Table of Contents

• Introduction
• Architect Drawings Coordination
• Residential RFI Process
• Design Change Management
• Specification Review Checklist
• Frequently Asked Questions
• Conclusion

Introduction

On real-life renovation sites, friction with designers usually shows up as late answers, missing details, and drawings that don’t match site conditions. Why care? Because every unanswered question adds risk to schedule and margin. Here’s how to align early, ask better questions, and document decisions so you build faster and get paid without drama.

From kitchen refits to full-flat overhauls in France, Italy, or Spain, the play is the same: clarify scope, lock technical details, and keep one reliable thread for decisions. Below is a field-tested framework with checklists, time targets, and talk tracks you can start using this week.

Field insight: Across small residential jobs, we consistently see 10–15% schedule creep driven by late decisions and midstream design shifts. Tight coordination cuts that in half.

Architect Drawings Coordination

You don’t need fancy BIM to avoid mismatches. You need a short, sharp routine where you and the designer agree what’s “issued for construction,” how updates are shared, and who confirms site dimensions before ordering.

1. Define one “current set” from day one.
   • Label the file set and date. Archive older versions in a dated folder.
   • Ask for a summary sheet that lists all drawings included in the set.
2. Run a 60-minute page-turn.
   • Focus on structural, MEP, and finishes interfaces: ceiling heights, door swings, tile-to-floor transitions, shower drain position, kitchen appliance clearances.
   • Mark “decision needed” boxes, each with a name and due date.
3. Verify dimensions where tolerances are tight.
   • Wet rooms, built-ins, and glazing pockets are common hotspots. Don’t order bespoke items until site checks are logged.
4. Freeze critical paths by date.
   • Example milestones: underfloor prep, partition closure, and stone/solid surface lead-off. If details aren’t confirmed by those dates, flag cost/time risk in writing.
5. Agree an update rhythm.
   • Weekly 15-minute sync or a fixed drop every Tuesday. Same time, same link, same agenda.

Reasonable targets: a 48–72 hour turnaround for detail questions, and drawing updates issued within five days of an agreed change. If that can’t happen, protect your dates (and margin) with clear written impacts.

CTA: If you want one place to keep versions, mark decisions, and share updates with clients, start a project in Donizo. You’ll keep drawings, notes, and approvals in one timeline your team can actually follow.

Residential RFI Process

Big jobs formalize Requests for Information. On residential projects, you want the discipline without the bureaucracy. The goal is simple: one question per item, a clear photo or sketch, a suggested answer, and a deadline.

1. When to raise a question
   • You hit an ambiguous note on finish transitions, fixture positions, ventilation routes, or load paths.
   • A product is discontinued; offer two viable alternates with prices and lead times.
2. How to write it so you get fast answers
   • One-line subject: “Bath wall niche height – master shower.”
   • Body: What you found (with 1–2 site photos), what the drawing says, your suggested fix, and a date when you need the answer to avoid delay.
3. Time targets that keep sites moving
   • 2 business days for routine clarifications.
   • 5 business days for items affecting structure/services.
   • No answer by the due date? Escalate to the owner with the recorded impact.

Independent benchmarking in building projects puts median response times around one to two weeks; on small homes you can do better with tight scoping and suggested answers. For anything that affects price or time, confirm in writing what’s included and what moves to a priced variation approved by the owner before proceeding.

Pro tip: Batch questions every 48 hours instead of drip-feeding. Designers respond faster to a tidy list than a dozen scattered messages.

Workflow note: We measure teams saving 5–10 hours per week when questions, photos, and approvals live in one thread tied to each job. That’s exactly why we built Donizo to centralize communication, attach client notes, and track history without hunting through chats.

Design Change Management

Design shifts kill schedules when they’re casual. Treat them like mini-projects: define what’s changing, why, the effect on time and cost, and when the decision is locked. Keep it short, clear, and signed off.

1. Trigger
   • Homeowner swaps the countertop, moves a door 200 mm, or adds a niche. The designer proposes a revised detail.
2. Impact scan (15 minutes)
   • Materials: availability, restocking fees, wastage.
   • Trades: rework, extra visits, weekend work.
   • Schedule: new critical path? Lead times?
   • Compliance: ventilation clearances, fire, waterproofing.
3. Price and time
   • Give a simple breakdown: labor hours, materials, disposal, access/setup, plus overhead and mark-up. Add days required and the new milestone date.
4. Decision window
   • Set an expiry date so you don’t hold the program open.
   • Note any knock-on deadlines (e.g., stone shop drawings need sign-off by Friday).
5. Close the loop
   • Archive the old detail, stamp the new one “approved,” and inform all affected trades. Update the program and order lists.

Avoid common traps:

• Informal “go aheads” on site. If it changes price or time, get written approval first.
• Ordering to “save time” before the detail is frozen. You’ll pay twice.
• Not warning about lead-time resets. A different finish may add weeks.

In France, Italy, and Spain, private residential contracts lean heavily on clear written approvals to avoid disputes later. Keep your language plain and factual, with before/after photos and the revised detail attached.

Specification Review Checklist

Most rework comes from hidden assumptions in spec notes that don’t match the space or the budget. Run this 30-minute review before first fix and again before ordering finishes.

1. Structure & moisture
   • Substrates: flatness, moisture readings for flooring, shower walls plumb and square.
   • Waterproofing: membrane type, upstand heights, compatible adhesives.
2. Services
   • Ventilation routes and noise ratings, power for appliances, lighting dimming types, transformer locations.
   • Water treatment, isolation valves, access panels where needed.
3. Finishes
   • Tile formats and grout joints, trim profiles, edge protection.
   • Timber grades, acclimation time, and finish type (oil, lacquer).
4. Fixtures & fittings
   • Clearances for doors, drawers, and sanitaryware.
   • Mounting heights agreed in millimeters with the client (one sheet with every height avoids site debates).
5. Tolerances & quality
   • Agree visual standards: lippage limits, paint coverage, acceptable variation under normal light from 1.5–2 m viewing distance.
6. Logistics
   • Delivery access, lift sizes, parking, waste removal plan, working hours in apartments.

Template you can adapt this week:

• One-page matrix with columns: “Item,” “Decision,” “By Whom,” “Due,” “Approved.”
• Put it on the wall of the site office and in your project hub so the latest version is obvious.

When you spot unclear or unavailable items, propose two alternatives that maintain the design intent at different price points. Designers appreciate options that are buildable and in stock.

Quick Comparison: Where Coordination Fails vs. How To Fix It

Frequently Asked Questions

How do I keep the designer and owner aligned without endless meetings?

Use a weekly 20-minute stand-up with a fixed agenda: open questions, decisions due this week, and risks. Send a one-page summary with photos and next steps. Batch decisions and keep them in a single timeline everyone can open on their phone.

What’s a fair response time for detail questions on small projects?

Aim for 48–72 hours for routine clarifications and five business days for items affecting structure or services. Set the expectation on day one and include due dates in every question. If time is up, escalate with a written note of the schedule impact.

How do I price a design revision without losing trust?

Be transparent. Show labor hours, materials, access/setup, disposal, overhead, and mark-up, plus the days added. Attach the revised detail and before/after photos. Give an expiry date so the program isn’t left open. Get written approval before ordering.

What should I document to avoid disputes later?

Capture the current drawing set, dated decisions, site photos before covering work, material approvals, and any change approvals with price/time noted. Keep everything in one place tied to the job so you can retrieve it in seconds if questions arise.

Conclusion

Working smoothly with designers isn’t luck—it’s a routine: agree the current set, ask tight questions with deadlines, freeze critical details on time, and document choices the way you build—clean and solid. That rhythm shortens programs, cuts rework, and keeps client confidence high.

If you’re ready to centralize drawings, questions, decisions, and approvals without adding admin, run your next job in Donizo. We’ve watched small teams across France, Italy, and Spain save 5–10 hours a week while protecting margins and speeding up client sign-offs. Open a project, invite the architect, and make your next renovation the calmest one yet.