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Schematic design is where high-level ideas turn into workable plans. For project owners and client-side managers, the schematic design phase is where project scope, budget, layout, and feasibility first come together.

This article explains what happens during schematic design, what deliverables to expect, how to work with your architect, and the mistakes that can derail a design project before it begins.

What is Schematic Design?

Schematic design is the first of the architectural design phases. It’s when the architect takes the owner’s program, budget, and site analysis and begins shaping the overall concept into schematic drawings and basic spatial layouts.

The goal is to define the building design’s size, function, and layout clearly enough to move forward. Architects prepare architectural drawings including floor plans, site plans, and elevations that show how different spaces relate and how the building fits the site plan.

Architectural schematic design also includes a feasibility study evaluating the schedule, budget, and major building systems like structure and MEP. Architects check for code issues, review delivery methods, and may propose sustainable design solutions.

According to the contract, the schematic design stage ends when the owner approves a set of schematic design documents showing the scale, layout, and general approach to the design project.

Why Schematic Design Matters

The schematic design phase shapes the entire project direction early, when changes are least costly and most impactful. It aligns expectations, reveals hidden issues, and guides design decisions affecting the full architectural design and construction process.

This phase creates a shared starting point for the architecture team and client. Long-term benefits include:

• Confirms Scope and Intent: Aligns the architect, project owner, and design team on project goals.
• Catches Issues Early: Flags zoning conflicts, budget gaps, and structural integrity oversights before design development.
• Avoids Rework and Delays: Tests preliminary sketches of layouts and building systems early, reducing costly changes later.

Even well-planned large projects fall behind if early coordination is rushed or skipped. Properly handled schematic design protects budgets, keeps schedules realistic, and gives the entire project team a clear path forward.

What is Included in Schematic Design?

Schematic design documents include schematic drawings and written documents showing the project’s scale, layout, and basic building systems. Architects prepare visual plans, outline key technical choices, and note requirements guiding later phases of the architectural design process.

These deliverables give owners and the design team a shared reference before design development begins. Core items typically included are:

✅�įArchitectural Drawings: Floor plans, site plans, elevations, and schematic diagrams showing space, massing, and flow.

✅�įSystem and Material Notes: Early selections for structural integrity, HVAC, plumbing, electrical, and construction materials, either shown in schematic drawings or described in writing.

✅�įVisual Representation: Optional study models, digital models, or perspective sketches explaining the design concept.

These aren’t yet construction document-ready, and they’re not meant to be. The focus here is on preliminary design direction.

Schematic Design vs Design Development

Schematic design defines the big picture, while the design development phase fills in the details. The difference comes down to clarity, resolution, and decision-making around systems, materials, and constructability.

Each design phase plays a distinct role in moving the project from concept design to a buildable design solution. Here's how they compare:

Think of schematic design as setting the overall concept, and design development as refining it into commitment-level decisions. If schematic designs are preliminary sketches with potential, design development is where those design alternatives become technically sound and ready for construction drawing preparation.

Step-by-Step Schematic Design Process

The schematic design process gives architects a repeatable structure to shape early ideas into workable concepts. For client-side project managers and project owners, understanding the schematic design process helps clarify your role and input. The main steps are: define the problem, develop the concept, refine the design, and document the solution.

Let’s break down what that actually looks like in practice.

Step 1: Define the Design Problem

Defining the design problem begins with analysis. Your architect reviews the design brief, site conditions, constraints, and goals to clearly define the project scope.

At this stage, don’t jump to design solutions. Focus on priorities, risks, and requirements so the design team can frame the right question.

💡 Tip: Allow room for unknowns. Client priorities often shift once the realities of space, zoning, or budget come into focus.

Step 2: Develop the Concept

Developing the design concept means translating analysis into a big-picture idea. The architect explores layout, form, and function based on the initial analysis.

Here’s where the project’s visual representation starts taking shape. Expect multiple design options, trade-offs, and fresh ways to think about the space.

💡 Tip: Don’t chase the perfect layout yet. The value is comparing design alternatives. Ask your architect to illustrate how each responds differently to project goals.

Step 3: Refine the Design

Refining the design involves testing and adjusting promising ideas. Your architect narrows down options, focusing on layout, massing, circulation, and functionality.

Expect multiple iterations of preliminary sketches. The feedback loop matters; unclear direction can lead to misalignment and costly revisions later.

💡 Tip: Revisit the project plan now. Spaces risk drifting from intent, especially when form begins dominating function.

Step 4: Document the Solution

Documenting the solution produces the schematic design documents. This includes floor plans, site plans, elevations, and possibly 3D models or visual sketches.

These aren’t yet construction documents but are detailed enough for cost planning, approvals, and sign-off. The approved schematic drawings set the tone for the design development phase.

💡 Tip: Carefully review these documents. This is your last low-cost opportunity for changes. Ensure the schematic designs reflect discussions accurately.

Each step shapes not just the structure but the project's story. The schematic design phase blends emotional clarity with architectural intent, keeping clients engaged.

Mistakes in Schematic Design (and How to Avoid Them)

The biggest mistakes in the schematic design phase come from unclear project goals, rushed approvals, and missing the right voices early in the architectural process. These often lead to rework, delays, or budget blowouts down the line.

These are the most common schematic design mistakes and how to prevent them:

⚠️ Starting schematic design without clear priorities

When the project scope is vague, the design concept drifts. Architects will fill in the gaps with their own assumptions. That’s when stakeholders start pushing back or the design professional flags a budget mismatch.

✅�įAction: Lock in what matters like must-haves, nice-to-haves, and non-negotiables. Confirm alignment with execs and stakeholders and document it before the schematic phase kickoff.

⚠️ Skipping cost reviews during early design

Preliminary sketches and schematic drawings may seem too rough for pricing, but every design decision affects structural integrity, building systems, and finishes. If no one’s tracking project cost, you risk rework later.

✅�įAction: Bring in your design team’s quantity surveyor early. Ask for schematic-level cost checks at each major round of preliminary design. Don’t wait for the design development phase.

⚠️ Leaving out key stakeholders too long

Don’t ignore facility teams, IT, operations, and compliance. They often catch issues that aren’t visible in the first round of architectural drawings.

✅�įAction: Schedule at least one stakeholder review before schematic design documents signoff. Focus on people who know systems, access, and compliance.

⚠️ Prioritizing polished visuals before layout is solid

It’s tempting to fast-track visual representation to win buy-in or meet board deadlines. But if the layout isn’t nailed, you’ll waste time rebuilding later.

✅�įAction: Hold off on glossy presentations until massing, adjacencies, and technical feasibility studies are confirmed. Build the right layout first, then enhance it.

Real-World Schematic Design Example: St. Petersburg Pier

The redesign shows how schematic design, when done right, can restore public trust and lead to lasting outcomes.

🛑 When a Design Misses the Mark

In 2012, the city awarded Michael Maltzan Architecture the winning concept from a design competition. The bold scheme, known as “,” promised a futuristic waterfront experience.

But the public didn’t buy in. Residents said it lacked usable space and ignored local character. Protests and petitions followed. In the end, the city pulled the plug and went back to the drawing board.

✅ A Better Approach

A second competition brought new direction. The winning team, Rogers Partners, ASD, and Ken Smith Landscape Architect, proposed “,” a scaled-down, people-first plan.

The schematic design reused parts of the old structure and added shade, splash zones, flexible lawns, and docks. It prioritized comfort, not spectacle. Landscape architect Ken Smith summed it up: “It’s where you can go if you have 50 cents or 50 dollars.”

This time, City Council approved the schematic design. Public support was strong.

🚧 From Approval to Opening

With the schematic phase locked in, the rest moved forward with fewer bumps. Construction began in October 2016. The concept stayed intact through documentation, procurement, and delivery.

By July 6, 2020, the new St. Pete Pier opened. A civic space shaped by input, backed by design, and built to last.

👉 Why does this matter?

The project avoided repeating past mistakes by aligning schematic design with public priorities, cost realities, and adaptive reuse. It’s a clear example of how early design thinking, when done right, leads to lasting results.

How to Work With an Architect During Schematic Design

To work effectively with your architect during the schematic design stage, stay focused on outcomes, give clear feedback, and ask how each design option impacts cost and performance. The best results come from early trust, decisive direction, and staying available for input.

Here’s how project owners and client-side PMs can keep the schematic design process moving:

• Set the decision framework early: Define who decides what, when design decisions are due, and what happens when scope or cost shifts. This avoids confusion and delays.
• Ask for design alternatives, not assumptions: When uncertain, ask your architect to explore a few viable options. Avoid locking in based on the first schematic drawing that feels “close enough.”
• Give timely, clear feedback: Respond quickly and be specific. Vague or late feedback leads to schematic designs drifting and cost overrun.
• Focus on project goals, not design solutions: Explain what success looks like. Let the architecture team work out the best way to achieve it through layout, circulation, and form.
• Collaborate, don’t micromanage: Communicate priorities, not instructions. Oversteering too soon often backfires and slows progress.

Architects move faster and deliver better building design outcomes when owners lead with clarity, not control. Give them something meaningful to respond to, and the architectural design will reflect both purpose and practicality.

🔁 Keep schematic feedback loops fast and traceable. 911������’s collaborative platform lets owners and PMs attach files, log design decisions, and track cost impact.

Schematic Design Is a Decision-Making Process

The schematic design phase isn’t just sketches on paper. It’s where critical design decisions take shape about money, time, and how the space will perform. For project owners, this is the moment to lead by defining what matters and driving toward clarity.

📌 Use 911������’s real-time dashboards and automated reporting tools to track design progress, flag scope creep, and give executives clear, actionable insights.