A design brief is one of the most important foundations of the design process in terms of objectives, the extent of the project area and scope of work, responsibilities and working arrangements. It is a tool that helps keep the project under control by clarifying the project objective, what is intended to be achieved, the means by which that objective is to be reached, and the desired outcomes. Alongside the fundamental design documents\u2014such as spatial plans, design requirements, legal requirements, guidelines and standards\u2014it is the most important document forming the basis of a request for quotation<\/a> because it provides clear guidance on what is required. <\/p>\n When the design brief is clear, all designers have the same understanding of what needs to be done, why it is being done and what the required outcome should be. This helps avoid situations where design work progresses in the wrong direction, unnecessary delays arise during the building permit application process, misunderstandings occur or costly changes become necessary. The design brief also helps prevent disputes over additional work by clearly defining what is included in the scope of work and what is excluded. A good design brief saves time, helps keep the budget under control and supports a stronger identity and a more profitable outcome for the development. It acts as both a strategy and a filter for design decisions so that the desired result can be achieved. If problems arise, the design brief provides a basis for setting priorities and identifying the most appropriate solution. <\/p>\n When objectives, priorities and expectations are established from the outset, the design team does not spend time making assumptions or producing unnecessary design alternatives. This does not mean that the proposed solution should not be thoroughly developed. Rather, a strong design brief accelerates the process and helps keep the project on schedule. <\/p>\n A clear design brief helps ensure that requirements, constraints and necessary studies are considered from the beginning. This reduces the risk of shortcomings emerging during the application process and causing delays, additional work or redesign. <\/p>\n When the project\u2019s quality level, scope, priorities and resources have been considered at an early stage, it is easier to make decisions that support the financial viability of the development. If budget reductions or design changes become necessary, decisions can be made quickly about where compromises are acceptable and where they are not, without undermining the core value and objectives of the development. <\/p>\n The design brief helps define the identity and user experience that the development is intended to create. The result is therefore not merely a technically correct solution, but an outdoor space that supports the overall concept of the development, appeals to buyers and helps support faster sales at a higher price. <\/p>\n When roles, expectations, decision-makers, deadlines and communication procedures are clearly defined, the design process runs more smoothly. This means fewer misunderstandings and unexpected interruptions, and greater confidence that all parties are working towards the same objective. <\/p>\n A design brief also helps ensure that all relevant parties are involved at the right time so that their views can be reflected in the design. Community involvement can strengthen a sense of ownership and connection to the project, which in turn can increase acceptance of the proposed solution and support its further design and implementation. <\/p>\n A good design brief is precise, clear, unambiguous and as concise as possible while still containing all necessary information. The objective is to include as much as necessary and as little as possible so that the document does not become unnecessarily long or unwieldy. It typically consists of the following sections. <\/p>\n What is intended to be achieved? What are the commercial, spatial and functional objectives of the development? What outcome would be considered successful? <\/p>\n Which spatial plans, design requirements and constraints define the framework for the proposed solution? This section should provide an overview of the applicable general and detailed spatial plans, design requirements, technical conditions, previously completed studies and other documents that must be taken into account during design. BREEAM and LEED certification are becoming increasingly important, and any intention to pursue such certification should be clearly stated. It is also important to identify any special requirements relating to heritage conservation or areas of cultural and environmental value. The basic principles of high-quality space<\/a> etc. <\/p>\n What area needs to be addressed? Does the scope include the entire property or only part of it? Do neighbouring properties also need to be considered, and are they privately owned or owned by the local authority? In most cases, the project area includes the entire property, although there are situations where this is unnecessary. The boundaries of the project area should be clearly defined so that the extent of the design work is unambiguous\u2014for example, by means of a diagram. In some cases, part of a neighbouring property may also need to be included. If so, this should be clearly identified as part of the project area. Where there is shared ownership, the decision-makers should be identified. If the project area consists of several properties and these fall within the jurisdiction of different local authorities, this should also be stated separately. <\/p>\n Which design phases are required: concept design, preliminary design, detailed design and construction working documents<\/a>? Is designer\u2019s supervision also required during construction, where the designer provides clarifications, assesses alternative products and approves changes? If so, the brief should also describe how product selections, alternatives, mock-ups or sample works, and designer approvals are to be handled. The design brief may also specify whether the project is subject to an expert assessment and how construction procurement is to be prepared. <\/p>\n Who is the space being designed for? Who will use it, and what are their needs, expectations and movement patterns? For the success of the development, it is important that the space responds to the real needs and expectations of the end users. For example, the design brief may describe age groups\u2014for instance, children of different ages in a nursery school, or children, adolescents, older people and working-age adults in a public space. It may also describe users\u2019 abilities and specific needs, such as people with visual or mobility impairments; their interests and expectations, such as a cycle path separated from the pedestrian route; and ways of supporting elderly, such as benches with armrests and backrests alongside pedestrian routes and level hard surfaces. The brief should also describe how users are expected to use the outdoor space\u2014for example, whether they will spend time there or pass through it as part of their everyday routines\u2014and what they need in order to use the space successfully, including the required outdoor-space functions. <\/p>\n This section defines the functional logic of the outdoor space and the solutions that create value. Which functions are essential? What is indispensable, and what creates additional value? How should the outdoor space support the functions of the building and accessibility, as well as the overall development concept? Once the users have been identified and described, it is necessary to decide what needs to be created within the space so that it feels coherent and meets users\u2019 expectations. Based on the characteristics of the users, decisions can be made about which functions are required, what additional value can be offered, what future-oriented considerations should be included\u2014such as those relating to an ageing society\u2014and how connections and coherence with surrounding outdoor spaces and their functions should be achieved. <\/p>\n On the one hand, the design of the outdoor space is determined by applicable spatial plans, design requirements and legislation. On the other hand, it is also necessary to define the intended quality level. Is the objective to create a durable design for 10, 20, 30 or 50 years? What spatial character, design language and use of materials should the solution express? BREEAM and LEED certification are becoming increasingly important, and any intention to pursue such certification should be clearly stated. The design brief should not be limited to the question of what is to be designed. It should also describe the spatial quality expected by the client. This in turn informs the selection of both living and non-living materials during the design process. <\/p>\n What matters most in this particular project? Is it identity and concept, design speed, sales potential, cost efficiency, retention of existing vegetation, or some other value? Once the values guiding the design have been identified\u2014that is, once it is clear what is most important to achieve within the project\u2014it becomes easier to determine where compromises can be made and where they cannot. When priorities are clear, difficult decisions\u2014for example, in the event of budget reductions\u2014can be made more quickly and confidently without undermining the project\u2019s core values or distorting the intended outcome beyond recognition. <\/p>\n This section is particularly important where the client is not the actual user of the outdoor space being designed. In public-space projects, collaboration with the local authority, local residents and, where relevant, non-governmental organisations may be necessary to achieve the best possible result. Who needs to contribute to the process or make decisions? Should stakeholder involvement take place through public consultation or another format? The format of engagement should be defined, together with how proposals will be considered and any other relevant arrangements. Planning stakeholder involvement at an early stage helps avoid obstacles later in the process. This may include workshops, surveys, online consultation or public presentations. The brief should also define who needs to be involved\u2014for example, neighbouring property owners, the local authority, the community, utility network operators, heritage conservation authorities or other parties. This also gives the designer a clearer basis for planning the scope of work, time requirements and sequence of activities. <\/p>\n Will Building Information Modelling<\/a> be used in the project? If so, the design brief should describe the responsibilities of the information model coordinator, the principles for applying BIM at each design phase, the content of each discipline model and what information each model must contain. Points of coordination should also be defined, together with measures for preventing duplication of work. <\/p>\n Who is the client\u2019s representative, the project manager of design work, architect, landscape architect, specialist designers, BIM coordinator, consultants and other parties? When are regular design meetings held, and through which communication channel? What digital environment is used for working, exchanging files and sharing information? How are different file versions managed, and who is responsible for maintaining the project document repository? What are the required project deliverables and presentation standards? The brief should specify which file formats must be submitted for drawings, explanatory reports, tables, models and other documentation. Who makes which decisions, and who communicates with the relevant authorities? How frequently are regular meetings held, who participates, how are minutes recorded, and what is the binding status of decisions made during those meetings? Clear communication and strong project management reduce confusion and unnecessary time expenditure. In larger projects, the design brief may also specify requirements for professional liability insurance. <\/p>\n When must the studies, concept design, preliminary design, detailed design, construction working documents, approvals and other phases be completed? A realistic schedule helps avoid expectations that cannot be met in practice. Design cannot begin without the necessary site investigations, and it must also be recognised that the work of different designers is interdependent and cannot all be completed simultaneously. Time must also be allowed for the building permit application process, as administrative procedures and approvals may take longer than anticipated. <\/p>\n Site investigations directly affect the progress of the design process. Which baseline studies and specialist investigations are required? The necessary studies and baseline information depend on the specific project. These may include a topographic and geodetic survey, geotechnical data, a noise study, woody plants survey<\/a>, herbaceous plants survey<\/a> and others. Read for more from our blog Woody plants survey: why, for whom, and when?<\/a> Who will commission these studies, and when must they be completed? If the client intends to commission the baseline studies and specialist investigations directly, this should be stated. If the designer is expected to organise their procurement, this should also be clearly specified. <\/p>\nThe Main Benefits of a Design Brief<\/h2>\n
1. Less Redesigning Work and a Faster Design Process<\/h3>\n
2. A Smoother Building Permit Application Process and Lower Procedural Risk<\/h3>\n
3. Better Control Over Budget and Return on Investment<\/h3>\n
4. A Stronger Concept and a More Distinctive Development<\/h3>\n
5. Clearer, More Effective Collaboration and Less Information Overload<\/h3>\n
What Does a Good Design Brief Include?<\/h2>\n
1. Project Objective<\/h3>\n
2. Baseline Information and Reference Documents<\/h3>\n
3. Definition of the Project Area<\/h3>\n
4. Scope of Work<\/h3>\n
5. Users and Target Groups<\/h3>\n
6. Functions and the Desired Solution<\/h3>\n
7. Quality Level<\/h3>\n
8. Priorities<\/h3>\n
9. Stakeholders and Decision-Makers<\/h3>\n
10. BIM Coordination and the Content of Discipline Models<\/h3>\n
11. Design Organisation and Responsibilities<\/h3>\n
12. Design Schedule<\/h3>\n
13. Studies and Site Investigations<\/h3>\n
14. Budget<\/h3>\n