that arise, which could be quite invaluable information.  The core team leaders do not have to be the expert in these different programmatic areas…..the members of their subcommittees are the experts.  They have the knowledge and experience of what works or not, what functions the best or not, what layouts and equipment are a benefit or not.  They also have the hands on experience with the present building conditions.

Since the construction professional will not be present at these subcommittee meetings, everyone should be comfortable speaking openly and honestly among their own colleagues about current and future needs.  After all of these subcommittee meetings happen, in a timely fashion, the core team meets at the Vision Meeting to share all of this information with each other and the construction professionals.

Continuing the communication and relationship with subcommittees throughout the construction project is vital to strengthening the foundation of trust, honesty, communication, respect and the aspect of listening.

It does not mean that all of the input from the subcommittees is feasible in the project, but the open lines of communication can include the discussion of how their ideas are reflected, or why not, in the project.

Developing the Vision and Mission

Brandywine Assisted Living at Fenwick Island, DE

The Mission is the core philosophy for all strategic and daily decisions of the organization.

Many times, the Mission is refined to a simple statement or phrase, so it is easily remembered by all. Regardless of a construction project, every organization should have a Mission to stay on track with their overall strategy.

The Vision is the breathing, living, development of the organization based on that Mission.

The Vision includes the Grass Roots Support of an organization, so everyone can be involved and support this process, in the following ways:

• The core leadership team of an organization can have each of its members form a subcommittee and lead these subcommittees in an organized fashion to ascertain information on what will help grow the Mission and organization.

• The construction professionals can help furnish questions to these subcommittees to learn more about how the organization is structured, operates, and help them figure out what is really needed in a physical building to carry out their needs and dreams to grow the organization.

• If someone wants to be included, but cannot be a part of the process for a variety of reasons, they can still give their ideas to the subcommittee that is part of that programmatic area.

Each subcommittee will then be responsible to answer all of their questions, as well as provide more information, on a timely basis. The chair of these subcommittees, which are the members of the core team, will then reconvene and share all of their information at a Vision meeting with the construction professionals. 

This information will be the basis of a Program for the present needs, as well as the future dreams.  A Master Plan can then be formed, which is driven by the Vision and Mission.  The Vision can be utilized in a variety of ways and is very healthy for an organization, in and of itself, as it is a tool to help think of ways to grow and be even more successful.  Even if a Master Plan ends due to financial and other constraints, it creates the “Dream on Paper,” so people can physically see how future needs and ideas can be carried out within the site and building.  It transcends the Vision of one person into the Vision of the entire organization.

What does “Grass Roots Support” mean?

Grass Roots Support means that the overall consensus of your organization understands and supports the concept and motives for a construction project.  They understand that the end results will produce an improved facility that will enable the programs and functions within to flourish and “go to another level.”

Garden Spot Village – Village Square Apartments

This support is critical to the success of a project in many ways:

• Patience and “open minds” will be needed as a construction project typically involves “change” in one form or another. 

• Support will also be required, whether financially or a positive attitude, or both, as the facility will be transformed as part of this journey. 

One of the keys to creating this grass roots support is communication…both ways. 

It is very important to include, and then listen to, the people of your organization to find out their needs and desires to improve the facility.  Likewise, it is extremely beneficial to communicate the overall vision of the project to your organization.

Hopefully, the vision of the project overlaps with their needs and desires.  However, it is extremely important to show the people of your organization the initial “schematic” sketches of a project to reflect how their ideas may or may not be in the initial phase of a project, or the overall master plan.

This communication needs to happen early in the process to strengthen trust.

It is very common for the people of an organization to have “their” idea as a priority for any project.  However, in the context of the overall mission and vision of an organization to advance, it is vital for all people to see how their ideas blend into the bigger picture.  This involves constant communication between the leadership and the people of the organization to maintain and strengthen this support from a basic level to the most advanced level.

Pulling the Team Together

It is extremely helpful for an owner to have a core team together for the duration of a construction project.   The makeup of this core team does not necessarily have to be people experienced in the different construction trades.

The priority of this team should be:

* obtaining and communicating the vision and priorities of the project, on behalf of the organization, to the construction professionals. 

There are numerous “checks and balances” during this process that will ensure conformity to code and the highest construction standards. From the initial concept, through schematic design, and during the entire construction process, this team will be involved with the communication dialogue between the owner and the construction professionals.

This team will be invaluable with regards to:

• Some of the information will be communicated via verbal dialogue at the meetings and possibly not on paper.

• Having the knowledge and experience of the mission, vision, and operation of their own entity, and being able to give important insight to the success of the project.

• Being able to tap into the knowledge of key individuals or groups within the organization to add another layer of information and needs, as well as key fundamental support, to the priorities of the project.

• Hearing the disseminated information from within the organization, so they are aware of the reasons for certain decisions to have been made throughout the journey of a project.

• Being the liaisons back and forth from the organization to the construction professionals to keep everyone aware of the progress of the project, as well as the timely decision making process. 
  

One of the keys to a successful project is for the overall priorities of the organization being communicated to the construction professionals on a regular basis by the core team.

Master Planning Phase

What is Master Planning?

Master Planning is often thought of as the process that organizations go through when they are planning a large scale project that involves several phases spread out over several years. Although that is true, large scale projects aren’t the only ones that can benefit from Master Planning.

Master Planning, by definition, means to develop or improve (land, a community, a building complex, or the like) through a long-range plan that balances and harmonizes all elements.

• People often think that long-range planning only benefits BIG projects, but that is not the case.

• Master planning could and probably should be done for every project that will have a long-range impact on a piece of land, building or a community regardless of the actual size of the project itself.

From the perspective of construction, master planning helps the building Owner to clearly define the need or desire for the project, determine who will benefit or be impacted by it, and in some cases involves many of those stakeholders, and how it is going to be accomplished.

At the end of the process, there will be a clearly written long-range plan, a basic sketch plan, scope of work, and a feasibility budget for the project. This will prepare the Owner to take the next step in the process which is developing the construction documents.