The Boxx Design Process

This month BOXX Designs’ Michael Craig, provides an insight into the unique and comprehensive Boxx Design Process. This is broken down into six key stages, the brief, the visit, the concept, the design, the delivery, and the result. 

The brief

This is the initial consultation between us and the client and it is where formal introductions are made. This is the starting point and foundation for any design project, and it is the stage which involves us getting to know the client and their vision. The client discusses with us what they want and what they are looking for, and depending on what the venue is they will list their specific requirements, what they want their vision to look like and how they see it working.

We discuss the project in depth so that we can understand fully their specific requirements. It is important that we focus on the end project and what it will look like but also we need to ensure that all operational points of the project are discussed, whether it is a restaurant, a retail shop or café, we need to make sure that it is not just the aesthetics that are discussed. 

At this stage as well, if this is the first time with our client, it is a good time to get to know our clients on a personal level. This initial consultation lets us know what our clients like and how they think, which is important because these are elements that can be picked up and translated through the design to ensure that it is not just a good design, but a great design for them. It also helps us to understand their business model a bit more and how they think, so that the design in the later steps is best suited for their specific goals.

Other things to also discuss when talking about the aesthetics are any style preferences that they have, what they like, what they don’t like, and anything that they are particular about and want included within their scheme. During this stage we also discuss rough or even confirmed dates, so that we can clearly understand when they see the project being handed over or when they want to open. 

We also take the time to understand whether there are other consultants coming on board or that are already working on the project, so that we know who we may need to talk with to gather additional information. If there are any other points of business that need to be discussed these will also be covered during this stage, such as council applications, licensing, planning, signage, change of use (depending on what the current use is) and landlord agreements. Gathering this information ensures we understand all the top level elements during the project. 

Once this information is gathered, we head back to our office and discuss the design, our team will then put forward the proposal which will be sent across to the client, and it will include the fees. Depending on the project, the quote can be broken down into stages so that it is easy to see what is involved and when the different stages of the design will be completed in terms of the programme that they are aiming for. 

The visit

The second stage is the visit, and depending on whether we have received any information from architects, planners and other professionals, it is likely that we will need to head to site to complete a thorough cross check survey or to survey the site completely. This ensures that we catch everything and get all the information that is needed to draw plans and elevations that will be needed for the next stages.

Not only do we measure the building envelope itself but we pick up things such as ceiling heights, beams, floor levels and external information in order to draw up elevations such as sill heights, window heights, door heights and anything that will either be contentious or necessary to draw the plans up or get the drawings completed. This helps us when identifying the scope of works, and based on what has been discussed at the brief stage, we can then identify and transfer all the information from the consultation into a written scope of works based on the survey. 

We also then pick up bits such as incoming services like gas, electrics, water, drainage points and connections. For example, if it is a bar, we will pick up cellars and piping runs, or if it is an existing refurb we will pick up existing light fittings, cameras and alarm systems, anything that is relevant to what is needed for us to compile the full drawings. 

We will then photograph the entire site so that we have photo evidence and references for us to look back on whilst drawing the site. We also make a note of any external information needed for items such as bollards, signage locations, window heights and other details to ensure we compile thorough documentation of the site, so that we have got all the documentation required to put together the scope of works and carry on to the next stages. 

If there is a tricky site and we need a professional surveyor to come in and complete this stage we will advise, but that will be picked up on our initial site visit. Sometimes it is also good to walk around with the client as this helps them to identify what their brief is and they can visualise where things are going, so it works hand in hand. It also helps because if there are elements that require a structural engineers advise or areas that will need additional expertise during the project, this will be advised upon and picked up during the survey, so the client is fully aware of any additional fees during the project.

The concept

The third step in our process is the concept, this is where we interpret the clients brief from the first stage and put it into a visual representation in the form of a mood board. We look at various forms of imagery, such as overall ambience, the overall scheme, and the overall view of what we think the design should be. We also look at various elements such as furniture, lighting, fabrics, and finishes from tiles through to paint colours, wood stains, timber types, worktops, and other raw materials. 

We put these elements into a mood board which captures the direction that we want to take the design in. For example, we look at ambience and how we are going to create that during daytime or nighttime. Following the information obtained during the survey we also look at layout plans, so we produce existing and proposed elevations, if required, and with the proposed plans we look at layout options. This is where we capture customer flow, the ergonomics, and the layout of the space, with this design sent to our clients to get their thoughts and comments to see if they are happy with the direction and what we are proposing.

A lot of what is picked up in the first two stages is anaylsed again, such as us looking at the scope of works and making sure that everything is captured that was discussed and identified. Depending on client requirements, at this stage we also look at branding and logos, which involves us coming up with a logo and strapline with a few options sent across to the client for their approval. We look at colour palettes, style, and implementation of the logo within brand communications, such as how it will be used in the form of signage, menu designs, aprons, staff attire and uniform if required. This is linked into the concept presentation that we send across to the client for their feedback and approval.

The design

Stage four is the design, and once the concept has been signed off and approved by the client we then progress onto the full drawing package. This is where we look at all the drawings that are required in order to obtain costs from various contractors. This includes wall finishes, floor finishes, lighting layouts, and internal elevations to understand what the space is going to look like and the details that are part of the FF&E package. These are things such as fixed seats, bar drawings, screen details, cases, cabinetry, fixed planting details, furniture layouts and any bespoke details that need drawing.

We will compile this preliminary information for the client for approval, so that we can move on to tender stage. The information will then be sent to various contractors, allowing us to obtain costs and quotes or they will go straight to the selected or approved contractors for costs. We ask contractors to put together a programme, and if it is required or requested, at this stage we will also generate visuals for the client. The scheme is then drawn, developed, and worked up to a full drawing package, as there is enough information for us to produce visuals which are taken from the drawings which pick up colours, artwork, furniture and lights. These give a graphic representation of what the design and finished product is going to look like.

At this stage we also send out to various suppliers for all the items that we call client directs, such as artwork, lighting, chairs, furniture, and anything else that requires a quote. Once the various costs start to come back we will have a rough PC cost for the job, so if is slightly over or completely over budget, we can look at value engineering the project or the drawings so that we can still obtain the design that we want but with costs in line with the budget. Once all the costs are then signed off and approved, that is when we issue for full construction. 

We also look at the overall programme, so if there is a project manager involved, the various details will be sent to them to ensure that everything works seamlessly and is put into a logical timescale and frame when everything moves to site and begins.

The delivery

The fifth stage is delivery, and this is when the project becomes live and starts progressing in line with our drawings, so demolitions start happening and buildings start getting the required extensions or internal walls and partitions. This is all in line with the programme, which is identified by the project manager, who then takes the lead on the logistics and workings of the delivery. 

During this stage there will also be site visits from us, where we attend the site in accordance with the agreed fee or in line with whatever the project requires from us. During these visits we will generally inspect the progression of the job and how it is going, and deal with any anomalies or issues that tend to arise during the build stage. For example, contractors and sub-contractors such as joiners, electricians and various other client directs, often ask us how to deal with things so that it adheres to the concept vision and brief. This goes on throughout the whole project and if things need to be revisited we do so. 

Once the building starts taking form there will be a time within the project where the directs such as the lighting, artwork and furniture will start coming to site. Again, this will be in accordance with the programme to ensure that everything is delivered in line and on time. Once we have the project finished, we get to the point that we will then snag the job. Depending on how the project goes, how it is structured or how big it is, we will then snag or do a snag with the contractors. This will ensure that we pick up any minor defects that we notice from the build to make sure that the client gets the best out of the project and that it is finished to a top level. 

Another point in the delivery as the project continues is us picking up and documenting any changes that have happened on site, such as a large change in ceiling height, wall removal or doors which could not be positioned in place according to the design. These are all picked up and marked on to the drawing pack, so that we have a set of as built drawings that can be prepared and issued to the client in the next stage. 

We make sure that it is finished to a high-standard, and this does not just cover the building works, it covers furniture snags and any issues with the various directs. We will then report these back to the relevant people, so they are aware of what they need to fix, and once the de-snag is completed, we will complete a final check to ensure both us and the client is happy with the end result.

The result

The result, this is our final stage in our design process, and this is where the project is handed back to the client and we give then all the relevant information. The concept has already been brought to life, but anything that happened during the project will be provided to the client, including as built drawings, owner manuals and product specifications for everything from lights and flooring to paint colours and fabrics, who the suppliers were and their contact details. 

This means that if there is anything that happens from this point forward, our clients know who to contact for replacements. We also cover care and maintenance, with all details provided within a handover pack once the finished project is given back to the client, including details of how the products were installed, so the client knows they are in accordance with building regulations and British Standards. 

Boxx Design – Implementing a comprehensive design process

As you can see from Michael’s overview, the Boxx design process is comprehensive, thorough and always focused on meeting the needs of our clients. At the heart of our design service is a client orientated approach, and while the above points are relevant to many projects, we always try to offer a flexible service that meets the exact timelines and budgets of our clients. To find out more about our design process and how we can assist with your interior design project, please contact our team today.

The Boxx Design Process