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How do you create a site plan that meets your client's needs and budget?

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A site plan is a detailed drawing that shows how a property will be developed, including the location and dimensions of buildings, roads, parking, landscaping, utilities, drainage, and other features. A site plan is essential for obtaining permits, approvals, and financing for your project, as well as for communicating your vision to your client, contractor, and stakeholders. But how do you create a site plan that meets your client's needs and budget? Here are some tips to help you with this process.

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1 Understand the site

Before you start designing, you need to gather as much information as possible about the site, such as its size, shape, topography, orientation, soil conditions, zoning, environmental constraints, and existing features. You can use surveys, maps, aerial photos, site visits, and online tools to collect and analyze this data. This will help you identify the opportunities and challenges of the site, as well as the requirements and regulations that apply to your project.

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Chris Waddell

Civil/Site Principal @ Civil & Environmental Consultants, Inc | Project Planning, Team Leadership
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In my experience, going and sitting down with local municipalities and agencies will provide a lot of clarity to the process and property. Many times, during the meeting, the agency will let you know of previous development plans for that parcel or adjoining parcels and the constraints that were faced.

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2 Define the scope

Next, you need to define the scope of your project, which means clarifying the goals, expectations, and preferences of your client, as well as the budget and timeline. You can use a brief, a questionnaire, or a meeting to discuss these aspects with your client and establish a clear and realistic scope. This will help you prioritize the essential elements of your site plan and avoid unnecessary or costly changes later on.

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Tim Brockway

Principal at Coughlin Porter Lundeen
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The earlier one engages the land design and permitting team (preferably before purchase or any site design occurs at a minimum) the less risk of wasting precious time and adding unforeseen costs. Civil, land use legal, survey, and geotech. Without all of these engaged Day 1, time is wasting and risk is growing.

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Chris Waddell

Civil/Site Principal @ Civil & Environmental Consultants, Inc | Project Planning, Team Leadership
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I agree with this, however, one of the main keys is to know all the stakeholders and their level of involvement. For example, can they change scope, layout, budget, and/or timelines. Having all of the stakeholders involved as much as possible will make sure you deliver the best possible scope to your client. Communicate the expectation and deliverables to ensure you are all in agreement before finalizing.

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3 Draft the layout

Once you have a clear understanding of the site and the scope, you can start drafting the layout of your site plan. You can use a sketch, a CAD software, or a site plan template to create a preliminary drawing that shows the proposed arrangement of the buildings, roads, parking, landscaping, utilities, drainage, and other features on the site. You should consider the functionality, aesthetics, accessibility, safety, and sustainability of your layout, as well as how it fits with the surrounding context.

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Chris Waddell

Civil/Site Principal @ Civil & Environmental Consultants, Inc | Project Planning, Team Leadership
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On of the easiest ways to accomplish this is through a feasibility phase of the project scope. This allows you to gather data and client feedback to deliver the most accurate layout that works for the client and will ultimately be able to be turned into a site plan. The site plan should always keep construction in mind throughout the process.

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4 Review and refine

After you have a draft of your site plan, you need to review and refine it to ensure that it meets your client's needs and budget, as well as the relevant codes and standards. You can use feedback, revisions, and simulations to improve your site plan and address any issues or gaps. You should also check the accuracy, completeness, and clarity of your site plan and make sure that it includes all the necessary details and annotations.

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Chris Waddell

Civil/Site Principal @ Civil & Environmental Consultants, Inc | Project Planning, Team Leadership
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An example of this would be; when there are unknowns about the site that may arise during construction. Have the necessary notes or details on the plan to cover typical obstacles that could be encountered. This allows the contractor to keep moving and ultimately saving the client time and money.

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5 Present and finalize

The final step is to present and finalize your site plan with your client and obtain their approval. You can use a report, a presentation, or a meeting to showcase your site plan and explain how it meets the project objectives and criteria. You should also highlight the benefits and challenges of your site plan and answer any questions or concerns that your client may have. Once you have your client's approval, you can submit your site plan to the relevant authorities and proceed with the implementation of your project.

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Chris Waddell

Civil/Site Principal @ Civil & Environmental Consultants, Inc | Project Planning, Team Leadership
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One of the easiest ways to make sure you don’t have to go back to the beginning is by submitting progress updates to the client along the way. This allows for immediate feedback and you can incorporate this feedback while moving forward on the rest. Simple thing to do and allows your client to be in the know the entire time. Communication with the client is the best way to make sure the relationship and project run smoothly and effectively.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Chris Waddell

Civil/Site Principal @ Civil & Environmental Consultants, Inc | Project Planning, Team Leadership
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Set the tone of communication early and stick to it. A well informed client is usually a happy client. They may not always like what you tell them but our job is to deliver the truth with potential solutions to help deliver the goal they have for the project.

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How do you create a site plan that meets your client's needs and budget?

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1 Understand the site

2 Define the scope

3 Draft the layout

4 Review and refine

5 Present and finalize

6 Here’s what else to consider

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