Introduction

1.1 DEFINITION OF CONCEPTS.................................................................................................2

1.1.1 Office.............................................................................................................................2
1.1.2 Practice.........................................................................................................................2
1.1.3 Management..................................................................................................................2
1.2 THE ARCHITECT/DESIGNER’S OFFICE................................................................................3
1.2.1 Types of set-ups.............................................................................................................3
1.2.2 Requirements for establishment....................................................................................3
1.2.3 Size and layout...............................................................................................................3
1.2.3.1 Schedule of accommodation..................................................................................3
1.2.4 Office management........................................................................................................4
1.2.4.1 Staffing...................................................................................................................4
1.2.4.2 Typical organogram...............................................................................................5
1.2.4.3 Office equipment....................................................................................................5
1.2.4.4 Communication......................................................................................................5
1.2.5 Office history and records.............................................................................................6
1.2.6 Financing the office and spending income....................................................................7
1.2.6.1 Financing................................................................................................................7
1.2.6.2 Spending income....................................................................................................7
1.2.7 Acquisition of jobs.........................................................................................................7
1.2.8 Acceptance or rejection of commission.........................................................................7
1.2.9 Management..................................................................................................................8
1.2.10 Joining, retirement and dissolution...........................................................................9
1.2.10.1 Joining....................................................................................................................9
1.2.10.2 Retirement..............................................................................................................9
1.1 Definition of Concepts

1.1.1 Office
 Room/ Space
 Business
 People
 Agency
 Position
 Office as a space
 Office as business
 Office as a group of people working together
 A group of people working together, doing business, utilizing space/ a single individual
doing business within a space

1.1.2 Practice
 The term ‘office’ is synonymous with ‘practice’
 The general reference to the former is not confined to the physical/structural
accommodation.
 It embraces the varying professional and commercial activities carried out therein which
the latter, ‘practice’ defines

 Professional office vary in geographic locations, constitutions, size, management and the
type of projects/designs they specialize in
 Whatever the case, these offices must aim at achieving competence, efficiency and
economic return

1.1.3 Management
 Management can be conceived as a process consisting of planning, organizing,
coordinating, directing and controlling
 These functions comprise the job of a manager whether the manage is working for a
business concern, political or social organization
 The functions are also performed in all types of economic systems- capitalist, socialist of
communist
 Their application must be adapted to suit geographic, socio-cultural, and political
environments of the respective regions.

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1.2 The Architect/Designer’s office

1.2.1 Types of set-ups

 Sole proprietor
 Partnerships
 Limited liability company
 Consortia
 Design and build practices

1.2.2 Requirements for establishment

 Professional qualification through training and registration by relevant authorities
(currently BORAQS1)
 Legal registration of business through government and local authority agencies
 Convenient office location
o Access by public transport
o Ample parking
o Should be able to expand and contract with work load
 Acquisition of suitable and affordable office accommodation

1.2.3 Size and layout

 Depends on
o Type of office set up
o Number of staff

1.2.3.1 Schedule of accommodation

 Principal/partners office
 Secretaries
 Drawing offices
 Library
 WCs
 Tea room/kitchenette
 Conference/meeting room
 Accounts room
 Samples room
 etc

1
BORAQS- Board of Registration of Architects and Quantity Surveyors

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1.2.4 Office management

1.2.4.1 Staffing
 Age groups (professionals)
o Old (about to retire)- 20%
o Middle –aged- 30 to 60%
o Young professionals- 10 to 30%
o Trainees
 Support staff
o Tea girl?
o Cleaner/gardener
o Security guard
o Messenger
o Driver
o Receptionist
o Secretary
o Bookkeeper
o Accountant
o Manager
 Support staff for a small/medium size office could combine more than one duty

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1.2.4.2 Typical organogram

PARTNERS

AUDITOR

Architects/Designers MANAGER

TECHNICIANS SECRETARY/ ACCOUNTANT

RECEPTIONIST

TEA GIRL, MESSENGER, DRIVER, etc

1.2.4.3 Office equipment

 Furniture- desks, chairs, filing cabinets/racks, document safes, etc
 Equipment- computers, printers, copiers, plotters, communication system, electric
generator, shredders, etc
 Welfare facilities- electric kettle, fridge, utensils, vacuum cleaner, etc
 Stationery- letterheads, visiting cards, envelops, ordinary paper, printing paper, scribing
pads, diaries, pins, clips, pens, pencils, rubber bands, etc

1.2.4.4 Communication
 Good morning, Good afternoon…! VERY IMPORTANT

Telephone
 Made early to achieve contacts
 Brief and precise
 Do not keep callers waiting

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Personal meetings- formal and informal
 Between partners
 Between partners and staff
 Between staff

Letters
 Regularly
 Civil/business language
 Avoid pending trays -Secretary to make a daily check of unanswered correspondence
 All partners to know about the issue relating to projects
 File in an orderly manner -Keep a job register
 Give reference to all letters
 Incoming mail should be sorted out into jobs and distributed to the various partners

E-MAIL
 Cheaper and efficient
 Facsimile

1.2.5 Office history and records

 Keep a good record of work done as long as
o Storage allows
o Law allows
 CAP 525 By Law 45(3)O demands that the Quantity surveyor keeps all project records
for at least twelve months after final account has been settled
 In contract the Law of Limitation of Action Act stipulates that validity of contract rights
period:
o Contract under seal- 12 years
o Ordinary contracts- 6 years
 Office storage:
o Ordinary cabinets
o Flat plan chest drawers
o Microfilming
o Electronic devices- Discs, etc
o Photographs

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1.2.6 Financing the office and spending income

1.2.6.1 Financing
Sole proprietor
 Fees earned
 Personal borrowing
 Savings

Partnerships /companies
 Fees earned
 Borrowings

1.2.6.2 Spending income

Item Percentage
Staff salaries and office expenditure 25%
Partners drawings and share earnings 20%
Taxation (30% x 60%) 20%
Investment 15%
Work sourcing/procurement 10%
Pension fund/retirement scheme 10%

1.2.7 Acquisition of jobs

 Competitions
 Direct appointment
 Consortia
 Own projects
 Sub letting

1.2.8 Acceptance or rejection of commission

 Examine client’s seriousness
 Accept commission by letter. The following should be covered in the appointment letter:
o Duties- surveys, design, production drawings, approvals, tendering, supervision
o Fees- How much and when payable
o Reimbursable costs- type and when applicable
o Termination of services- breach of contract, mutual agreement, arbitration

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1.2.9 Management
1) General  Staff- hiring, salaries, bonuses, increments, leave, dismissal, etc
Management  Premises- rent, bills, government policies, labor laws, cleaning, etc
 Records- correspondence, accounts
 Insurance- professional indemnity, fire and burglar, employers liability,
group accident covers, etc
2) Professional Provided by the professional and technical personnel
Management
Pre-contract:
 Acquisition of jobs
 Assignment of staff
 Design
 Production of drawings
 Storage of drawings and other documents
 Cost of production
 Overtime
 Approvals
 Design meetings and minutes
 Fee notes and reimbursables
 Tendering and tender reporting

Post contract
 Supervision of projects
 Site meetings and minutes
 Instructions
 Certificates
 Client and consultants’ meetings
 Schedule of defects
 Final accounts

3) Finance  In a small office the management of finance is done by a partner and

management possibly a bookkeeper
 In large offices there would be an accountant reporting to the partners.
 Duties:
o Fees and other incomes
o Budgets
o Cost controls
o Salaries and allowances
o Overtime
o Increments
o Bonuses
o Banking, overdraft and interest
o Taxes
o Bills
o Investments

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1.2.10 Joining, retirement and dissolution

1.2.10.1 Joining
 Promotion
 Buying shares
 Invitation

1.2.10.2 Retirement
 Self will
 Policy of the office regarding retirement age
 Incapacitation
 Death

The constitution of the partnership would stipulate the process to be followed in the event of a
partner retiring
This involves dissolution of the partnership and payment of shares

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