EPISODE: 009 - STAGE 7 - USE

BYTNAR - TALKS

EPISODE 009 - STAGE 7 - USE

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 USE stage in the construction project process?

• Why is USE important for the future of building and infrastructure design?

• What are the things to consider in STAGE 7 of the Project Definition?

This episode should give you a broad idea of how the lessons are drawn from the projects in Architecture Engineering and Construction.

LET'S TALK ABOUT YOUR PROJECT

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This is Bytnar Talks: The Engineer Takes on Construction, Episode 9

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 Seven of the Plan of Work, called: Use

[Music]

Hi, dear listener, how are you?

It’s Monday, the 11th of March 2024, and I am issuing this episode talking about the last stage of the Plan of Work, called Use — a slightly effervescent of all stages of work.

Quoting the famous Matthew M. from The Wolf of Wall Street:

“It’s fugazi. It’s fugazi. It’s a wasi, it’s a woo... it doesn’t exist, it never landed, it is no matter, it’s not on the elemental chart — it’s not real.”

Why, you ask? You’ll find out in the main part of this podcast.

But before we go there, let us recap the last episode.

The previous episode concentrated on Stage Six, called Handover, where we ensure a safe building beyond blueprints, focusing on robust documentation for end users and daily operations. Equipping occupants with knowledge for secure usage is paramount at this stage.

I mentioned that safety isn’t just a checkbox — it’s a continuous thread we follow from design, through construction, to use and commissioning.

I told you that different stakeholders require varying levels of information for building use — ranging from individual occupants to management personnel.The information is different.

Using the iceberg analogy, we give people a general overview, with more information as need be. Also, more responsibility correlates with the need for more information, right?

A tiered approach to information dissemination is recommended here — to avoid overwhelming individuals with excessive details.

The focus of Handover and building-use documentation hangs on the importance of clear communication and information flow.We generally provide a high-level overview, with links to more detailed information in specific manuals.

The fact that we can inundate people with tons of information does not mean this is the point of this stage — to the contrary.

This should also form part of the training provided to key personnel for the safe day-to-day operation of the building — explaining the documents and guiding the future use.

The end of the stage ensures all snagging is rectified and the final account is agreed upon for payment. It marks the termination stop of the construction train, hopefully culminating in satisfaction for both the project team and the client.

As the latent defect liability period concludes — spanning all seasons — we evaluate building use and update our models and practice.

We need to think long term, and in the spirit of continuous improvement, use all real-world information to adjust our process.

During the Handover phase, it’s crucial to assess the project team’s performance and gather feedback from clients and stakeholders.This evaluation informs our approach, improves future projects, and updates office practices.

The reflective process underscores the critical, cyclical nature of consulting and the building up of our expertise.

This stage is often the only stage where we can have a hands-on involvement with the use of the building — at least for the initial defect liability period.

And often — this is all there ever is in this regard.

However, there is a whole stage — Stage Seven, Use — supposedly dedicated to such evaluation.

So, without further ado, let’s dive into it.

[Music]

Stage Seven: Use

The pinnacle of the process, and the stage that informs us on the use of the building, so we can learn lessons to improve future buildings.

The idea of evaluating buildings in use has been with us for the last half a century — albeit hidden as part of other stages, until becoming a standalone one.

Did making it a standalone stage change anything?

No. Not really. Not yet, anyhow.

Stage Seven of the RIBA Plan of Work marks the final phase of a building's journey — a stage dedicated to the reason for its conception.A period of sustained and dynamic changes during its operational life.

This stage springs from the narrative of responsible practice:Responsible engineering, responsible architecture, responsible use of materials, and responsible and sustainable specification of solutions, which extends far beyond the construction phase — into building management, maintenance, and performance.

Here, we are concerned with the entire architectural lifecycle.

Stage Seven underscores the commitment to creating not just structures, but enduring, functional spaces that change and evolve with the changing needs of their users and the passage of time.

Welcome to the magical world of Plan of Use Strategy and Post-Occupancy Evaluation.

I will now highlight some prime aspects for consideration, say a bit about the ideas behind it, and what we are looking to gain from this stage — and why, so far, it is a fallacy that we generally only talk about and dream to be able to provide for our clients.

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

[Music]

At the heart of the Use stage lies the principle that the building journey does not conclude at Handover.Instead, it transitions into a new chapter, where its performance, efficiency, and user experience become paramount.

This stage — with outcomes assumed and targeted in earlier stages — embodies an approach that recognises the importance of long-term building sustainability and incremental improvements, informed by data of life buildings.

There are certain aspects of the analysis and scrutiny that readily come to my mind for the Use stage in this broadcast. I think of at least seven.

1. Strategic Building Management and Responsive Operation

Stage Seven is synonymous with the active management of the building, encompassing a spectrum of responsibilities for all people involved.This includes daily operation, security, energy management, and the implementation of planned maintenance or upgrades.

Architects and facility managers should collaborate to ensure that the building operates as intended and adapts to the evolving needs of its occupants.

Systems may require fine-tuning and upgrades to maintain optimal performance.

Such management, analysis, and capabilities in the realm of building management become ever more streamlined and possible thanks to digital technologies.

Building Information Modelling (BIM) and smart building systems offer real-time insights into building performance, enabling proactive decision-making — from monitoring energy consumption to optimising space utilisation.

These technologies empower use, empower us to enhance operational efficiency, and address challenges swiftly.

2. Post-Occupancy Evaluation (POE)

Post-Occupancy Evaluation is exactly what it says on the tin, really.

It is a systematic assessment that involves:

• Gathering feedback from building occupants

• Analysing performance data

• Conducting site visits

…to understand how the structure aligns with its intended use.

POE should inform on:

• User satisfaction and behaviour

• Comfort

• The building’s efficiency in meeting functional requirements

We can achieve this by gathering indirect digital data, or by employing tools such as surveys, interviews, and performance matrices.

With such gained information — valuable insights into how well the building meets its initial design objectives — we can make judgements on initial assumptions.

These evaluations serve as a feedback loop — they inform future design iterations and influence best practices within the architectural community.

All processes in the world are interactive in nature — with no exception for construction projects.

Fostering a culture of continuous improvement and adaptability is therefore paramount to making the world we live in a better place.

3. Sustainability and Environmental Impact

Thinking of making the world a better place — the aspect of sustainability and environmental impact is one of the prime objectives here.

Stage Seven is a pivotal juncture for evaluating a building’s environmental impact and sustainability practices.

Architects and building managers should assess:

• Energy usage

• Water efficiency

• Waste management

• And the overall ecological footprint of the structure

This phase aligns with global efforts to create environmentally conscious buildings that contribute positively to the surrounding ecosystems.

In recent years, there has been a grow— emphasis on retrofitting existing buildings to meet contemporary sustainability-driven standards.After all, it is the most carbon-effective way — not to build at all.

We need to think carefully and weigh the arguments pro and contra to new builds.We, as consultants, play a crucial role in identifying opportunities for improvement, whether through the integration of renewable energy sources, enhanced insulation, or the implementation of green technologies.

By addressing sustainability concerns during the Use stage, we contribute to the broader agenda of creating a built environment that respects nature within reason.We need to create buildings integrated with nature — not against it.

Point Four: Adaptability and Future-Proofing

That’s what’s next on my agenda.

Buildings rarely change the place where they are built, but people do change — in and around the spaces. Social and commercial needs change, and technological advancements evolve. Therefore, buildings should be adaptable.

We should assess the flexibility of a building and the ways it can change in use to fit emerging trends.Future-proofing a building involves anticipating and preparing for shifts in functionality, ensuring the structure remains relevant and valuable over time.

As engineers and architects, we should collaborate with clients and stakeholders to explore opportunities for adaptive reuse. You would be surprised how flexible a design can be.

By being proactive, we not only enhance the longevity of the building but also align with sustainable practices by minimizing the need for new construction.And by doing the same with existing buildings, we can go even further.

Point Five: User Engagement and Well-being

So who cares about the users’ engagement and well-being, right?

Well — we do.

User experience is critical. After all, we make these buildings to make money out of them, right? And if our clients do not enjoy them, well — we won’t be delivering many of such buildings in the future, will we?

We need to delve into the daily lives of building occupants, seeking to understand how the space influences their well-being and productivity.

User engagement initiatives — such as workshops and forums — provide a platform for open communication between designers and end users.

With this in mind, we can revisit the design intent through the lens of user experience, making allowances to address any issues or improvements necessary for creating a more comfortable and functional environment.

This user-centric approach emphasizes the human aspects of the built environment.We must acknowledge that a building's success is ultimately measured by its impact on the lives of those who inhabit it.

Point Six: Legal and Regulatory Compliance

This can be a fluid thing throughout the lifecycle of the building. Just think about the Building Safety Act, introduced last year.

In addition to user satisfaction and environmental considerations, we must help ensure ongoing compliance with legal and regulatory requirements.

Building codes and safety standards evolve over time, necessitating periodic reviews to confirm that the structure aligns with the latest regulations — especially when changes to the use of the building take place.

Legal compliance also extends to accessibility and inclusivity. We must ensure that buildings remain accessible to individuals with diverse abilities, and that any changes or renovations comply with accessibility guidelines.

Point Seven: Life Cycle Costing and Financial Considerations

After all, all of this — buildings, projects, investments — they all happen for a reason.

Life cycle costing is an integral component of building use. We can assist in assessing:

• Ongoing operational costs

• Maintenance and repair expenses

• Potential future investments needed to sustain the building

This comprehensive financial evaluation informs decisions related to budgeting, asset management, and resource allocation, and can often yield huge savings.

By considering the long-term financial implications, we contribute to the economic sustainability of the project.

Strategic planning during this stage enables clients to make informed decisions about maintenance, upgrades, and any necessary modifications.

This is the point where data gathering and analysis for a better understanding of building operations can result in fine-tuning the building, thereby significantly lengthening the lifecycle of the building and its systems — and in the meantime, saving a hell of a lot of money, carbon, and our environment.

You see, the bottom line here is: if we do not participate in the life of the project in use, all the opportunities for the betterment of the building's operation — and possible lessons learned — will be lost.

Continuous learning and knowledge transfer is paramount for any practice.We will always attempt to gather some information about our projects, but this needs to become standard if we are to make meaningful progress as an industry.

The Use stage encourages a culture of continuous learning within the architectural community.We should reflect on the performance of completed projects. We should identify successful implementations and challenges.

Lessons learned should be disseminated within the entire profession, not only contained within particular offices — enriching the collective knowledge base and informing future design approaches.

Knowledge transfer is also crucial for passing on insights and best practices to the next generation of professionals.It would be ideal to contribute to the ongoing evaluation of design practice.

After all, we need to ensure that the next generation builds upon our experiences and knowledge — rather than trying to reinvent the wheel, as we’ve been doing for the last however long.

Well, unfortunately, the world is not all roses, cupcakes, and teddy bears.All that talk about lessons learned, engagement with stakeholders, yada-yada-yada — is more a list of wishes than actual practice.

I like to speak from experience — and from the perspective of others.

Last week, I travelled to London Royal Docks to take part in Futurebuild Expo at ExCel London.On Wednesday, I attended a conference about delivering Net Zero buildings in reality.

Being an inquisitive bee, I asked all the panelists if they take part in Stage Seven — well, more specifically, if any of their employers have projects on their books that they will now evaluate for the next 5, 10, or 15 years.

Unfortunately, the answers were not positive — albeit everyone sees the importance of this stage, none delivered on the possibilities.

The panelists?Firms like Laudes Foundation, Arup, Bennetts Associates, Willmott Dixon Holdings, Haworth Tompkins, University College London — crème de la crème of British design and construction.

We all agree that the difficulty in achieving Net Zero and deeper involvement is not technological or technical — but behavioural and commercial.

I go even a step further in this simplification: I would say it is purely commercial.

Even with our beliefs and behaviours as consultants, pushing hard and strong for the need for Net Zero — heck, simply for a sustainable future — we are like wild salmon going against the wild waters of the river of the commercial world, which tries to push us back into the ocean.

We persevere, spawn our ideas, and go back down with the streams of money.

The only way we can make better choices is to require money to go where it should be going.

The only way money ever listens is when it can make more money, or when it is forced by the legal system.

By the very intangible nature of money and its constant devaluation, it is extremely difficult to make a good claim for Stage 7 involvement — especially when the commercial world lives in short time frames, preferring easy gains and quick returns.

And we are talking about stages that are years in the making, perhaps generational involvement.

There are financial gains to be made — but they are difficult, and not on a scale the commercial world would care about.

So without legislation, the only true evaluation, sustainability, and ecology remain in the realm of PR, marketing, and ESG points.

We are yet to see real action.

[Music]

The Usage stage of a building’s lifecycle is a critical phase that extends beyond Handover, focusing on:

• Sustained performance

• Efficiency

• User experience

Seven key aspects for analysis and scrutiny emerge:

1. Strategic building management

2. Post-occupancy evaluation

3. Sustainability

4. Adaptability

5. User engagement

6. Legal compliance

7. Life cycle costing

Digital technologies like Building Information Modelling (BIM) and smart building systems play a crucial role in streamlined management and informed decision-making.

Sustainability practices, including retrofitting existing structures, contribute to environmental consciousness.

Future-proofing ensures buildings remain relevant amid evolving needs.User experience and well-being are paramount, requiring continuous engagement and adjustment based on feedback.

Legal and regulatory compliance, especially considering the fluid nature of regulations, and life cycle costing for financial considerations — are crucial.

However, despite recognizing the importance of the Use stage, the commercial world often falls short in its implementation.

The challenge lies not in technological barriers, but in behavioural and commercial aspects.The reluctance is rooted in short-term financial goals, necessitating legislative support to drive real change.

In the absence of regulations, sustainability efforts remain primarily in the realm of PR and marketing, awaiting genuine and widespread commitment to meaningful actions.

So this is it. Let’s now move to a few words from me — and call it a day.

[Music]

Thank you for listening.I hope you now have a full high-level understanding of all the stages of the Plan of Work on any given project.

Whether it is the removal of a single wall or an intercontinental tunnel, we deal with:

• The briefing — finding out if we can or should do the work, and specifying what, how, and who

• Then move to designing the solution while closing in on the target — constantly reevaluating the what, how, and who

• Then we execute the project, assuring it can go through all seasons without interruption

• Lastly, we should look into how the project behaves and is used throughout its lifecycle — to inform our future projects

Sadly, it never happens in a holistic and proactive manner — if at all.

In good offices, we research the use of buildings and attempt to gather as much information as possible, but it’s difficult. The current state of affairs inhibits proper evaluation.

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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