Working with Us
This page introduces our process which is designed to be enjoyable, interactive, and inclusive.
It encompasses sketches, drawings, digital and physical models — developing from experimental to polished — to transform your building project with as much joy and excitement that we can bring.
Design Process
3 Key Phases:
Detailed below are the phases we will embark on together to shape the design and delivery of your project:
Planning
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Stage 0 
Strategic Definition
This first stage is where we hold a physical Design Workshop to understand your project, budget, needs, wants and aspirations. As architects, we call these your Client Requirements.
Using pre-commissioned Measured Building Survey or other survey data, we visit your property, walk around with you and make some initial briefing notes
These notes include commentary on your Project Budget, Project Risks and sometimes high-level Site Appraisal sketches to establish your opportunities, constraints and early concept ideas.
The Design Workshop helps us understand the scope of your project and it’s aspirations before preparing a fee proposal for our full architectural services.
With our fee and appointment contract agreed, we progress to Stage 1 together with excitement and anticipation.
Key Deliverables
- Design Workshop Notes (incl. commentary on initial Client Requirements, Budget, and Risks)
Stage 1
Brief & Preparation
This stage is entirely focused on developing your Project Brief and procuring important Site Information / Site Surveys to set our design stages off on the proper foot.
Brief:
We will meet to discuss your Project Brief in detail, using our Brief Questionnaire as the basis for development.
Together we will agree your Project Budget, which is not just the Construction Cost but must be a Total Project Cost* including:
- design consultancy fees (architect, structural/civil engineer, energy assessor, etc)
- contingency (a % allowance for unforeseen costs and risks)
- statutory fees (planning, building control fees etc)
- contract value (agreed with chosen contractor and including their preliminaries and OH&Ps)
- Inflation
- VAT
*at this early stage we want to confirm, as closely as possible, the available budget you have to complete the project. This allows us to prepare design options in Stage 2 that align with budget as best as we can.
Preparation:
We will also look to procure particular surveys for the building and site, so we have clarity on the opportunities/constraints of the project and accurate spatial dimensions. These surveys will likely include a Measured Building Survey of the existing property and/or a topographical survey of the site extent.
Key Deliverables
- Project Brief (incl. brief questionnaire and agreed Project Budget)
- Site Surveys (where applicable, Measured Building Survey, Topographical Survey, etc)
Stage 2
Concept Design
This is where the excitement begins and you start to see architectural options emerge from your Project Brief.
Working collaboratively, we prepare a Feasibility Study to include multiple concept design options through sketches, computer modelling and often physical models.
We will hold Design Review Workshops to explore the merits and shortcomings of each concept and how they stack up against your Project Brief and Project Budget.
Our first round of design options often present up to 3 intentionally different strategies and approaches to the brief, ensuring multiple opportunities are considered (there’s rarely just one design solution).
Its common, however, to prefer certain components from one option and some from another (e.g. the kitchen arrangement from Option 1, but the living arrangement from Option 2), leading to an architectural ‘pick ‘n mix’ exercise that informs a preferred concept design.
From our Design Review Workshops we return to the studio to sketch your preferred option and, if necessary, we may also prepare a pre-planning submission to gauge the local authority’s receptiveness to the scheme.
We will also produce some information that can be used in your Investors Deck
Key Deliverables
- Feasibility Studies
- Investors Deck Info
- Stage 02 Design Report
Stage 3
Developed Design
At this stage the design evolves into more coordinated, formal arrangement where you can really imagine the spaces we are creating.
Following an agreed concept design in sketch form, the project is drawn with more clarity in CAD and is coordinated with structural engineers, building services engineers and reviewed against the Project Budget.
Whilst this coordination exercise can lead to changes or evolvements in the design, be assured that these are always reviewed carefully against your Project Brief.
We will produce CAD plans, sections, elevations, material palettes and interior concepts, as well as physical models and computer-generated renders to illustrate the coordinated proposals.
Key Deliverables
- A Co-ordinated Design Package
- Proposed Masterplan
- Stage 03 Design Report
- Cost Review
Technical Design
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Stage 4
Technical Design
As an architect, this is the most time-intensive stage of your project so far.
This is also the stage where we submit your Planning application. A Planning application requires specific information to be validated by the Local Authority, which depends on your project type.
Generally, your application will include:
- A standard local authority Application Form
- A Location Plan, showing the site and its setting
- A Site Plan showing the extent of the proposals
- Plans, Sections, Elevations describing the proposal in greater detail
- An Ownership Certificate
- An Application Fee
If your building is within a Conservation Area, a Design and Access Statement (DAS) will also be required. This is a document that sets out the need for the project and how it responds to the setting and character of the area. If your building is listed, we will also need to apply for Listed Building Consent in addition to Planning, where an additional Heritage Statement is required.
With Planning Consent in place, we prepare a detailed technical package to allow your project to be accurately tendered, costed and built.
We work closely with the Design Team (Structural / Civil Engineer, Services Engineer, Energy Assessor, etc), specialist sub-contractors (glazing, joinery, etc) and you, to ensure the details of your project are fully co-ordinated.
We will submit the Technical Drawing Package to Building Control for Full Plans Building Regulations Approval and prepare your tender package which typically includes:
- Detailed Drawings
- Schedule of Work
- Specification (a document that sets out how to build the project to the agreed design)
- Building Regulations Approval (with the Local Authority Building Control or an Approved Inspector)
We can act as your Design Guardian to safeguard the projects original design vision and quality during the construction phase. The core function is to act as your dedicated advocate, ensuring the contractor’s technical designs and execution align with the agreed-upon design intent, quality standards and business objectives, which might otherwise be compromised due to time or cost pressures.
If we’re appointed we will contact suitable Contractors from a tender list agreed with yourselves, answer their queries and attend site walk-arounds where necessary. We typically aim for 3 tender returns to allow value to be properly assessed.
The Contractor is ultimately selected and employed by you, as Client, with guidance from ourselves and the Project Quantity Surveyor regarding their capabilities and value.
Finally for Stage 4, we finalise the contract documents, advise on appropriate Building Contracts and oversee the agreement of this contract between yourselves and the chosen Contractor.
Key Deliverables
- Planning Submission Package
- A Co-ordinated Technical Design Package
- Building Regulations Package
- Obtain 3 no. tender quotations
- Agree Building Contract with chosen Contractor
Construction
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Stage 5
Construction
The messy but exciting bit, where the designs you’ve seen on paper start taking shape in the real-world.
At this stage, the design is considered complete and we, as your Design Guardian, are on hand to deal with any site Design Queries
The Contractor will take possession of your site and carry out the works that are described in our Contract Documents (our Detailed Drawings, Schedule of Work and Specification).
As your Design Guardian, our Key Responsibilities will include :
- Championing the Client's Vision: Preserving and advocating for the client's initial design aspirations and strategic goals throughout the project lifecycle.
- Vetting Technical Designs: Reviewing and approving the technical designs and specifications produced by the contractor's design team to ensure they meet the required quality standards.
- Quality Control: Monitoring the work on-site to ensure the design quality is maintained and the final build reflects the intended outcome.
- Bridging Communication Gaps: Facilitating effective communication and collaboration between the client, the original design team, and the novated contractor's team.
- Mitigating Risks: Helping to avoid potential pitfalls and disputes that can arise in D&B contracts when design quality is diluted.
- Focusing on Quality: Working alongside other project monitors (like quantity surveyors who focus on cost and time) to ensure that the aspect of quality remains a primary focus
Your local architect will be the Contract Administrator, with duties during the Construction phase to include:
- Regular Site Visits to inspect the works and ensure it is carried out as specified
- Issuing Site Progress Reports from these visits
- Issuing Interim Certificates (confirming payments to be made by you to the Contractor based on completed works)
- Recording defects and issuing Making Good Certificates where necessary
- Issue Architect’s Instructions if required to vary the work, correct defects and request inspections/testing
- Issuing the Final Certificate upon completion
Stage 6
Handover
At this stage, construction is complete (congratulations!), and the champagne is popped.
Be assured that we do not disappear at this point. Instead, we remain on hand for 6 - 12 months to deal with any issues (referred to as ‘defects’) that may require rectification by the Contractor.
This is because, once the building is handed over, the Defects Liability Period lasts for between 6-12 months. During this period the Contractor must report and correct defects found.
A Retention Sum (typically 5% of the Contract Value) may be held for the duration of theDefects Liability Period and paid to the Contractor at the conclusion.
Stage 7
In Use
It’s time to enjoy the architecture we’ve created together.
This is an aftercare stage where we’re eager to understand how you’ve live in your completed building over the past 6-12 months.
We enjoy having a coffee (or something stronger..!) together and reflecting on the project. This is technically called a Post-Occupancy Evaluation (POE), but we prefer a less formal chat about the building’s performance against our Project Brief and your experience of our process.
We like to discuss the points below, which helps us learn from the project and self-reflect on how we performed as your architect:
- Your client experience with us
- How well the project meets your brief
- Your satisfaction with the completed building
- Your energy costs before and after the work
- Natural light levels before and after the work
- and more.
RIBA Plan of Work
Click to find a copy of the RIBA Plan of Work upon which these stages are designed.
Communication
Working Hours
Our studio is open between 09.00AM - 17:00PM GMT, Monday to Friday excluding bank holidays. As a small practice, any holiday leave is planned in advance and arranged to provide little to no impact to our timeline.
Response Time
As an architect’s role requires site visits, meetings and focused design sessions, we are often pre-occupied for un-scheduled contact. We aim to respond within one working day and appreciate your patience.
Scheduled Calls / Meetings
This is your project and we believe in instilling a collaborative culture. We do this by scheduling physical meetings and virtual calls at strategic points during each stage, as set out here 
Meetings .
Studio Hours
Monday - Friday 09:00-17:00 GMT
Contact
Email : keith@kmap-studio.com
Mobile : +447595732885
Meetings
Virtual - Microsoft Teams
Physical - TBC
Frequently Asked Questions
When will the work stages be completed?
The work stages will be completed in accordance with our agreed timeline set out at the bottom of the Project Dashboard here. This can be subject to change should unforeseen circumstances arise with the project, or if additional services are requested.
Can I request additional services?
Of course, you can request additional services at any point during the process and we will review the time and costs associated with these together.
Is it possible to pause at the end of each work stage?
Yes, of course. It is common for projects to pause at the end of a work stage for you to reflect on our findings and to review the project budget.
For example, following completion of a Feasibility Study there may be design options you hadn’t previously considered, so you may pause to review the options and agree a preferred approach that is the most valuable and affordable before proceeding to planning and beyond.
What is your availability on a daily basis?
Our studio operates from 09.00AM to 17.00PM Monday to Friday, excluding bank holidays. We aim to respond to our email queries within 24 hours and, if you’d like a call, please let us know and we can arrange a time to suit both of our diaries.
How long will my planning application take?
The statutory determination period for Planning and Listed Building Consents in the UK is eight weeks. This can vary and it is prudent to allow for twelve weeks, depending on the resources and capacity of the local authority we are dealing with. Timescales in other countries will vary on a case by case basis.
Do you have a refund policy?
As our Professional Services Contract (agreed here) is a consumer contract, you have the statutory right under the Consumer Contracts Regulations 2013 to cancel the Contract within 14 days of signing and we shall refund any money received, apart from that received for any work, services or goods that the you have otherwise agreed to pay for.
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