Winning the Game of Telephone

You've probably played the game where someone whispers a phrase into the ear of the person next to them, and that person does the same. The phrase passes through multiple people before the last person reveals their guess at the original phrase. It's entertaining because the phase always gets translated incorrectly and often hilariously.

As we start looking at roles and responsibilities, keep this game in mind. Building a house is not unlike the game of telephone. Your vision of the home is like the initial phrase. That phrase then passes through multiple people, like the architect, builder, engineer, and more.

Like the game, the challenge is for the phrase to be translated correctly as it's passed from person-to-person.

If everything works perfectly, the house is built exactly as you envisioned it and at the cost you expected. Unfortunately, that's rarely the reality. House projects are too big and complicated for that kind of accuracy. More often, things get lost in translation.

I use this example because it represents the biggest overall challenge in the project: clear communication. It is there every day, with every page of plans, with every discussion, and every decision. Overcoming the challenge requires dedication and attention from everyone on the team.

As you read the roles and responsibilities below, keep the game of telephone in mind and consider what you can do to be sure that the translations are accurate.

Project Roles and Responsibilities

The secret to success in home construction is working with a good team. They can turn your vision and ideas into a structure that’s safe, strong, beautiful, and livable.

As you get started, it’s important to know the major players and what you can expect from them. The primary team usually includes:

• Homeowner
• Builder or General Contractor (including subcontractors)
• Architect (or Architectural Designer)
• Engineer
• Interior Designer

Your work with these roles will change over time. While every project is different, you can think about the project like this:

Let's dive a little deeper and look at the roles of the major players on the project and what you can expect.

Homeowner

As the homeowner, you have a powerful role to play. To keep the project running smoothly, you will need to use that power selectively. Because you’re funding the project, the buck stops with you. Ultimately, you’re the decision-maker and can choose to change course midstream, remove a team member, or stop the project altogether. I don’t recommend any of those things, but they occasionally happen. 

As the homeowner, you'll have multiple roles to play:

The Decider

There will be roadblocks, ambiguity, and dilemmas that have the potential to waste valuable time, money, and energy. You can help the project keep moving forward by being decisive. Many projects go off the rails because the homeowners get analysis paralysis. Do what you can to make decisions quickly and stick with them.

The Cost Approver

Some of the problems you encounter will cost money to resolve that is not in the budget. Your job is to learn about the problem, ask about potential solutions, help identify the path forward, and the potential costs involved. You may have a choice of paths, each with a different price tag and level of integrity/beauty, etc. What you approve is what will get built, and what you'll be billed for later.

The Communicator

As the homeowner, it’s important for you to communicate clearly and consistently. This can be challenging when there is ambiguity and you don't feel confident. When possible, meet face-to-face to solve problems. If you have visuals, like photos or drawings, use them. Ask for advice from the team, including subcontractors and the architect. Use this guide to plan and prepare so that you can anticipate questions and have clear answers ready.

The Inquisitor

No one expects you to know it all. If something needs clarification or you need more information to make a decision, ask questions. It's in your best interest to learn what you can about what's happening and why. Consider keeping a list of questions to ask and don't be bashful. The team expects you to ask and wants to help.

The Time Saver

It's normal to become friends with the on-site workers. Understand that every minute that you are talking to them is a minute they are not building your house. On-site discussions are needed and often fruitful, but keep in mind that the workers are on the clock, whether they are talking to you or not. Be respectful of their time and your money.   

The Foundation

Consistency matters. This means having a plan and sticking to it. There is always the potential for changes and redirection, but you can help the project go smoothly by being prepared and limiting the number and scale of changes that you introduce. This requires forethought and planning.

The Appreciator

The perceptions of the homeowner matter to the construction team. It's important for you to show an interest in their work and share your appreciation when it's warranted. A few compliments can go a long way.

The Worker

If you're a hands-on person, you may have the potential to work on the house along with the team. This is casually referred to as “sweat equity” and it can take a variety of forms. Most of the phases of construction are best left to the professionals, but if there are tasks where you have some experience, it's difficult to find a professional, or your team could use an extra hand, the team, and your pocketbook, might benefit from your efforts.

Some examples are basic painting/staining, and repetitive tasks like simple nailing. Sometimes, just being the clean-up sweeper at the end of each workday can be valuable. Ask your contractor about what’s possible and useful.

What If I Can't Be There?

It can be helpful to be near the construction site so that you can visit often and have face-to-face discussions. However, if this isn’t possible, it shouldn't be a worry. Many homes are built without owners on-site on a regular basis. Thankfully, technology now makes it easy for a contractor, for example, to share a video of a task that needs your input.

The General Contractor

The General Contractor, or “GC”, is the boss of the project and the person responsible for its completion. When it comes to bringing in workers to complete the various phases, they run the show. You’ll work closely with them on most phases. Having a good relationship built on trust and clear communication is an important factor in the success of the project. 

The Project Manager

Think of the GC as your project manager. It’s their job to have a handle on budget, schedule, materials, human resources, and more. Each GC has a different work style, but they should all be licensed, insured, and have experience managing construction projects. 

The Contractor

Your GC will likely complete your project with the help of other, more specialized contractors, or “subcontractors”. These are professionals and skilled workers who complete parts of the project like masonry, cabinetry, hanging drywall or installing a roof. The subcontractors answer to the GC, who approves their work.

The Coordinator

Most construction projects are based on a chain of events. For example, the drywall can't be installed until the electrical and plumbing rough-in is complete. The GC has to decide when to order the drywall, where to store it, and what schedule works for the installers. This coordination is key to keeping the project on track.

The Problem Solver

Most GCs have worked on a wide variety of homes and have encountered a long list of problems. They will likely take the lead on whatever problems come up and work to make them right. It's part of the job.

Here's how Drew Reed, a GC with over 25 years of experience, described his work.

The GC's Superintendent

If your GC has multiple projects, they may not be working on your house every day. In these situations, you are likely to work with an employee of the GC in the role of superintendent or foreman. This is the on-site manager of the build who works closely with the GC, the GCs other employees, and subcontractors. They are often in charge of the site and may work directly with the homeowners on some decisions.

The superintendent is likely to be a capable builder and carpenter who is able to manage the details and finish work. In many projects, the craft of finish carpentry is what makes a home feel complete and beautiful.

Homeowner Monique put it this way:

Types of GCs

GCs can vary widely. A few general types to know about:

Lone Wolf

These contractors generally work alone and do a majority of the work themselves, or with help from one or two workers. The GC may not have staff to help with organization or billing, which means they might handle it all themselves. Without the overhead of a large organization, this type of GC may be slightly more affordable, and have a slightly longer timeline. Keep in mind that being more affordable doesn't necessarily mean lower quality. Many skilled builders prefer working without a large organization.    

Small Team

This is probably the most common type of GC. Here, the GC manages a small team and may participate in the hands-on work, along with managing the project. You’ll work with the GC directly on the project, but they may or may not be on-site every day. These teams may have systems in place for project management, budgeting, and billing. 

Large Team

This type of GC is often an experienced contractor who manages multiple projects at once. They have teams of employees and an on-site foreman who is responsible for each site. They may do some hands-on work, but are mainly project managers and problem solvers. The construction company is likely to have staff to help manage the administrative side, reporting on budget and process. 

We’ll talk more about working with the GC a bit later.

Architect

Most custom homes will need the services of an architect and I would not build without one. You can think of them as the designer of your home. They can take your creative brief and transform it into plans that set the course for the project. These plans are the source for the entire build and give the GC and subcontractors the specific information they need to get it right. 

It’s easy to assume that an architect is primarily concerned with aesthetics and materials. And it’s true, their work is essential in creating a balanced and beautiful design. But they also design how the home fits together, from the ground up. They provide the plans for how the roof is supported, how the foundation is laid, and where the electrical outlets are located. They may also provide drawings for built-in cabinets and more. 

Some architects will price by the project with a number of iterations or hours included. Others will charge by the hour. They will work on preparing a set of plans that you can use when discussing the project with GCs.

Your Work with an Architect - The Parti

In the early stages of the project, you and the architect may look for themes or ideas that capture the overall design concept or organizing principle. This is often referred to as the parti [par-TEE] of the building. One way to think about this is the first impression of the finished house and what images it evokes in the imagination.

The architect may sketch ideas for the home in an effort to establish the parti. This may include names that evoke the image, like stacked boxes, overlapping panels, snowy cave, or forest palace. This vision of the future can help inform other decisions, like what kind of siding should be on a forest palace.

As I mentioned previously, architects are concerned with the whole house and that includes how the house looks from the exterior and how it fits into the environment around it.

The examples below represent a few factors that may be considered:

The examples above are not comprehensive but are examples of how an architect may approach the initial vision of your home.

• Size - The overall volume of the home when viewed from the exterior
• Shape - The basic outline of the exterior, including rooflines
• Scale - The size and shape relative to what is around the home (including other homes)
• Proportion/Balance - How the major parts of the house relate to another, or not, in terms of size and shape.

Your Work with an Architect - The Program

Architects are often trained to think in terms of the "program", which defines the scope of the work and what will be designed. While every architect is different, the program usually involves in-depth discussions with homeowners about what you want in a new home, how you expect to use it, your lifestyle, and more.

The livability of your future home comes from this phase of the project and it's important for you to approach it with knowledge and care. The context, forethought, and understanding you bring to the table will help ensure the program reflects your needs and vision for the home.

From Matthew Frederick, in 101 Things I Learned in Architecture School, speaking to fellow architects about the importance of the program and how it connects to activities in the home:

As we did with the role of GC, here are a few ways to conceptualize the role of an architect.

The Visionary

Architects, more than anyone on the project, understand the final product. They develop a vision for the home and how to achieve it via building plans and models. This includes translations of how it's intended to look, work, and feel when it's complete.

As the owner, your relationship with the architect is an important one. In the best scenario, the owner and architect share the same vision of the house and can use that vision to make decisions about details and finishes.

The Designer

House projects are often overflowing with decisions that must be made. Some are purely structural and make the building safe. Others are aesthetic or based on how something will look or feel. Architects operate in both worlds, but pay particular attention to design. They are trained in the field of design and what factors make homes beautiful and coherent.

As the chief designer, the architect may be involved in a variety of aesthetic decisions, from the pattern of the siding to the height of the trim and the color of the paint. They own the overall design direction and can use it to make decisions large and small.

The Permit Planner

Once the project is underway, your architect will be focused on preparing your building plans for bids from GCs. Then, the work will be focused on getting a building permit from the local government. This usually requires a “permit set” of plans that is one of the first big deliverables of the project.

The permit set is usually submitted to the local government and reviewed to ensure that it meets building regulations, among other things. If changes are required, the architect will make them. Once the plans are approved, the construction can begin and the architect’s job transitions.

The Specialist

The job of the architect doesn't often end with the building permit. Projects can benefit from architectural plans and drawings that are not legally required. This can include sketches or designs for specific features like a fireplace or window trim. The degree of their involvement is often up to the owner. GCs may have team members who can also work with owners to complete special projects.

The Consultant

Once the house is coming to life and your focus switches to finishes like flooring, cabinets, etc., your architect may have input on these elements and what might fit best for your home. Most residential architects are designers at heart and are likely to have ideas and input for nearly every part of the house. 

A Note on Budget Considerations

Architects should be aware of your budgetary constraints and be willing to work within them. However, the architect does not often manage the construction process and may not have access to current pricing for labor and materials. This sets up a common problem. The architect designs the house, but the GC has to make it happen within the budget. This puts the GC in a difficult position. Your favorite feature of the house may cost far more than you or the architect imagine. To make it happen, something has to give.

These kinds of competing priorities can make for a volatile situation that wastes time and money. You, as the homeowner and financier, play a vital role in making the call that resolves the issue, often through compromise. If the builder can't make a design work within the budget, you'll have to change the design or change the budget.

Overall, your architect will be your central point for the design of your home. They will work with you to ensure it fits your needs and looks beautiful. As issues come up, they will be able to propose solutions.

Structural Engineer

One of the most important factors in home design is safety. The home must be built to local codes and be able to withstand the local environment. This usually requires structural engineering. Before plans are submitted for a building permit, they are sent to structural engineers who provide specific guidelines about how the structure is to be constructed.

Once the engineering is complete, they will affix a stamp on the plans that says they have been reviewed and approved by a structural engineer and are ready for building. The plans may not be able to advance in the permitting process without that stamp, so it’s an important step in moving forward.

Your architect is likely to have existing relationships with engineering firms or independent structural engineers. It may help to ask around and ensure they’re a good fit for you.

The Bottom Line

Structural Engineering is one of the most pivotal and important roles on the project. Because of their training, specifications, and calculations relating to safety, they often represent the bottom line when it comes to what is required in terms of a home's structure. A structural engineer's specifications are like doctor's orders. They hold the authority.

It works like this... The homeowner, builder, and architect work together to plan the home and create a set of drawings that represent the desired design. This might include specifications about the overhang of the roof, the size of the deck, etc. The structural engineer takes the designs and calculates what materials are required to achieve them. This might include the size of the deck joists and how far apart they should be placed.

In this way, the specifications of the structural engineer have a direct connection to the budget. Their input is what makes the final decision on what materials need to be ordered in order to achieve the desired design.

Matthew Frederick described the role of engineers this way in 101 Things I Learned in Architecture School.

Cost Control and Value Engineering

The engineer's specifications has the potential to cause the project to go over your budget. In this case, the homeowner and architect may need to regroup and look for changes to the design that can lower costs. The problem is that this is also an expensive activity. Redrawing the plans and resubmitting them to the engineers for new calculations can quickly eat any savings achieved by the new design.

Be aware of the concept of “value engineering” which achieves a similar design outcome, but prioritizes cost over materials or aesthetics. If cost control is important to you, it may be helpful to set an expectation that you'd like value engineering.

See the Flattop Story at the end of this chapter for more on value engineering.

Interior Designer

You may also work with interior designers who are involved in the planning and design of the home. A designer is likely to focus heavily on your lifestyle and how the house can be designed to support it. In this way, interior designers may be your best ally in building a home that's livable for you.

Interior designer Goff Christian had a number of useful ideas for finding and working with an interior designer.

How to choose a designer that's right for you:

How an interior designer may work with you on your home's design:

How interior designers can work productively with owners and architects:

As you can see, interior designers can play a valuable role in the design of your home.

Residential Landscape Architect / Landscape Designer

Think ahead about your landscaping. This doesn't mean you need to have budget for the landscaping work now. Many homeowners are just trying to make their house budget work now, and will think about landscaping budget after the house is finished. That's completely fine and sometimes necessary. If you're planning on having a professional design the landscaping now or in the future, what's important in the beginning and during plans discussions is having them spend a few hours reviewing your site plans with the architect. These key discussions can help your design take advantage of outdoor features and create a cohesive design with the house structure.

If a professional is brought in after the house is complete, they can most likely still do their magic, but there may be opportunities that were missed. There might have been a view corridor created or a water feature that could have been part of the house. Pathways could have informed where entry doors should be placed. There may also be cost savings in having landscaping work done at the same time.

Landscape architects must have a bachelor's and/or master's degree and be licensed in the state to have that title. Many work on commercial or public projects, and some focus on residential properties. They have expertise is managing irrigation and drainage, steeper slopes, retaining walls and other outdoor structural elements.

A landscape designer does not need to have the degree or the license, though many do have some formal education in the field. Landscape designers tend to focus on residential properties.