Who’s in charge?
If you’re planning a major project, you can save time, money and angst by employing a project manager. But is it worth the expense? And could you do it yourself?
IIt sounds tempting, the idea of running your own renovation as a project manager. But the problem, argues Robin Batchelder of project management company The Self-Build in Northampton, is that the role has no clear definition. ‘There are so many variables to consider, and no agreement of what “project management” actually is,’ he says. ‘There are degrees of involvement, but you have to work out what’s right for you.’
PROJECT ESSENTIALS
• The secret to a successful project is preparation, and that’s where a project manager comes in. They’re responsible for keeping costings down, engaging tradespeople, managing timescales and getting any necessary permissions.
• This is followed very closely by communication. Somebody has to make sure that all those involved understand their roles and that the contractors understand the client’s expectations, so the project manager can be the point of liaison between everyone.
THINGS TO CONSIDER
Before you decide whether to employ a project manager, ask yourself these questions:
• How much input are you planning to have – an overall steer, or day-to-day involvement? • Do you have a favoured builder or main contractor in mind and, if so, is the project manager happy to work with them?
• Have you been clear about the roles of each tradesperson you’re thinking of using? Some may consider project management to be part of their job, especially if one of them is sub-contracting some services – such as painting and decorating or groundworks – to other firms. If necessary, create a list of all the responsibilities each individual is prepared to undertake – this could have a significant impact on the time a project manager would need to spend on your job, and therefore the cost.
• If you’re using an architect, how much impact will they have on the project?
Then if you believe that a project manager would be the best person to keep your job running smoothly, on time and within budget, use these pointers to help you find the right one.
• Do they have experience on a project of this scale, not just financial, but in terms of complexity of structural or engineering works?
• Imagine a few worst-case scenarios – a long period of heavy rain, for example – and ask your intended project manager what their strategy would be in this case.
• Does the project manager come highly recommended, ideally by at least three independent sources, and would you have the chance to visit a satisfied client to check out their work for yourself?
• Above all, trust your gut instinct. Do you feel happy allowing a particular individual to run your renovation project?
KNOW THE GOING RATE
Robin suggests that a fixed fee for all preparatory and pre-contract work is a good plan, moving on to an hourly charge or day rate once work starts on site. Rates vary enormously around the UK, so the ‘percentage formula’ at least gives a benchmark figure to work from.
‘For a renovation that involves structural alterations, perhaps an extension, I’d suggest somewhere between 7.5-10 per cent of the contract value,’ says Robin. ‘So if your build-cost budget is £50,000, this would be between £3,750 and £5,000, plus VAT. For a major renovation, barn conversion or similar, I’d expect the costs to be anything between 10-15 per cent of the contract value.’ However, Robin adds that, if possible, you should agree a sum for the initial work on a performance rather than percentage basis – otherwise there’s no incentive for your project manager to keep costs to a minimum! This is where checking references is important, to ensure you’re not paying over the odds.
Then during the build itself, agree an hourly/ weekly/daily/monthly rate, with an incentive to bring the project in on time and on budget.
COULD I DO IT MYSELF?
Becoming your own project manager is certainly a challenge, and running the job yourself keeps down costs. But what qualities do you need to make it work?
Property expert Kate Faulkner, who runs the Property Solutions consultancy, propertysolutions.co.uk, has come up with a useful checklist. Ask yourself the following: • Do you have the ability to research products and services, attention to deal, motivational skills and endless problem-solving patience? • Can you easily step back from an argument and mediate between different parties, rather than taking one side or the other?
• Are you good with managing money, meticulously organised and adept at filing receipts and invoices?
• As it’s your project, can you trust yourself with the budget and not be tempted to splurge the contingency fund on that designer light fitting you found in a sale?
• Are you able, with any other commitments you might have, to be on-site all day, and happy to be contacted by contractors and suppliers at evenings and weekends?
• Can you afford to give up your job, or other commitments, for several months?
• Do you have the legal and technical knowledge to find concrete solutions to issues relating to planning and construction?
• Do you have good contacts with relevant trades, architects and structural engineers, and enough persuasion to get them on-site and on side, even when conditions are tough or serious problems arise?
• Can you create a schedule that includes factoring in long lead times for delivery and installation of key items such as doors and windows?
• Are you physically fit and prepared to work outside in all weathers?