A construction project moves through eight stages: the idea and brief, feasibility, design, permits and approvals, tender and contractor appointment, construction, handover, and finally operation and maintenance. Each stage ends with a decision the client must make before the next begins. The biggest savings and the biggest mistakes both happen in the early stages, when changing a drawing is cheap. Once construction starts, every change costs time and money.
This guide is for owners, boards and organisations starting a building project, whether a school, office, bank branch, clinic or warehouse.
Stage 1: Idea and brief
What do you need, and why? Write it down:
- Purpose of the building and who will use it.
- Rooms, sizes and numbers of people.
- Budget range and funding source.
- Target completion date.
- Any future expansion.
Your decision: approve the brief. Guides such as planning an office building and building a school list the questions to answer.
Stage 2: Feasibility
Can it be done on this site, for this money, in this time? Feasibility checks:
- Land title and zoning. See checking a land title.
- Site survey, soil test and access. See soil testing and site surveys.
- Utilities: water, power, sewer.
- Environmental issues. See environmental impact assessment.
- An order-of-cost estimate.
Your decision: go ahead, change the brief, or stop.
Stage 3: Design
The design team develops the building in steps:
- Concept design: layout, massing and appearance.
- Developed design: structure and services coordinated.
- Detailed design: construction drawings, specifications and the Bill of Quantities.
Cost estimates get more accurate at each step. See who does what on a project and how to read drawings.
Your decision: sign off each design step. Late changes are expensive.
Stage 4: Permits and approvals
The building permit, fire approval, environmental clearance and utility applications happen here. Some can run in parallel with detailed design. See our building permit guide.
Your decision: do not start on site until the permit is issued.
Stage 5: Tender and contractor appointment
Contractors price the work, usually against a Bill of Quantities. The client evaluates bids, checks the contractor's experience and capacity, negotiates if needed and signs a contract. Public bodies follow the public procurement process.
Your decision: choose the contractor and sign the contract. Our contract checklist helps.
Stage 6: Construction
The longest stage. The contractor mobilises, builds the foundations, structure, roof, services and finishes, then external works. The client's team supervises, approves payments and handles variations.
What the client does during construction:
- Attend or follow site meetings.
- Make decisions quickly when asked.
- Pay certified amounts on time.
- Avoid changing the design.
See monitoring construction progress and quality control.
Stage 7: Handover
When the work is substantially complete, the client's team inspects it, lists defects (snags), and the contractor fixes them. The contractor hands over keys, drawings, manuals, warranties and test certificates. The defects liability period begins. See construction handover and our snagging checklist.
Your decision: accept the building, with a list of items still to fix.
Stage 8: Operation and maintenance
The building is in use. During the defects period the contractor returns to fix defects; afterwards, maintenance is the owner's job. Planned maintenance keeps costs down. See why planned building maintenance saves money.
Where projects go wrong, by stage
| Stage | Common mistake |
|---|---|
| Brief | Vague needs, no budget |
| Feasibility | Skipping the soil test or title check |
| Design | Changing the design repeatedly |
| Approvals | Starting work before the permit |
| Tender | Choosing on price alone |
| Construction | Late payments and late decisions |
| Handover | Accepting without snagging or documents |
| Operation | No maintenance plan |
Who leads each stage?
| Stage | Main lead | Key outputs |
|---|---|---|
| Idea and brief | Client | Written brief and budget range |
| Feasibility | Client with architect, QS, surveyor | Feasibility report, cost estimate |
| Design | Architect with engineers and QS | Drawings, specifications, BOQ |
| Approvals | Architect | Building permit and other consents |
| Tender | QS and client | Tender report, signed contract |
| Construction | Contractor, supervised by consultants | The building, progress reports, certificates |
| Handover | Whole team | Snag list, documents, completion certificate |
| Operation | Client or facility manager | Maintenance plan and records |
How long does each stage take?
For a mid-size institutional building, a rough guide is two to six weeks for the brief, one to two months for feasibility, three to six months for design, one to three months for approvals, one to three months for tender, and 9 to 18 months for construction. Approvals and tender can overlap with the end of design. Owners are often surprised that a year can pass before work starts on site. That time is not wasted. Every week spent getting the design right saves money once construction begins. Our guide to construction timelines shows how to plan it.
Frequently asked questions
How long does the whole lifecycle take?
For a mid-size institutional building, often 18 months to three years from idea to handover, with design and approvals taking a large share.
Which stage has the biggest effect on cost?
The early stages. Decisions in the brief and design fix most of the final cost.
Can design and construction overlap?
Yes, with design and build or fast-track approaches, but it carries more risk. See design and build vs traditional contracting.
When should a contractor be involved?
Traditionally at tender. On design and build, or for complex projects, earlier involvement can help with buildability and cost.
Who should lead the project from start to finish?
The client should appoint one person or a small committee with authority to decide, supported by a lead consultant or project manager. Changing leaders midway causes delays.
What documents should the client keep from each stage?
The brief, feasibility report, approved drawings, permits, tender report, contract, progress reports, payment certificates, handover documents and the final account.
Can stages be skipped on a small project?
They can be shortened, not skipped. Even a small building needs a brief, a design, a permit, a contract and a handover.
When does the client's work end?
It does not really end. After handover the client runs and maintains the building for its whole life.
Starting a building project?
Vika Construction supports clients from planning through to handover. See our services or contact us.
Found this useful? Share it with someone who is building.
