Mistake #16: Unagreed Scope of Deliverables: Sketch vs. Working Drawings vs. Estimate

Mistake #16 in landscape design occurs when project participants have different understandings of what constitutes a “project.” The client expects a finished picture ready for immediate construction, the designer implies a conceptual sketch, while the foreman and suppliers require detailed drawings with dimensions, nodes, and schedules. The lack of a clear agreement on the scope of deliverables leads to disappointments, reworks, and additional costs. This problem doesn't start on the construction site but during the planning stage, when one party considers their work complete, and the other believes it hasn't even begun.

Why Misunderstandings Arise?

It often seems that “the main thing is to start,” and details “will be sorted out later.” Clients see beautiful renders in portfolios and expect a similar result, without delving into the boring list of drawings. Landscape studios may not specify the boundaries of stages to avoid deterring the client with the perceived volume of work. Contractors sometimes assure that a “sketch will suffice,” not realizing all the nuances of future work. The implementation budget often “floats,” and the estimate is postponed until “things become clearer” — although without an agreed scope of deliverables, nothing will become clearer. Such uncertainty creates fertile ground for conflicts when expectations do not match reality.

Consequences of an Unagreed Scope of Deliverables

When a construction team begins work relying only on a sketch, serious problems inevitably arise. A beautiful picture may lack precise heights, details of path junctions to the blind area, or the location of irrigation or lighting points. As a result, the team is forced to improvise, which often leads to errors, suboptimal solutions, and the need for costly reworks. An estimate compiled “by picture” quickly loses its relevance when it turns out that different nodes, material volumes, or entirely different elements are required. Work acceptance turns into an exhausting negotiation about what was originally included in the “project.” Ultimately, the client is either forced to pay extra for urgent development of working drawings or to settle for a garden that was assembled “by eye,” which significantly reduces its functionality and aesthetics. Later, this also affects garden maintenance, as there are no plant schedules or clear diagrams of engineering networks.

How to Properly Agree on the Project Scope

To avoid the problems described above, it is crucial to fix the composition of the project documentation before signing the contract. This will allow all parties to have a unified understanding of the scope of work and the expected result.

1. Deliverables Table: Create a detailed table clearly delineating the stages: sketch project, set of working drawings, and implementation estimate. Specify exactly what is included in each stage, in what form the documents will be presented, and at what stage their approval will take place. For example, for a plot of 10-15 ares, this approach will avoid confusion with calculating material volumes.

2. Sketch Project: At this stage, the general concept, site zoning, nature of materials used, and main vantage points are fixed. This is a visual representation of the future idea without production dimensions and detailed nodes. It serves to approve the overall idea and mood, for example, the placement of a gazebo, a pond, and main functional zones. This is the first step you can take to understand the overall composition before delving into details.

3. Working Drawings: After the sketch is approved, proceed to develop the working set. It includes precise dimensions, elevation marks, detailed nodes, setting-out drawings, schemes of engineering networks (irrigation, lighting, drainage), and material schedules. These documents will form the basis for construction work and procurement. For example, precise dimensions of paths and площадок will allow builders to work without improvisation.

4. Implementation Estimate: The estimate for construction and installation work and material procurement should only be calculated based on the approved set of working drawings, not based on the “mood” of a render or an approximate picture. This ensures accuracy and transparency of financial calculations.

5. Status and Date on Each Sheet: Each sheet of project documentation must have a status (e.g., “Sketch,” “In Progress,” “Approved,” “For Implementation”) and a date. Sheets without an approved status should not be transferred to the construction site. This eliminates the use of outdated or irrelevant versions.

6. Stage Acceptance by List: Acceptance of each project stage must be carried out strictly according to the agreed list of deliverables, and not based on a general feeling of “it seems everything is drawn.” This ensures that all declared works are completed in full and with proper quality.

Planning the Project Scope in formspace.design

formspace.design offers tools that will help you systematize and visualize the stages of landscape design, especially in the early stages when the foundations of the future garden are laid. You can use the platform to create a clear sketch project, which will then become the basis for more detailed working drawings and estimates.

Start with module 1.1 “Site Plan” to mark out the main zones and objects on your plot. Use zoning tools (module 1.2 “Zones”) to define functional areas: a recreation area, a playground, a vegetable garden, a front entrance area. You can learn more about zoning in the article Zoning a Plot: Scheme and Rules. Module 2.1 “AI Concept” can suggest various ideas for your plot based on your preferences, helping to form a visual concept of the future garden. You will be able to clearly indicate which elements will be present, their approximate location and character, which corresponds to the goals of the sketch project. After that, you can export the concept and transfer it to specialists for the development of detailed working drawings, having on hand an already approved sketch created with formspace.design. This will significantly simplify communication and reduce the risks of misunderstanding at subsequent stages. For example, for an 8-are plot, you can easily plan the placement of all key elements, such as a 4x6 m terrace, a 3 m diameter pond, and an orchard, even before expensive materials are ordered or a team is hired.

FAQ

How does a sketch project differ from a set of working drawings?

A sketch project is a conceptual solution that defines the general idea, zoning, style, and main elements of the landscape. It contains visualizations, layouts without precise dimensions, to show the mood and overall composition. A working set, on the contrary, includes detailed drawings with precise dimensions, elevation marks, nodes, communication schemes, and material schedules, necessary for the direct execution of work on the plot. A sketch is “what it will be,” a working set is “how to build it.”

Can a garden be built using only a sketch?

Building a garden relying solely on a sketch is highly not recommended. A sketch does not contain the necessary technical information: precise dimensions, references, heights, engineering network schemes. This will lead to improvisation by the construction team, errors in implementation, additional costs for reworks, and possible discrepancy between the result and your expectations. For a high-quality and durable landscape, a set of working documentation is always needed.

Why is it important to approve the estimate based on working drawings, not a sketch?

Approving the estimate based on working drawings ensures its maximum accuracy and transparency. A sketch only gives a general idea, based on which it is impossible to calculate the actual volumes of materials, labor costs, and work costs. Working drawings contain all the necessary details: the quantity of tiles, the volume of soil, the specification of plants, which allows for an accurate estimate and avoids unpleasant surprises during construction.

What if the contractor says a sketch is sufficient?

If a contractor claims that a sketch is sufficient, this is a cause for caution. A professional contractor, interested in a quality result, will always request a full set of working drawings. Without them, they will either improvise at their own risk or shift responsibility for errors to the client. Insist on the development and use of a full working set, explaining to the contractor the risks of working without it.

How does formspace.design help in project approval?

formspace.design allows you to visually form a sketch concept of your plot, using zoning tools, object placement, and AI concepts. You can easily experiment with different layout options and get visualizations that will help you clearly define your wishes. This facilitates communication with the designer or contractor, providing them with an already prepared, approved basis for further detailing, reducing the likelihood of misunderstanding.

What elements should a set of working drawings include for a 20-are plot?

For a plot of this size, the working set should be as detailed as possible. It necessarily includes a general plan with setting-out dimensions, a dendroplan with a plant schedule, a planting drawing, vertical planning and relief organization plans, drainage schemes, storm sewerage, automatic irrigation system, lighting, as well as road pavement structures, retaining walls, and other small architectural forms. The larger the plot, the more details need to be worked out for its successful implementation.

What happens if I don't put a status on the project sheets?

The absence of status and date on project documentation sheets creates chaos and confusion. Builders may use outdated or irrelevant versions of drawings, which will lead to errors and reworks. In disputed situations, it will be impossible to determine which document was approved and at what stage. This is a basic practice of project document management that protects all parties from misunderstandings and financial losses.

Clarity is Key to Success

An unagreed scope of project deliverables is a direct path to reworks, additional costs, and disappointment in the final result. Investing time in clearly defining expectations and documentation at each stage of design will pay off handsomely. Use modern tools for preliminary planning and do not hesitate to demand full clarity from contractors. Your dream garden begins with a clear and agreed-upon project. You can start forming the concept of your plot now, using the capabilities of formspace.design. Remember that a detailed plan is the foundation upon which the beauty and functionality of your landscape are built. To learn more about how to avoid other mistakes, read the article Mistake #1: Starting a Project Without a Written Client Brief.