Practical Tips: Implementation
You may find some of the key practical hints and tips gathered here can give you a head-start. Our expanding collection of online Case Studies also feature the facility to sift through the material by section - so you can look at lessons learned and top tips from across a range of institutions.
View the full list of Top Tips sections from our Case Studies
View the full list of Lessons Learned sections from our Case Studies
New College Durham
The Principal needs to play an active role not just hand over to experts.
The longer you take on the actual build the more difficult it is to control costs and manage change requests.
Haggle and double-check.
Keep a tight rein on change control and keep good documentation.
Matthew Boulton College
Plan early, train late.
Bear in mind that the whole procurement process takes much longer than you would think (OJEC tendering can prove particularly time consuming) - try to build this time into the project plan.
Don't talk to suppliers too early or you can spend all your time in sales meetings. Consider holding an open suppliers briefing to ensure that everyone gets the same messages and to save time.
The fit out and the move need to be well planned if damage to finishes is to be avoided.
City Lit
Project Management is vital.
Make sure the builder leaves manuals for equipment, guarantees, locking box keys, etc.
Glasgow Caledonian University
Schedule some time to make changes and respond to things that are not working so well. Consider a reserve for changes.
John Wheatley College
Plan well ahead. The user brief for the building was prepared two years before the design of the building started.
Involve all staff in the preparation of the user brief and the revisions during design stage. Groups of staff meeting directly with the architect worked very well.
Have a defined management control system with only one person responsible for advising the design team and contractor.
Northumbria University
Most of the stock in the building moved more than once during the refurbishment, requiring very detailed planning and dovetailing with building work, as well as careful publicity so that users could find the services and materials they needed.
Work took place throughout the year, requiring close co-operation and liaison with contractors to minimise disruption to students. Their understanding of critical periods in the academic year was essential.
University of Sussex
You need to make sure that you factor into the project planning, points where you can stop and review and check and buffer zones because it's a very complex process that challenges most educational institutions.
St Martin's College
Ideally staff working on the project team should be seconded to it for a proportion of their time.
Check and double-check specifications even if contracted to a third party. Allow sufficient time for testing and kit out after the building has been handed over.
Manage the expectations of stakeholders throughout.
Recruit staff earlier than you think to allow training and orientation.
Keep rigorous records of decisions taken, audit trails and procurement.
Consider contingency plans for technology teething problems, have alternatives available.
