What do you do if your client's expectations are unrealistic and the deadline is approaching?

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In building design, meeting client expectations within set deadlines can be challenging, especially when those expectations seem unrealistic. As the clock ticks closer to the deadline, you might feel the pressure mounting. It's essential to approach this situation with a clear strategy to manage both the client's demands and the project's timely completion. Navigating this tightrope requires diplomacy, negotiation skills, and a solid understanding of your capabilities and limitations.

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Dr. Irina Akhmanova

Architect | PhD | LEED AP | WELL AP
Harry Madan

From DIY Dreams to Architectural Wonders: Choose TAG Hardware- Together We Achieve Growth
David Widdop

Construction specialist

1 Assess Reality

First, evaluate the discrepancy between the client's expectations and what is achievable. Take stock of the resources at your disposal, such as manpower, materials, and time. Analyze the project scope and identify which aspects are causing the gap in expectations. It's crucial to be realistic about what can be accomplished without compromising the design integrity or safety standards. Once you have a clear picture, you can begin to formulate a plan to address the concerns.

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Harry Madan

From DIY Dreams to Architectural Wonders: Choose TAG Hardware- Together We Achieve Growth
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When faced with unrealistic client expectations nearing a deadline, focus on delivering what's feasible within the current scope and resources.

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Asrar ul haq .

Structural Engineer
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Understand their internal team dynamics to foresee any potential issues. 1. Identify and address underlying issues. 2. Set clear goals and expectations.. 3. Foster open communication and collaboration. 4. Encourage diversity and inclusion.. 5. Provide regular feedback and support. 6. Encourage ongoing learning and development. 7. Promote a positive team culture.

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Engr. Abdulmalik Abubakar Owojori CIWFM, CFM?

IFMA Certified Facility Manager ★ Driving Optimal Facility Operations and Cost Efficiency ★ Enhancing Workplace Safety and Sustainability ★ Building Services Engineer★ Strategic Facilities Planner ★ Project Manager
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Ensure you have an open conversation with your client to understand their expectations and concerns. Ensure you explain the feasibility of the project and the potential risks of not meeting the deadline. Document the agreed-upon changes and new expectations. Ensure your client acknowledges and accepts the revised scope and timeline.

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Nicolas Qui?ones

Arquitecto Dise?ador en Servicios de Arquitectura y Visualización | Coordinación BIM
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Siempre hay que considerar la experiencia y acordar con el cliente, basado en números y realidad lo posible y lo imposible. Pero no de una forma frustrante, si no que buscando las oportunidades disponibles para desarrollar aun mas partidas mas sencillas y alcanzables.

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Nick Head

Director at Morph Design Studio
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It is important to have these conversations as early as feasible possible. Open up a dialogue with the client and run through the deliverables of the project over a realistic time frame.

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2 Open Dialogue

Next, initiate a conversation with your client. Communication is key in building design, and it's important to discuss the challenges openly. Explain the constraints you're facing and why certain expectations may not be feasible. Be transparent about the project's progress and what can realistically be done within the given timeframe. This dialogue can help reset expectations and foster a collaborative approach to finding a solution that satisfies both parties.

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Dr. Irina Akhmanova

Architect | PhD | LEED AP | WELL AP
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If you reached the phase when for some reason you can't meet all the expectations of the client by the deadline, open communication is a key solution. Identifying the most crucial parts of the design to be resolved first and setting up a clear dates of the rest of the deliverables will help you in a dialogue with the client. I would start with the tasks that affect the work of other sub-consultants and overall workflow, to pick up the details/minor parts within the reasonable period of time.

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3 Prioritize Tasks

With a better understanding of the project's constraints and a revised set of expectations, prioritize tasks based on their importance and impact on the overall design. Focus on the critical elements that will define the project's success. By prioritizing, you ensure that the most significant aspects of the design are given the attention they deserve, potentially allowing for some flexibility with less critical features that might be adjusted or simplified without greatly affecting the outcome.

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Nicolas Qui?ones

Arquitecto Dise?ador en Servicios de Arquitectura y Visualización | Coordinación BIM
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Hay que basarse en la Ley para realizar tramitación de proyectos, ya que uno, como profesional, desea dejar todas las partidas completamente desarrolladas, pero la exigencia legal es menor, por lo que en una situación de urgencia, hay que aprender a dejar ir ciertas tareas para un desarrollo futuro en pro de una tramitación o un ingreso urgente.

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4 Creative Solutions

Sometimes, when faced with tight deadlines and high expectations, thinking outside the box becomes necessary. Explore alternative materials, construction methods, or design modifications that could save time while still delivering a quality product. Engage with your team to brainstorm creative solutions that could help bridge the gap between what the client wants and what can be delivered within the deadline.

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5 Manage Time

Effective time management is crucial as the deadline approaches. Develop a revised schedule that reflects the updated project plan and allocate resources accordingly. Ensure that every team member understands their role and the importance of adhering to the new timeline. Regular check-ins can help keep the project on track, and contingency plans should be in place to address any unexpected delays.

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6 Negotiate Extensions

If it becomes evident that the deadline is unattainable without compromising the project's quality or safety, negotiate for an extension. Present a compelling case to your client, outlining the reasons why additional time is necessary and how it will ultimately benefit the project. Be prepared to compromise and offer assurances that the extra time will be used efficiently to meet their expectations as closely as possible.

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Nicolas Qui?ones

Arquitecto Dise?ador en Servicios de Arquitectura y Visualización | Coordinación BIM
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Hay que ser claro con los productos necesarios mínimos y los extras inalcanzables. Con eso se puede negociar una extensión de tiempo diario a trabajar y solicitar claro esta, un aumento de salario particular.

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7 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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David Widdop

Construction specialist
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I have nothing to add to this, it is a great article. Evaluate, come up with mitigations, communicate with the team, claim you extension and do your best.

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What do you do if your client's expectations are unrealistic and the deadline is approaching?

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1 Assess Reality

2 Open Dialogue

3 Prioritize Tasks

4 Creative Solutions

5 Manage Time

6 Negotiate Extensions

7 Here’s what else to consider

Building Design

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