The RIBA Plan of Work Stages Explained

If you’re making significant changes to your home, like building an extension or adding a loft conversion, you might be about to get very familiar with the ‘RIBA Plan of Work’ – the definitive document for building projects. 

To the untrained eye, the RIBA Plan of Work can look like a lot of technical information to take in. Here we break down the different stages and their purposes, so you can feel confident about your project’s journey – and discuss it with your architect and contractor like a pro. 

What is the RIBA Plan of Work?

RIBA translates to The Royal Institute of British Architects; the Plan of Work is the industry standard model for building design and construction in Great Britain. Created in 1963 and refined over the years, the 2020 RIBA Plan of Work divides the entire project process into eight manageable stages, ensuring that everyone involved is on the same page from early planning all the way to completion.

The structure of the RIBA Plan of Work

Each of the eight RIBA stages has several key activities and tasks associated with it, providing a comprehensive framework for managing the design and construction process. The latest version organises the process into briefing, designing, constructing, maintaining, operating and using buildings. 

Pros and Cons

While the RIBA Plan of Work is commonly used and widely recognised, you don’t have to employ it for your renovation. Some architectural and construction companies have developed their own methodologies, which often take the lead from RIBA but are a bit less complex. Here are some pros and cons to consider:

Pros:

• The RIBA Plan is the industry standard, so it’s widely understood across all different facets of building and construction.
• Its clear structure establishes clear professional roles and responsibilities.
• The stages are structured but flexible: they can be adapted to different project requirements and sizes.
• With clear sign-off moments and decision-making processes, the risk of potential errors or issues are mitigated.
• The clear trajectory can be helpful for homeowners in understanding their project timeline and key moments of involvement. 

Cons:

• RIBA’s complexity isn’t always necessary for smaller projects and can be overwhelming for first-time renovators.
• The plan requires significant documentation and it can be overly time-consuming to follow all the procedures.
• Formal sign-off steps, plus additional meetings and documentation can increase project costs.

Overlays to the RIBA Plan of Work

There are numerous ‘overlays’ to the RIBA Plan of Work that provide additional guidance for specific aspects of construction projects. Here are the main overlays that you might encounter on a renovation project:

Small projects overlay

• Simplifies processes for smaller projects
• Combines or eliminates stages where appropriate
• Reduces documentation requirements
• Provides streamlined workflows

Health and safety overlay

• Aligns with CDM (construction design and management) regulations
• Details safety considerations at each stage
• Includes risk assessment requirements

Cost management overlay

• Details cost planning activities
• Includes cost checking procedures
• Risk management strategies

There are numerous more overlays that are more relevant to commercial building work, which the RIBA website details clearly. 

The eight stages of the RIBA Plan of Work

Stage 0: Strategic definition

Think of Stage 0 as your project’s foundation. This is where you hone in on what you want from your renovation and find the right team to bring it to life. Are you looking to create more space? Update a period property with contemporary features? Improve energy efficiency? Once you have this crystal clear, it’s time to find your architect.

Your architect’s role at this stage is primarily exploratory. They’ll meet with you to understand your vision, share relevant examples from their portfolio and help assess whether your ideas are feasible. They’ll also start identifying potential challenges – like planning restrictions or structural constraints – that might affect your project.

Key tasks at this stage include:

• Putting forward a business case
• Developing various design options 
• Site appraisals and assessment of project risks
• Solidifying homeowner’s requirements

Stage 1: Preparation and briefing

Stage 1 is where the wheels get into motion. Your architect will begin developing an initial project brief, and arrange any necessary surveys. They’ll be looking at everything from local planning policies to sustainability opportunities.

Your role is to provide clear input about your preferences, share inspiration and make yourself available for planning meetings. It can be tempting to take a step back and hand the reins over to the expert, but the more involved you are now, the smoother the next stages will be.

It’s a good idea to get your contractor in the loop at this point, too. Their practical experience and expertise can help shape construction plans and methods. And as with any kind of project, getting everyone involved as early as possible helps to foster a collaborative relationship. Not found a contractor yet? Get in touch to be matched to the perfect person for the job. 

Key tasks at this stage include:

• Crafting the project brief and doing feasibility studies
• Establishing the project budget
• Planning initial site surveys
• Defining the project team and responsibilities

Stage 2: Concept design

Next you’ll start to see ideas transformed into actual designs. Stage 2 is where your architect will create initial concept drawings and visualisations for you to review. This is where you’ll make key decisions about materials and finishes, so don’t be afraid to ask questions or request clarification. 

Contractors can provide invaluable input during this stage about the buildability of different design options. Their practical experience helps ensure that beautiful designs are also practical to construct within your budget.

Key tasks at this stage include:

• Developing the architectural concept
• Aligning with the cost plan and project strategies
• Setting up regular design reviews between the homeowner and architect

Stage 3: Spatial coordination

Stage 3 is where your project moves from creative concepts to technical reality. Your architect will be transforming the initial concept drawings into detailed technical drawings and preparing planning applications, if need be. Don’t worry if some of these documents seem complex — your architect should be able to guide you through the important decisions.

If you need planning permission, be prepared for some potential adjustments to your vision and timeline at this point. Approval from local councils can take some time and sometimes adjustments are needed to tick their boxes. 

Planning applications usually include:

• Location plan, showing the site and context
• Site plan, showing the proposal in greater detail
• An ownership certificate
• Agricultural holdings certificate
• Application fee (dependent on the size of your update)

Your contractor’s expertise becomes particularly valuable at this point. They’ll be reviewing construction methods in detail and providing accurate cost estimates. Their input helps ensure that what looks good on paper can be built efficiently and within budget.

Key tasks at this stage include:

• Conducting design studies and engineering analysis
• Creating a spatially coordinated design (drawings and CAD)
• Preparing planning applications

Stage 4: Technical design

Stage 4 is where the spatially coordinated design is broken down into detailed specifications and information for construction, which outline to your contractor exactly how everything should be built. Your contractor will begin their prep work – including starting to order materials – and planning how to manage the construction process efficiently while minimising disruption. 

Stage 4 sometimes overlaps with stage 5 if technical design work is still needed during the early construction stage. If you’re hoping to align these stages to get the job done quicker, it’s worth noting that estimated costs from your contractor might change slightly as the design elements aren’t final. So in this case you need to weigh up what’s more important to you: cost or speed?

As the homeowner, your main role is to make final decisions on any remaining details and to understand the construction timeline. If you’re living in the property you’re renovating, this is also when you might want to start planning temporary living arrangements. 

Key tasks at this stage include:

• Developing the technical design and coordinating building systems
• Procurement strategy
• Finalising the specifications
• Submitting the Building Regulations application

Stage 5: Manufacturing and construction

Stage 5 is when the project really changes hands: your architect will take a step back and your contractor and their team take centre stage.

Your architect tends to shift into a supervision role, making regular site visits to ensure the work meets design specifications. They’ll be problem-solving any unexpected issues that arise (don’t panic if this happens, it’s usually par for the course) and ensuring the design intent is maintained throughout.

Your contractor will be managing day-to-day construction activities, coordinating various sub-contractors or team members, and maintaining site safety. They’ll be providing regular progress updates and also collaborating with your architect to manage any challenges that arise.

Your main job is to make sure you’re contactable and able to make timely decisions if needed. Regular site meetings will help you stay up to date with progress and address any concerns early.

Activities involve:

• Overseeing manufacturing and construction
• Monitoring progress and quality of work
• Resolving site queries and managing logistics

Stage 6: Handover

Stage 6 – you’re almost there! This stage is all about ensuring everything is complete and working as intended. Your contractor will be finishing final details, testing systems and cleaning up your property. They’ll provide you with important documentation about your new space, including maintenance manuals and warranties. 

Your architect will conduct final inspections and create a ‘snag list’ of any minor issues that need addressing. They’ll ensure all the paperwork is in order and that you understand anything niche about your new space. 

Key tasks at this stage include:

• Handover preparations and project performance reviews
• Completing final commissioning and defects rectification
• Conducting initial aftercare for user support

Stage 7: Use

The final stage is often overlooked but is still important: Stage 7 is about ensuring your renovation performs as intended over time.

Your architect might conduct a post-occupancy evaluation to see how well the space meets your needs, and can advise on any fine-tuning if need be. If you have any issues, your contractor should be able to come and address them (depending on your contract terms). 

Key Project Strategies

The design stages of the RIBA Plan of Work evolve alongside key project strategies, to create a solid framework for delivering projects. These strategies include:

• Conservation strategy
• Cost strategy
• Fire safety strategy
• Health and safety strategy
• Inclusive design strategy
• Planning strategy
• Plan for use strategy
• Procurement strategy
• Sustainability strategy

These strategies usually come into play at Stage 2 and are carefully developed in Stage 3, before being integrated into the design at Stage 4.

Procurement Routes

The Riba Plan of Work is designed to be flexible, accommodating whatever procurement route you choose for your project. The stages of work can be adapted depending on which path you take:

• Traditional routes
• Design and Build (single or two-stage)
• Management contract approaches
• Construction management methods

Information Exchanges

The Plan of Work establishes important information exchange points at the end of each stage, to make sure that everything is documented correctly to set the next stage up for success. These main exchange points are:

• Stage 1: Comprehensive project brief
• Stage 2: Signed-off stage report with the architectural concept
• Stage 3: Spatially coordinated design and planning application
• Stage 4: Manufacturing and construction information
• Stage 5: Building manual and asset information

Sustainability and building performance

Sustainability isn’t an afterthought, it’s integral to the Plan of Work. Updates to the 2020 iteration highlight the below as key focus areas:

• Clear sustainability outcomes in project briefs
• Embedded sustainability considerations across all stages
• Post occupancy evaluation
• Emphasis on circular economy principles and carbon assessment

Digital Integration

The Plan of Work also recognises digital transformation’s role in modern construction. It advocates for:

• Clear information requirements at Stage 1
• Comprehensive digital execution planning to help the exchange of information
• Integration of emerging technologies like digital twins (in construction, this is a digital replica of a building that can mirror its condition and provide data insights)

While not every renovation will need every aspect of each stage or use every strategy, understanding this framework helps you to understand what to expect and when. The clearer you feel about the process, the better you’ll be able to communicate and work with your architect and contractor.

And you’re done! 

While not every renovation will need every aspect of each stage, understanding this framework helps you to understand what to expect and when. The clearer you feel about the process, the better you’ll be able to communicate and work with your architect and contractor. 

If you need help finding the right contractor for your project, look to The Page: your renovation coach. We can hand-match you with a highly skilled, pre-vetted Pager who’s well-versed in the RIBA plan and ready to collaborate. And if you have any questions or need support throughout your project, our experts are here to help.

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