Closing the Loop on Communication.

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Keeping everyone in your organization updated on the status of a project is critical…it creates enthusiasm, support, and credibility…this project is REALLY going to happen.

Gamesa Fiberblade Wind Turbine Manufacturing Plant

The saying “I’ll believe it when I see it”…is still very true today…just like the saying “A picture is worth a thousand words”…and “Walk the Walk, not just Talk the Talk.”

However, once this enthusiasm starts, it must be maintained, or support for the project could wane and diminish…”perception is reality”…let’s keep the “reality the reality.”

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The following ideas can be used to keep everyone “in the loop:”

+ monthly newsletters.

+ brief meetings by the leadership…on a consistent basis.

+ updated large prints of drawings in the lobby…keep updating them.

+ small prints of drawings distributed to the entire organization.

+ email updates to the entire organization.

+ design/construction photos on the website…keep updating them.

+ camera on site that shows steady stream of video to website.

+ share project schedule with the entire organization…with anticipated finish date.

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♦ Consistency is the key…these ideas are not “once and done.”

♦ Keeping everyone informed of the project status may not just maintain support…but increase it in ways that strengthen the organization far beyond the completion of the project.

 

Budgets 101…Accuracy, Timing, and Frequency

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While the Programmatic Needs of an organization should drive the project, the parameters of the Budget are a key component…and cannot be ignored or overlooked at any time in the journey.

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Millersville University – Lenhardt Hall Renovations

♦  The Owner’s budget, if known, should be discussed very early in the discovery process.

The Budgets from the Construction Professionals should become more and more accurate as the journey continues, and the “picture” of the project takes more shape with more details:

♦  After the first sketch, a “ballpark” budget, based on square footage data, can be compiled.

♦  After the final sketch and scope of work is created, a much more accurate budget can be calculated.  This should not be based on square footage data, but an estimator’s “take off” of the sketches with the assigned materials and finishes, with allowances as required.

♦  This budget is now the benchmark for:

+ fundraising.

+ obtaining a loan.

+ construction documents.

+ organization’s approval to proceed.

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 This final budget from master planning is the basis for many decisions…

 it should be the most accurate, current data possible based on this specific project.

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As the project then proceeds with Construction Documents, any “Scope Creep” can be identified with its impact to the last budget.  If all goes according to plan, the final bid amount will be no surprise to anyone…and construction can begin.

 

Faith vs. Conservative Financial Budgets

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Christian Life Center, Bensalem, PA

Faith Budgets and Conservative Budgets are vastly different and very personal to each organization’s philosophy.  Both philosophies are acceptable…there is no right or wrong.

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 It is critical, however, not to let the Budget “drive” the project, but to let the Mission, Vision, and Needs for the growth and success of an organization be the focus and priority.

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 A Master Plan and its phases can accommodate both kinds of budget philosophies.

• Up front communication about the budget philosophy must be discussed with the construction professionals so the phasing and constructability of the project can be taken into consideration at an early feasibility stage.

• As the funding for the project becomes available and possibly increases, additional phases or an increase in the type / quality of finishes can be added to the project.

• These additional phases may be site work related, such as additional parking or other exterior elements, not necessarily building square footage.

Hence, it is also very important to obtain all site and building approvals from the municipality based on the Master Plan.  This ensures that all the approvals, as well as required site and building elements are already in place, eliminating time delays and additional fees.

The philosophy and attitude towards an organization’s project budget does not have to be an obstacle or a hindrance for a project…just another factor that needs to be addressed in the process of a construction journey.