Updated December 2025

Architect's Guide: Agile Scope Management & Fee Protection Protocol

Contract Baseline & Exclusions

Defining the rigid perimeter of the base contract before design begins

  • Define specific number of design iteration rounds (e.g., 3 per phase)
  • Explicitly list 'Excluded Services' (e.g., 3D renderings, interior styling)
  • Establish a clear 'Stop Work' threshold for non-payment events
  • Set 'Decision Deadlines' clause for client feedback turnover
  • Include a 'Material Volatility' clause for 2026 supply chain pricing
  • Define exact deliverable formats (PDF vs. CAD/BIM ownership)
  • Specify the exact number of in-person site visits included
Pro Tip: Standardize your 'Hourly vs. Fixed' breakdown. Any client meeting over 60 minutes should automatically trigger a billable hourly tracking code if not explicitly in the fixed fee cap.

Client Communication Governance

Structured channels to prevent text-message creep and informal instruction

  • Designate one primary 'Decision Maker' if client is a couple/group
  • Establish a single channel for official instructions (e.g., project portal, not WhatsApp)
  • Set 'Blackout Hours' expectation (no responses weekends/after 6 PM)
  • Implement a weekly 'Status Email' template to bundle small questions
  • Create a 'Parking Lot' document for out-of-scope wishlist items
  • Require written confirmation for any verbal site instruction within 24 hours
Pro Tip: Use an auto-responder on weekends that links to your FAQ/emergency protocols. It trains clients to respect your operational hours immediately.

Design Iteration Control

Managing the Schematic Design (SD) and Design Development (DD) flux

  • Present strictly two (2) distinct initial concept options
  • Require signature sign-off on SD floor plans before DD elevation work
  • Track 'Option Creep' visually showing design evolution vs. budget
  • Limit finish material selection rounds to two sets of samples
  • Mandate 'Cost Check' estimates at end of SD and DD phases
  • Freeze all structural grid changes prior to Construction Documents (CD)
Pro Tip: Never show a 'Option C' merely to be helpful. If they reject A and B, 'Option C' is an Additional Service. This preserves the value of your initial design synthesis.

Change Order Defense Mechanisms

Systems to identify, quantify, and charge for late-stage changes

  • Utilize a 'Potential Change Order' (PCO) log visible to the client
  • Attach fee values to time delays caused by client indecision
  • Require 'Change Directives' to be signed before drafting work begins
  • Flag 'late-breaking' appliance changes that impact cabinetry dimensions
  • Isolate electrical/RCP changes requested after permit submission
  • Maintain a separate folder for 'Owner-Requested Changes' vs. 'Field Conditions'
Pro Tip: A 'Zero-Cost' change often incurs administrative costs. Charge a flat 'Administrative Processing Fee' ($150-$250) for processing purely cosmetic changes during CDs.

Construction Admin (CA) Boundaries

Keeping the architect's role strictly to observation, not supervision

  • Clarify 'Means and Methods' are strictly the Contractor's liability
  • Limit RFI response times to standard business days (48-72 hours)
  • Reject incomplete product submittals without review ('Return Not Reviewed')
  • Document site observations with photos linked to plan markers instantly
  • Require Contractor to propose solutions in RFIs, not just ask questions
  • Enforce the distinction between 'Site Visit' and 'On-Site Meeting'
Pro Tip: Your field reports must use neutral, observational language. Use 'observed deviation from plan' rather than 'contractor error' to maintain professional liability insulation.

Closeout & Retainer Operations

Finalizing the project file and ensuring final profitability

  • withholding of final deliverables until final invoice clearance
  • Secure 'Certificate of Substantial Completion' prior to owner move-in
  • Execute a formal 'Handover Walkthrough' distinct from punch-list generation
  • Archive BIM models and DWG files in 'Read-Only' formats
  • Issue final lien waivers only upon confirmed receipt of funds
  • Request professional photography scheduling within 30 days of completion
  • Debrief internal team on 'Profit Leaks' for this specific project
Pro Tip: Do not release the CAD/BIM source files unless explicitly paid for as an 'Intellectual Property Transfer' additional service. The PDF is the instrument of service; the model is your IP.

Frequently Asked Questions

How do I bill for 'quick' text messages from clients?

Do not bill individually. Instead, log them as 15-minute increments in your time-tracking software and aggregate them into a 'Communication/Administration' line item on your monthly invoice.

What is the best way to stop scope creep during Design Development?

Implement 'Hard Freeze' milestones. Require a physical signature on the floor plan and exterior elevations before beginning any interior detailing or electrical layouts.

Can I charge for rework if the client changes their mind after sign-off?

Yes, and you must. Reference the specific 'Sign-Off Date' in your contract and issue an Additional Service Request (ASR) before starting the rework drawings to establish professional boundaries.