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Managing Numerous Small Projects: How to Avoid Common Pitfalls

Writer's picture: Toby Winiger, AIAToby Winiger, AIA

Updated: Jan 27

Small projects often look simple at first glance. As you look at your projects for the upcoming year, we want to remind everyone about a few common misconceptions about smaller projects. Just because a project might be smaller and have a lower construction cost, that doesn’t necessarily mean the project is less complex. Smaller projects are often more nuanced than larger ones so a small project doesn’t mean a smaller fee or a faster schedule.

 

All projects, regardless of size, have most of the same basic steps.

  • Outline key needs of the project with the Stakeholders and the Design Team

  • Understanding existing conditions (building and/or site). This could include topographic survey, environmental, geotechnical.

  • Review permitting and code compliance. This takes the same amount of time regardless of the project size.

    • State Construction Design Release: 30-45 days

    • Local Building Permit (if needed): 30-45 days

    • Site Drainage: 60-90 days

    • These can run concurrently but typically cannot be submitted for review until design is complete.

  • Coordination with all building systems, such as structural, mechanical, electrical, technology, plumbing, etc.

 

Still think your small project will be different? Here are a few examples from our experience to illustrate why this isn’t always the case.  

 

Case Study 1: Field Measurement and System Reuse Challenges

  • Project: 2,800 square foot, $350,000 renovation

  • Issue: The building had no existing drawings, requiring extensive field measurements. This process took longer and added costs. Additionally, while the project aimed to reuse existing systems, construction revealed they needed full replacement.

  • Lesson Learned: Begin with a comprehensive Facility Assessment. This helps uncover hidden conditions, develop accurate budgets, and ensure the existing systems can support your project goals.

 

Case Study 2: Interior Renovation Meets Floodplain Permitting

  • Project: Simple interior renovation

  • Issue: The building’s location in a floodplain required a Construction in a Floodplain permit, which was not anticipated during planning. This caused delays in permitting and occupancy.

  • Lesson Learned: Even interior projects may require site-related permits. Always assess the full permitting scope, including site conditions, before starting.

 

Case Study 3: Owner-Led Build-Out Creates Code Compliance Issues

  • Project: DIY build-out of a room in an existing building

  • Issue: By unintentionally closing off an existing exit, the project changed the building egress which triggered the need for a code review, leading to significant time and expense to reconcile with state and local regulatory agencies.

  • Lesson Learned: Engage a licensed professional from the start. Their expertise ensures compliance with codes and regulations, avoiding potential building life safety issues and additional project costs.

 

Case Study 4: Technology and Hardware Coordination

  • Project: Replacing door hardware with electronic key systems

  • Issue: The new hardware required integration with building technology, creating compatibility and power issues that went unnoticed initially.

  • Lesson Learned: Small hardware updates often involve more complexity than anticipated. Institutions should establish written Standards to ensure all technical, electrical, and technological aspects are considered.

 

Next Steps for Successful Small Projects

Before diving into your next small project—or dismissing professional fees as unnecessary, remember that small doesn’t mean simple. These projects require the same rigor and expertise as larger endeavors to avoid nuanced challenges and unexpected costs.


Need help with your small project? Reach out to us today. We’ll guide you through the process, ensuring your project is handled efficiently and professionally from start to finish.

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New Haven, IN 46774

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