The Design Brief

An Introduction
When it comes to the creativity involved with architectural design work, there are numerous instances where a “conflict” arises between the vision a client has in their mind’s eye and the work required for everyone else to get on the same page they’re on. Clients invariably decide on one thing, then another, and then move on to something else and wonder why things aren’t going as smoothly as they should be.

The workflow between the start and desired finish begins to resemble a tangled mess of string rather than an orderly progression marked by decisive and measurable milestones.

To avoid this from happening to your project, you, the client, must do this before anything else: create a Design Brief.

In this post, I will describe what a Design Brief is, provide an example, and then describe some of the pitfalls or traps an incomplete design brief creates for you and your team (namely, from the perspective of your design professional).

The outcome is to help you, the client, prepare your project for success. Remember, this is a collaborative effort for all involved.

The Design Brief Explained

​The Design Brief describes the projects' who, what, where, and why. To the client: leave the how part to the architect, engineers and contractors to deal with once the concept is finalized.
For now, concentrate on creating the Design Brief.

Shown below is a template for a Design Brief you can use as a reference. There may be some sections that are relevant and others that are not. Maybe you can even add a few more for clarity, and if so, fantastic! But for now, using the following template will help you to develop and prepare your Design Brief:

1. Project Overview: A summary of the project, including its purpose, location, and any key features or requirements.
2. Objectives: Clear, specific goals the project aims to achieve, such as use, purpose, sustainability, aesthetic appeal, functionality, etc.
3. Client Requirements: Detailed information about what the client needs and expects from the project, including space usage, style preferences, and any specific requests. Basically, describe the problem(s) this project will solve.
4. Budget and Timeline: Information on the budget constraints (know how much you have to spend) and the desired timeline (be aware of how long it will take to complete, not how long you think is needed) for project completion.
5. Site and Context: Details about the project site, including size, topography, climate, and existing structures or landscape features. In other words, an up-to-date property survey is required. You must obtain all previous building permits and associated drawings for your property to ensure no non-compliant structures were built on your lot.
6. Regulatory Requirements: Information about relevant building codes, zoning laws, and other legal or regulatory constraints concerning flood plains, wetlands, easements, subdivision covenants, etc. Call your municipal office and give them a list of what you need for the zoning Bylaw for your property; review your property’s title and any other legal descriptions that go with it.
7. Design Considerations: Guidelines for the design process, including preferred materials, architectural styles, and other design-related preferences or restrictions.
8. Stakeholder Information: Identification of all parties involved in the project, indicating who is involved in the design process. If you already have a contractor or project manager and they will have input into the design process, then acknowledge their need to know status. If you consult your friend who is a contractor/architect/engineer and they will be whispering into your ear, best they be acknowledged as part of the team too.
9. Deliverables: A list of expected outputs for each phase of the design process, such as sketches, plans, models, or digital renderings. Remember, as the client, you do not own any of the work. You are licensed to use the work. The architect owns the work created, so don’t think it’s your design or drawing.
10. Evaluation Criteria: Criteria for measuring the project's success upon completion and close out for each stage.

The good news is the Design Brief is a living document prepared with the help of a team, but it needs to be started by you, the client.

To illustrate what is required, here’s an example of an outline for a Design Brief for an outdoor three-season room located between the house and an outdoor pool area:

Architectural Design Brief for a Three-Season Enclosed Outdoor Space
Project Overview: Renovate the existing outdoor area to create an enclosed, low-maintenance space that can be used for three seasons. The room should seamlessly integrate with the indoor eating and outdoor pool area, providing a bug-free environment for relaxation and dining during the day and evenings.
Objectives:

1. Enclosure Design: The design should include large windows or retractable panels to maintain a connection with the outdoors while providing shelter from bugs.
2. Three-Season Use: The space should be comfortable during spring, summer, and fall, possibly incorporating heating options for cooler days.
3. Low Maintenance: Materials used should be durable and easy to clean, with minimal upkeep required.
4. Seamless Integration: The design should complement the existing architecture and provide a smooth transition between the indoor eating area and the outdoor pool.
5. Functionality: The space should accommodate dining and leisure activities, with flexible furniture arrangements.

Design Considerations:

1. Materials: Use weather-resistant and bug-proof materials such as treated wood, glass, and metal.
2. Heating/Cooling: Consider installing ceiling fans for air circulation and infrared heaters for cooler seasons.
3. Lighting: Integrate ambient and task lighting for evening use.
4. Ventilation: Ensure adequate airflow to maintain comfort without letting in bugs.
5. Furniture: Select durable, easy-to-clean outdoor furniture.

Expected Outcomes:
The completed project will provide a versatile, comfortable outdoor living space that extends the usable area of the home, enhances the connection between indoor and outdoor environments, and increases the property’s overall value.

That’s a good first draft of a Design Brief. The draft is missing sections describing the stakeholders, the deliverables required, regulatory requirements to be satisfied, and deliverables to be created, but this is more than I typically have to start to work with. Usually, it’s “Here’s a photo of something we found online — make it work.”

I’m creative — not telepathic.

Traps or Pitfalls to Avoid — Unfinalized Brief Clauses
In other words, an unfinalized brief clause is inserted as a design clause contingent on something yet to be decided.

Let’s review a few examples of what these could look like:

Budget constraints: A clause stating the project must be completed within a specific budget when the budget isn’t disclosed or finalized. (The budget constrains the design.)

This is a typical trap for the architect to fall into and be made accountable for, so be wary of the “Let us worry about the budget — you just do your job” kind of thing.

Design Suitability: Clauses indicating that the design will be suitable for the client’s needs without these needs clearly being defined. Issues that require realignment with the client’s requirements can require the plan to be abandoned.

(We love this design. Can you split the house in two to create a duplex? Somehow? I know this is a new thing, but a buddy of mine said it could be done…)

Change Requests: Clauses that permit clients to make changes without clear limitations or processes that result in frequent and potentially significant alterations.

These changes disrupt the required implementation time and increase costs for the architect. The client is unwilling to pay because they justify it by reiterating that the architect doesn’t understand their needs or it’s just a continuation of the design development process (the design process now becomes very muddled as a result).

Completion Deadlines: Agreeing to a completion date before the full scope of the project is understood.

This traps the architect into delivering a solution under constrained conditions.

If multiple changes are made, revisions are required, and specifications are altered without adding to the timeline, this is a sure way to compromise the project. Only after the concept phase is completed, specifications are defined, and no more changes are introduced can the completion date be projected, not before.

In Summary
This post has introduced you to a Design Brief, its importance in defining and providing the project's objectives and outcomes providing it with a better chance of success than most. An example of a Design Brief was provided, along with some of the typical pitfalls or traps to be avoided.

My goal was to help you take those first steps forward to help you understand how you can develop a Design Brief, why it's important and how it can be used to help create the foundation for all the work that follows.

It would be great if the “How-To” shows delved into this important project phase, but they don’t, so most people outside the industry are surprised to learn about it's existence.

Good luck, and if you’ve found this helpful, let me know.