EPISODE: 008 - STAGE 6 - HANDOVER

BYTNAR - TALKS

EPISODE 008 - STAGE 6 - HANDOVER

This episode is for people who want to know more about the process of project design and delivery.

If you ask yourself questions:

• What is the handover in the construction project?

• Why is handover an important step in the construction project?

• What happens during the handover?

This episode should give you a broad idea of how the construction stage of the project in Architecture Engineering or Construction is concluded leading to completion.

LET'S TALK ABOUT YOUR PROJECT

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This is Bytnar Talks: The Engineer Takes on Construction, Episode 8

Hi, I'm Piotr Bytnar.

Each day, I help my clients plan and design building projects through Bytnar Limited — a consulting Chartered Structural Engineers practice.

My biggest passion, and the cornerstone on which I've built my business, is finding clever solutions for construction projects. I am a chartered structural engineer and a budding software developer, so you can rest assured that I will strive to talk about the best practices and the use of new technologies in the industry.

And if you're embarking on a construction project, or are involved in planning, designing, and building the world around us — you'll find this podcast useful.

This episode is about Stage Six of the Plan of Work, called:

[Music]Handover

Hi there, on the other side of the speaker!I'm glad you've popped in to find out more about the Plan of Work.

For the past seven episodes, we went on the journey of project commissioning (a.k.a. briefing), then designing, and construction stages of the project definition process.

The building is now in occupation, but there is still a little bit more to tie up together before we can call it a day.

But let me start by recapping the last episode.

In the last episode, I told you that in Stage Five — Construction and Manufacturing, the roles of engineers and architects are diverse and pivotal.

We act as project custodians and troubleshooters, and we take on the responsibility of overseeing the construction process, hopefully with enough precision and expertise to make it a success.

Consider us the conductors of a construction symphony, meticulously ensuring the realization of our design vision.We address unforeseen challenges, adeptly manage on-site queries and change requests, while safeguarding the fundamental integrity of the building.

Our daily tasks encompass:

• Diligent progress tracking

• Stringent quality assurance

• Effective management of construction contracts

— demonstrating a commitment to excellence and keeping sustainability targets on track.

In our capacity as engineers, we play a crucial behind-the-scenes role, ensuring the seamless execution of various components — from reviewing temporary works to facilitating a handover. Our contributions are integral to the project’s overall success.

I picked up on procurement routes from a high-level perspective and told you how different options — like the traditional route, the design and build approach, and the management route — change the way projects are delivered.

The strategic decision upon which way to go at the briefing stage will significantly influence the structure of our team and the trajectory of the project.

But whichever way we choose, we can fall back on the guidance of the Plan of Work, which — by the way — is not mandatory, yet indispensable.It helps us steer the project with precision, avoiding unnecessary deviations and ensuring a methodical and successful journey from initiation to completion.

After all, what I like to say is:

A well-defined path, a well-planned journey, is preferred over an unpredictable adventure — especially in the definition and construction of construction projects.

All right then.So what else is there to consider — after all, the building is built and occupied?

Let me tell you in the main part of this episode.So without further ado — let’s get to it.

[Music]

So, at Stage Six — the building is in place.People are moving in or have already been living in it for some time.Elements are being commissioned — but not all may be working that well yet.

In this stage, it is the time to:

• Correct any mistakes and defects

• Conclude the obligations of the building contract

Here is the question:If this stage is not in the contract, should we still do it?

I bet we should.

Another question is:Where should this stage happen?

In fact, it is very often the case that it happens as a result of the definition of the project, through the update and development of the Plan of Use strategy — where the expectations are set.

Some part of this stage begins toward the end of Stage Five, to allow for the issue of the Practical Completion Certificate prior to occupation and the creation of a building manual.

But it continues past that stage — with the discharge of the remaining considerations and the issue of the Final Certificate.

So, following this stage:

• The building is handed over

• The aftercare is ongoing

• The building contract is over

In this stage, we conclude the process and draw lessons from it.

So, without further ado — let’s get to the main part of this podcast, shall we?

[Music]

So, what is it all about then? What should we conclude here?

Well, Stage Six — as it is — I’ve picked up a few points on the subject that we should consider.In no particular order, but here they are:

I think most importantly, we need to make sure the building can be occupied safely, right?

That means:

• The building is built well

• All aspects are certified

• Approvals are granted prior to occupation

But also — that the people living in the building, as well as the people responsible for the operation of the building, can do it safely.

As it is naïve to approach the design of the building project without a plan — or indeed start constructing the building without a plan, such as the one the last seven episodes were about — it is likewise outright irresponsible to let people occupy the building without proper knowledge on how to use it.

Handover is thinking beyond blueprints.

Picture this: a beautifully designed building, with all the bells and whistles. But is it safe to be lived in?

Handover is about ensuring safety.It’s not just about what’s on the paper — it’s about making sure the building is not just robustly constructed, but also officially approved.

This phase urges us to consider the safety of the end users, and the folks managing day-to-day operations.

You see, we need to lead the process by equipping the end user.Handover doesn’t stop at bricks and mortar — it zooms in on the people who will call this building home, or work there daily.

It’s about empowering them with the knowledge to navigate the building safely.It’s not just saying, “Here’s your new space.”It’s about saying, “Here’s your new space — and here’s how to use it safely.”

It is very important to emphasize safety in design and construction.

Ever thought about it as part of the architectural masterpiece?

The RIBA Plan of Work and CDM regulations certainly do.It emphasizes weaving safety measures into the design and construction process.It’s not an afterthought — but an integral part of creating a space that’s not just aesthetically pleasing, but also a fortress of safety, if you like.

But this is not the end.

The end user has his own responsibilities.

You see, safety is a two-way street.While architects, engineers, and builders ensure a safe structure, the end users have a responsibility too.They need to understand how the building works in order to adhere to safety protocols.

It’s the fusion of design and responsive living that makes a building truly safe.

Safety is not just a checkbox — it’s a continuous thread, woven through every step of the project: definition, construction, occupation, and commissioning.

Certainly, a different amount and level of information is needed for:

• A family occupying a flat

• A restaurant owner

• An office renter

• And yet another for the people responsible for the management of the entire building

You could look at it from the perspective of an iceberg — there’s more underneath the surface.

More responsibility = more information you need.

So, the single unit owner will be concerned with as little as needed for him, but the management company will need to know it all.

Here, also, a multi-tiered definition of information is advisable — so the person does not get inundated with too much information.

So, a high-level overview with links to more detailed information — the construction of the manual is recommended.

The appropriate people should be trained to ensure key personnel can safely manage the day-to-day operation of the building.

In the context of RIBA Stage 6, which focuses on Handover and Building Use, the analogy of an iceberg becomes particularly relevant.

The tiered approach to information dissemination aligns with best practices.Different stakeholders need specific information tailored to their roles.

The need for clear communication and information flow during the post-construction phase is very important.

The tiered information approach ensures that occupants are not overwhelmed with unnecessary details.

All needed documents should form part of the comprehensive handover file — things like:

• Operation and maintenance manuals

• As-built drawings

• Warranties

• Maybe even envisaged loading at different parts

• Restrictions of use

• Operation risk assessments

• And methodologies

In the transition from construction to operation, the importance of a comprehensive handover file cannot be overstated.Operation and maintenance manuals form the backbone of a smooth transition.

The meticulous compilation of this handover file aligns with the previously specified documentation requirements.

This stage accentuates the need to provide a comprehensive set of documents that not only meet immediate needs but also serve as a guide for ongoing maintenance and future renovations — and even demolition.

Now is the time we need to ensure — we need to assure — that all snagging has been satisfactorily rectified, and that the final account for the work can be agreed upon and certified for final payment.

The importance of this stage lies in ensuring that all outstanding issues are satisfactorily addressed before finalizing the project.This marks the culmination of the construction journey and sets the stage for finalizing payments — ensuring that both the project team and the client are satisfied with the completed work, and that the contractor is reimbursed accordingly.

By the time the latent and defect liability period runs out — typically, all seasons, I mean 12 months — we can assess the use of the building and update our models with the actual use of the building, emphasizing the importance of feedback loops and continuous improvement.

This real-world evaluation feeds back into the design and construction processes, allowing for updates to models and plans based on observed usage patterns.It’s only throughout one year — it’s very often called a light-touch evaluation.

The next stage will treat more in-depth, more involved evaluation.

The project team should be available to assist with the transition of the occupier into the use of the building.

Transitioning into a new building involves more than just bringing your luggage in.The project team’s availability during the phase is critical, aligning with the collaborative ethos of the project delivery process.

The team’s role extends beyond construction — ensuring a smooth transition of occupants into the building’s daily operations.

This collaborative approach contributes to a positive user experience, emphasizing the human-centric aspect of architectural design and construction.

This is also the time to review and identify the good, the bad, and the ugly within the project team — but also to interview the client and other stakeholders to inform our approach, improve on the delivery of the next similar project, and update the office practice.

The handover marks a pivotal moment for reflection and evaluation.

As you can imagine, the evaluation involves not only scrutinizing the performance of the project team, but also delving into the qualitative aspects of the project.

Client and stakeholder interviews become valuable tools for gathering feedback, shaping future projects, and updating office practices.

This reflective approach cements the cyclical nature of any consulting practice, emphasizing a commitment to learning and enhancing project delivery with each iteration.

[Music]

So here you have it:In the RIBA Plan of Work, Stage 6 — a.k.a. Handover — the construction project reaches completion.

Key tasks include:

• Verifying construction quality

• Compiling documentation, manuals, and safety files

• Rectifying defects

• Issuing completion certificates

The stage involves a smooth handover process, including transferring keys and essential information to the client.

Post-occupancy evaluations gather user feedback for future improvements.This stage represents the finalization and successful delivery of the construction project.

[Music]

As I’ll close with a few words from me — it is Sunday, the 3rd of March 2024, which means that in a couple of days’ time, a feast of sustainable thinking in architectural engineering and construction, as well as technological thought in the sphere of software development solutions, will take place in the ExCel Arena, London.

I will be enjoying both Futurebuild and the Tech Show events from Tuesday, for three days in a row — so if you are there and would like to catch up, I will gladly grab a coffee or just exchange a few thoughts between the seminars and talks that I’m looking forward to hearing.

I hope you found something useful for yourself in this episode.Maybe you’ve never known there is such a stage or realm of consideration within the building process.

But anyhow — this is it in these words from me.

I will not share any new stories of clients reaching out to us needing help due to being taken for a ride by not-so-scrupulous architectural drawing providers — which is every week, by the way.

But do me a favour — and remember the old construction maxim:

“Whatever you write, whatever you draw — paper will take it all.”

What does it mean?

It means:You can draw whatever nonsense you want on your drawings — it can be approved —But then you're stuck with it when it comes to construction.

All right, guys — thank you again for listening.Please voice up your opinions. I'm waiting for you on LinkedIn, and I want to hear from you.

Toodloo!

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Piotr Bytnar BEng (Hons) MSc CEng MIStructE

Chartered Structural Engineer who deals with the Architecture of buildings. His Master's Studies led him to an in-depth understanding of risk and contract arrangements in construction as well as specialist knowledge in soil mechanics.

He and his team help homeowners and property developers to design and deliver construction projects reducing waste in time and the cost. He believes that the construction project is an iterative process that can be well managed and it is best managed if all the aspects of the project definition and management are dealt with in-house or coordinated by one organisation. His team works to all stages of RIBA and ISTRUCTE stages of work and enables contractors to deliver projects on-site providing risk evaluations, methodologies for execution of works and temporary works designs.

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