Andrew Vallis, Director & Head Of Architecture
Often, one of the most problematic and challenging elements of a project is keeping a handle on project costs. There are many reasons for this, but I believe it primarily comes down to the many facets involved when we begin to look at projects through a cost lens. Right from the outset, there are always numerous viewpoints when it comes to this important and defining element.
The Start Point
Managing cost expectations can only come from a position of knowledge — understanding the parameters of the project: the need, the budget, availability of funds, clinical expectations and family expectations are just a few of the factors at play. But we cannot begin to refine what this might look like for a client without first having something to work from.
It’s always that first line on a blank piece of paper that is the most tentative — and then, once you’ve made that first mark, you can add, shape and erase as you move towards your end goal. It’s a bit of an odd analogy, but that is exactly where I see the huge value in carrying out suitability reports on any project — not just those where there is a specific, defined need to prove suitability.
What is a Suitability Report?
A suitability report examines a defined element (the property) and overlays the needs, wants and requirements of the client — clinical needs, care regime and any legal obligations where relevant. It provides a quick, yet thorough assessment of a property, considering everything mentioned, to determine whether it can meet those needs within the available space and budget. It also suggests one of many ways this could be achieved and outlines the likely cost to meet the project’s aims. This enables a realistic cost proposal to be put together, which ultimately helps to set expectations should the project move forward.
A suitability report should never be seen as the definitive solution for how a property should be adapted. Rather, it should be viewed as a foundation upon which important conversations can be held, based on professionally assembled information. The design process is not something that should be rushed, and in this field especially, time needs to be taken to ensure decisions are made based on the best possible information. That starts with a solid foundation.
How is it Used?
Once suitability has been established and we begin the design process, we frequently start the first design meeting with the family using the suitability proposal. This acts as something to pick apart to get to the bottom of what the client’s true expectations are. One of the things I always emphasise is that this is just a starting point — we’re not precious about it. We welcome feedback from everyone involved in the process about what does and doesn’t work for the client’s care and where it wouldn’t suit how the family likes to live their life.
It can also serve as a gateway to some of the more difficult conversations we often need to have — for example, what care might look like in a new environment and how would the client receive the care they need without unnecessarily imposing on family life? These are all things that can be clearly defined early on and can help to put everyone’s minds at ease, allowing other elements to receive the attention they deserve.
Moving Forward
Once the suitability of a property has been confirmed, the process is underpinned by a clear understanding of prospective costs. Is this affordable? Do we need to consider cutting back — what are the non-essential elements? Conversely, if it’s under budget, what else can we do to make this the perfect home for the client?
Having these conversations at the start of the design process means difficult decisions can be addressed before emotions become too involved, ensuring appropriate decisions are made and expectations are realistically set.
I wanted to discuss what happens from here in this post, but because I got carried away with the suitability report, I will save it for my next blog. It’ll cover how to structure cost reporting during the design process to keep everyone updated at the relevant stages.
Andrew Vallis, Director & Head of Architecture
PLG Consultants, 13th May 2025
We are a leading firm of disability property finders and architects, working nationwide across the UK. We specialise in the provision of quality, accessible housing solutions for individuals with disabilities resulting from personal injury and medical negligence.
We serve families, litigation solicitors, deputies, case managers, occupational therapists and care teams to develop a clear understanding of an individual’s unique needs.
Our expertise lies in then finding, adapting and transforming properties into homes tailored to accommodate each client, whether temporary or permanent, and delivered with meticulous attention to detail and the utmost care.
