The Importance of the Pre-Design Phase in Commercial Development

A CLOSER LOOK AT ARCHITECTURAL DESIGN PHASES: FOCUS ON PRE-DESIGN

Introduction
Many scopes of work for architectural design services jump directly into Concept or Schematic Design without fully detailing what happens before the first design sketch. Yet, the Pre-Design Phase is where critical foundations are laid—such as confirming site constraints, testing initial massing and fit models, and building a reliable Project Program. Moreover, contractual scopes of work, deliverables, and fee proposals cannot be fully developed without the Pre-Design work and Project Program. Overlooking or rushing through these steps can lead to expensive mid-project surprises or scope changes later on.

Below is a comprehensive outline of key activities within the Pre-Design Phase. By structuring this phase carefully, owners and architects reduce confusion, maintain realistic timelines, and ensure the entire project team starts on solid ground.

1. Establish the Project Program

A Project Program is the strategic blueprint that defines the primary goals, scope, and metrics of the development before design begins. The Project Program includes:

×         Site Area (acres and square feet)

×         Planned Land Uses (residential, hospitality, retail, by area)

×         Ground Floor Areas (building footprints, structured parking)

×         Building Heights and number of levels

×         Major Space Program (building area by use, common areas, green space, parking )

×         Projected Gross Building Area (GBA)

×         Gross Leasable Area (GLA)

×         Number of Keys or Dwelling Units (for hotels, branded residences)

×         Required Parking (surface, structured, etc.)

These targets often rely on market and feasibility data, such as market demand and traffic studies, environmental assessments, or financial analyses. Incorporating this information helps align the Project Program with real-world constraints and ensures that early assumptions match local regulations and market conditions.

2. Develop Fit Plans and Massing Models

Once the Project Program is outlined, fit plans and massing models should be developed to illustrate how those elements may be placed on the site. Typically produced or initiated by the developer, these studies are not designs. Instead, they:

×         Represent basic footprints and 3D blocks to estimate building areas

×         Show overall heights

×         Validate whether the targeted square footage or number of units can physically fit under zoning or setback constraints

×         Become the subject of cost estimates

×         Provides a graphic of the areas to be designed by the architect

The process of creating fit plans and massing models will require adjustments in the Project Program.

3. Conduct Site Investigation and Feasibility Studies

A thorough Site Investigation ensures both parties have accurate, up-to-date information. Generally, the owner is responsible for procuring:

×         Certified Surveys (e.g., metes and bounds, LiDAR)

×         Property Deeds

×         Applicable Zoning and Planning Regulations

×         Soil/Geotechnical Reports

×         Traffic Studies

×         Environmental Assessments

×         Existing Agreements, Permits, or Applications

×         Market Research Studies

The architect and design team review the provided materials, conduct any necessary inspections, and prepare a Site Constraints Report to confirm their understanding of the constraints under which they will design. This report identifies buildable areas, setback lines, easements, and other factors that influence future design decisions. By clarifying site conditions at this early stage, the architect ensures that designs are feasible and compliant with regulations.

4. Align Deliverables, Schedule, and Responsibilities

To prevent an open-ended Pre-Design effort, most of the required work should be conducted and completed before engagement of an architect. For items underway at the time of entering into an architectural services contract the agreement should define when each item begins and how it concludes. For example:

“The Pre-Design Phase concludes once the Project Program is finalized, all developer supplied reports and studies are delivered and the Site Constraints Report is delivered and approved.

5. Transition to Concept Design

Once Pre-Design tasks are complete, the architect can confidently begin Concept Design, guided by a realistic program, verified site constraints, and preliminary fit/massing studies.

The first steps of Concept Design would include:

×         Creation of a Framework Plan that incorporates all understandings and directions established in the Pre-Design Phase.

×         Development of the options for several conceptual master plans

×         Development of options for building layouts with indication of high levels of design intent

×         Development of options for aesthetic Direction or brand alignment

×         Preliminary Cost Analysis

Do not have a kick-off meeting, let the architect go away and then come back with everything figured out. These steps should be developed in a participatory process with all stakeholders with constant check-ins, feedback, and continuous learning loops. 

Conclusion

A well-structured Pre-Design Phase goes beyond gathering data. It sets shared expectations, verifies site realities, and establishes clear program objectives before significant design work begins. By assigning responsibilities, defining deliverables, and specifying how approvals and revisions are handled, you create a framework that reduces confusion and preserves the schedule.

Ultimately, investing in a thorough Pre-Design process pays dividends throughout the life of the project. If the developer and architect can’t align on these up-front details, it’s often a red flag for future collaboration. With clear roles and milestones, however, both parties enter subsequent design phases with confidence and a shared vision.