Construction Documents Coordination Matrix

It may look a little "geeky", but this matrix can be an effective tool for considering interdisciplinary coordination needs. The design disciplines for a project are listed across the top and down one side. The intersection points represent coordination between disciplines (e.g., between Civil/Site and Electrical). Seeing the possibilities in this format can help to minimize coordination gaps. On a given project, the extent and specifics of coordination will differ from point to point, and the design displines may also differ. Still, seeing an intersection point can prompt thoughts about needed coordination between any two disciplines. For example, where Civil/Site meets Foodservice, it may bring to mind the need to coordinate the locations of exterior condensing units with site work. Etc. Etc. Etc.

Looking at this coordination matrix, it is also easy to see how extensive coordination really is (and must be) on an architectural project. On some complex projects, coordination can be seen as a full time job in itself, from the coordination of consulting agreement scopes of work to the coordination of sub-trade scopes of work and the dotting of i's and crossing of t's in construction documents.

Construction Documents Peer Review

Joe Iano (see Iano's backfill ) shared with me an approach to quality review of construction documents that is used by a prominent firm where he is employed in Seattle (see the AIA 2009 Honor Award Firm of the Year Olson Sundberg Kundig Allen Architects in the May 2009 issue of Architectural Record). Joe said the firm has senior non-project staff review construction documents together with staff who developed the documents for a given project. The issues, concerns, and comments that are raised during the review can go a long way toward mentoring less experienced staff.

A similar approach could work in utilizing the services of an independent peer review architect who can review the construction documents together with the staff who developed the documents. Compared to a "redline only" mark-up of drawings and specifications, the interactive review process can include a substantive conversation that carries longer term value for the firm, while taking advantage of review expertise outside the firm.

The 50-50 Rule

Jobs vary in the proportion of time required for technical work ("stuff") vs. people work (communication, cooperation, management, etc.). Some jobs may consist of less than 50% stuff, but most jobs done effectively require at least 50% people work. If you are doing a technical job in architecture (or most any other field), and you think that your job is 100% or near 100% "stuff" and 0% or near 0% "people", you are probably not doing your job effectively, and you are probably neglecting at least 50% (the "people" part) of your job.

When you develop drawings - plans, sections, elevations, details, etc. - and specifications, you depend on other people to understand and make effective use of those drawings and specifications to produce desirable results. Your work must effectively communicate with others, be they other designers, consultants, owners, users, permitting authorities, estimators, bidders, contractors, subcontractors, material suppliers, and others. And the value of your work - especially technical work - is diminished by the extent that it does not effectively communicate with others.

While jobs do vary in the actual proportion of "stuff" vs. "people", a good approach to a technical job is one based on a consideration that at least 50% of the job is people related. That's the 50-50 rule.

More Doors and Doorways (Spain)

Doors and Doorways (Spain)

Dutchmen for a technical ground grid

Our fast-track, high-tech building project was nearly complete. The tenant's expensive computer equipment was rolling in, and the sophisticated equipment power system was being tested. Then the electrical contractor reported a problem. The technical ground grid did not test out as required. All the components were in place, but there was a widespread loss in the system. Investigation isolated the loss to the computer room raised floor system in nearly every room of the building. The grid of the raised floor system was an intended major component of the technical grounding system. Computer equipment would be grounded to the floor grid, and an electrical grounding conductor tied each room's floor grid to the technical ground rod system outside the building. Through further investigation, the contractor found that the perimeter of the raised floor system was in contact with drywall screws at the floor line, providing unplanned continuity between the raised floor system and the metal stud partition framing throughout the building. It seemed like a monumental problem, and the team had almost no time to correct it before the tenant's scheduled start-up date. An eleventh hour brainstorming session turned up a solution worth trying. Small pieces of thin plastic laminate were installed in one room to separate the raised floor perimeter frame from the drywall screws. The fix proved effective, so the plastic laminate "band-aids" were used throughout the building, and the tenant's start-up occurred on schedule.

The Architect's role at the construction site

As construction began on a building, the architect's field representative was approached by the electrical subcontractor. The subcontractor wanted the architect's approval to install all distribution conduit at a specific level and prior to construction of interior partitions and mechanical distribution systems. It sounded like a great idea, a really clean and efficient installation for the electrical subcontractor that also appeared to offer post-construction advantages for the owner. However, it did not consider other construction and schedule needs. Had the architect given the nod to the electrical subcontractor, it would have interfered with the general contractor's responsibility and authority for scheduling and coordinating the work of the subcontractors, and it would have interfered directly with the work of other sub-trades. Further, the owner had no interest in the advantages proposed by the electrical subcontractor. At best, it was a good idea for some other project.

An architect visiting a construction site can feel a rush of power as construction personnel approach with questions. "Finally," you may hear them exclaim, "someone with answers!" This is an opportunity to show your knowledge of construction, the project, and the construction documents, and it is also an opportunity to make a complete fool of yourself. You have to be careful to stay within the limits of your contractual role*, which is normally to observe construction for consistency with the construction documents and to communicate with the contractor's superintendent. This can be challenging when workers are gushing with excitement to hear your opinion about what should or could be done. A question may be valid and may warrant a prompt response, but the architect's reply should be consistent with the requirements of the construction documents, and it should be made through proper channels. You have to observe construction, but you should do what you can to avoid a claim or the appearance that you personally directed a worker or subcontractor to make a change. One subcontractor can sound very convincing when presenting a question or a dilemma, but there may be other factors, interests, and requirements to consider.

[*The architect's contractual role during construction is typically established by the General Conditions of the Contract such as AIA Document A-201 or by similar documents and/or amendments thereto.]

Masonry Design: Not-Quite-Through-Wall Flashing

Through-wall flashing is a common water management feature of masonry cavity wall and veneer construction. It is most effective if its outer edge is beyond the outer face of the wall and is turned down to form a drip edge and help water fall away from the joint under the flashing. It can be ineffective and result in leaks into a building if the outer edge of the flashing is concealed within the wall. In at least one case, a leak was attributed to flashing that stopped above the core holes of extruded brick. The design relied on the through-wall flashing to protect the building interior, but water which was intended to be conveyed out of the wall by the through-wall flashing was instead allowed to re-enter the wall and subsequently find its way to the building interior. Apparently, someone did not want to see the edge of the flashing coming out through the wall. At the time of construction it was common for the flashing to be coated with asphalt, and the asphalt coating - not especially attractive in any case - would melt under sunlight and over time it would drip and stain the face of the wall below. More attractive materials are widely used today, including drip edges of proprietary compositions or even stainless steel. The more attractive materials are likely to be more expensive. However, stopping the flashing within the wall may be the most expensive option of all, considering the possible costs of leak remediation.

Change Order Process Diagrams

Comment on this post to request a pdf copy of these process diagrams.

Email is Snail Mail for some

We all have our preferred means of communication, and we are inclined in this digital age to think that faster is better. But, in some situations, exclusive use of lightning speed technology may actually delay communication. The growing popularity of email years ago gave rise to the derogatory term "snail mail" to describe older and slower postal service or even "express" systems for delivery of hard copy mail.

But, for some, "snail mail" still beats email. In one situation an executive who touts his company's use of computer based technology remains reluctant to make personal use of it. Sending this CEO an email message actually guarantees as much as a 2-week communication delay. His orders to his assistant - who actually receives his email - is to print it all out once every two weeks and put it into his in-box in a neat stack. He may then read it along with letters, magazines, advertisements, and other mail.

This may seem like an extreme case these days, but it illustrates the importance (and advantage) of utilizing several means of communication to deliver a message. Don't forget face to face conversation, the telephone, the postage stamp, arm waving, signing, the bullhorn, and other potentially effective ways to deliver a message. (See also Practice the Hand-off.)

Can you recognize a flat tire?

One architect, when interviewing prospective employees, would typically say, "You may have to mow the lawn sometimes." There wasn't much lawn to mow around that office, but the statement was an effective way of saying that we all have to pay attention to practical matters, and that may mean doing a few things that are not on your personal career agenda. In the midst of rapidly advancing technologies, practical awareness and practical skills continue to be important and useful.

Specialization and automation risk some loss of practical awareness. As we come to rely more on technology and automatic systems, we can lose our internal ability to recognize a problem. The recent addition of a tire pressure monitoring system (TPMS) as a feature on automobiles exemplifies such a risk. While TPMS may signal a loss of tire pressure that is not obvious to an observer, the presence of TPMS is likely to lull a driver into thinking that it is not necessary to consider the condition of the tires before traveling. Then, if the TPMS malfunctions and does not signal the driver of a loss of tire pressure, there is a risk that the driver will continue to operate a car with an under-inflated or flat tire, possibly damaging or destroying the tire...or worse. "Hey! The TPMS didn't tell me there was a problem!" With or without TPMS, a driver needs to recognize the symptoms of a low or flat tire and to react appropriately. One of the long term effects of systems like TPMS may be TLOA (total lack of awareness).

GPS, spell-checker, and CAD (see CAD doesn't care) are other examples of helpful technologies that may, as a side effect, reduce our internal awareness of problems. In a similar way, BIM (Building Information Modeling) offers the promise of more ways to consider a building project in its formative stages, but it will still fall to the operator or viewer to recognize a problem that needs to be corrected (see What's wrong with this picture?).