When A Multi-Stage Review Strategy Is Best

Introduction: The Case for Multi-Stage Reviews

As architectural projects become more intricate and demanding, ensuring quality assurance requires a proactive and strategic approach. Relying solely on a single comprehensive review during the 50-70% construction document (CD) stage can leave teams vulnerable to late-stage disruptions, budget overruns, and overlooked errors. A multi-stage review strategy addresses these challenges by integrating focused reviews earlier in the design process. This phased approach not only uncovers potential issues before they escalate but also supports better coordination, alignment, and efficiency across project teams. By adopting milestone-based reviews, project teams can maintain momentum and deliver a higher-quality final product.

This article outlines the advantages of a multi-stage review strategy, explains its key phases, and offers guidance on when it is most beneficial for your project.
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Why Waiting Until 50-70% CDs Can Be Risky

Waiting until construction documents are nearly finalized for a comprehensive review may seem logical—it allows the design team time to fully develop their documentation. However, this strategy comes with significant risks:

• Late-Stage Disruptions: Errors identified late in the CD phase—such as non-compliant egress layouts—often require architects to pause the project, reconfigure layouts, and reissue revised backgrounds to consultants. This can lead to cascading delays as consultants scramble to adjust system layouts.
  
  
• Increased Costs: Late-stage changes increase the likelihood of additional service fees from consultants and contractors, as well as unanticipated costs from change orders.
  
  
• Higher Likelihood of Errors: Rushed revisions made under tight deadlines create an environment prone to errors and conflicts, compounding the risk of schedule overruns and budget increases.
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The Multi-Stage Review Approach

A multi-stage review strategy involves breaking the review process into at least two distinct phases, with additional stages as needed for complex or large-scale projects. Each phase targets specific aspects of the design, allowing for early identification of issues and more efficient resolution.
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1. Preliminary Review: Design Development (DD) Level

The first review phase typically occurs during early to mid Design Development (DD). At this stage, the focus is on regulatory compliance, including:

• Building Code Compliance
• Life-Safety Requirements
• Accessibility Standards
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Key Advantages:

• Flexibility: At this stage, the overall layout has been determined, but final backgrounds have not yet been issued to consultants. This allows for greater flexibility in addressing issues before they become embedded in more finalized documents.
  
• Proactive Issue Resolution: Common findings during DD include misclassified occupancies, horizontal exit issues, and egress non-compliance. Identifying these problems early prevents costly rework later.

Each stage of the multi-stage review is issued as a stand-alone proposal, offering versatility and ensuring that teams are not obligated to subsequent stages. This allows for adjustments to the review scope as the project evolves.
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2. Secondary Review: Construction Document (CD) Level

The second phase typically occurs between 30-70% CDs, often aligning with a permit submission. This stage focuses on:

• Constructability & Completeness
• Discipline Coordination
• Specification Review
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Key Considerations:

• Updated Regulatory Review: If substantial layout changes or new scope additions have occurred since the DD review, additional hours may be allocated to regulatory compliance.
  
• Timing: Selecting the ideal review window is critical to allow design teams sufficient time to address comments before final submission.
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3. Additional Reviews for Complex Projects

For large-scale or highly complex projects, such as medical facilities or resorts, additional review phases may be recommended. For example, an intermediate review during DD could target specific systems or compliance challenges unique to the project.

CHECKSET offers free consultations to develop customized review strategies tailored to your project’s complexity, budget, and schedule.
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Benefits of a Multi-Stage Review Strategy

1. Early Issue Identification:
   • Catching problems during DD prevents snowballing effects that can disrupt schedules and increase costs during CDs.
     
2. Improved Coordination:
   • Staggered reviews enhance communication between architects, consultants, and other stakeholders, reducing the risk of misalignment.
     
3. Cost Savings:
   • Addressing issues earlier minimizes rework, avoids additional service fees, and reduces the likelihood of costly change orders.
     
4. Schedule Optimization:
   • Proactive reviews ensure that design teams remain on track, avoiding last-minute revisions that derail project timelines.
     
5. Customization :
   • Stand-alone proposals for each stage allow for flexible scope adjustments, ensuring that the review strategy aligns with the project’s evolving needs.
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Conclusion: When Is a Multi-Stage Review Right for Your Project?

A multi-stage review strategy is particularly beneficial for projects with tight schedules, high levels of complexity, or significant regulatory requirements. By integrating reviews into earlier phases of the design process, teams can avoid common pitfalls, reduce risks, and deliver higher-quality outcomes. This approach is especially critical for large-scale or high-stakes projects, where late-stage disruptions can have a cascading impact on timelines and budgets.

At CHECKSET, we believe that effective quality assurance is about more than catching errors—it’s about creating a foundation for success. A multi-stage review strategy not only ensures that critical issues are addressed early but also fosters collaboration and trust among stakeholders. By partnering with CHECKSET, you gain access to expert insights and tailored solutions that keep your project on track and within budget, ensuring a smooth path from design to construction.

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