The First Two Weeks of a Project Set the Pattern for Everything That Follows
How an architecture project is started largely determines how it will be managed for its entire duration. A well-organized project kickoff - clear roles, a realistic workplan, an established communication protocol, and an informed owner - creates the foundation for an efficiently managed project with satisfied clients and financially successful outcomes. A project that starts disorganized - with roles undefined, schedule vague, fees not allocated to phases, and the owner unclear about what they should expect - compounds these deficiencies at every subsequent milestone. The investment in a thorough project kickoff pays dividends throughout the project's life. The ARE PjM exam tests project kickoff activities as the foundation of project management competency.
Project Workplan
The project workplan is the internal financial and scheduling plan that guides how the project manager allocates fee and staff hours across project phases and tasks. It includes: fee by phase (how the total agreed fee is allocated to SD, DD, CD, CA, and other phases); hours budget by phase (fee / average hourly rate by team role); milestone schedule (target dates for each phase start and completion, owner review, permit submission, bid date, construction start, and substantial completion); staffing plan (which team members work on the project at each phase and at what hour allocation); and monthly billing schedule. The workplan is the project manager's internal target; it is not shared with the owner but is used to track financial performance throughout the project.
Project Team Assembly
Assemble the project team at kickoff: identify the project manager (day-to-day oversight), project architect (technical production), design architect (design leadership if different), and support staff. Engage subconsultants (structural, MEP, civil) early and coordinate their scope and schedule. The project manager must clearly define each team member's role, deliverable responsibilities, and hours allocation. If team members are shared across multiple projects, confirm their actual availability against competing project demands - over-commitment of shared staff is one of the most common causes of schedule slippage in architecture firms.
Owner Kickoff Meeting
The owner kickoff meeting establishes the working relationship and communication protocols. Agenda: introductions (team members and their roles); project goals, priorities, and constraints (owner's perspective - what is most important: schedule, budget, or design quality?); project schedule and major milestones; owner communication protocol (who makes decisions? who is the primary point of contact?); review and approval process (how many rounds of review at each phase? who must attend review meetings? decision timeframe); additional services scope and fee structure. Document the kickoff meeting in a written summary distributed within 48 hours.
Key Exam Points
- Project workplan: fee by phase; hours budget; milestone schedule; staffing plan; billing schedule.
- Team assembly: define roles, responsibilities, and hour allocations; confirm availability against competing projects.
- Owner kickoff: establish communication protocol; confirm decision-makers; agree on review process and milestone schedule.
- Document everything: kickoff meeting summary distributed within 48 hours; creates shared understanding and record.
- Good project starts: reduce scope creep, schedule drift, and financial overruns throughout the project life.
AREprep's PjM project management content covers project kickoff, workplan development, team assembly, and owner communication protocols - giving ARE PjM candidates the project initiation knowledge the exam tests in scenario questions about how the project manager establishes the organizational structure, financial framework, and communication patterns that will govern the project from start to construction close-out.
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