How can you align your client contract with your firm's policies and procedures?

As an architect, you know that your client contract is more than just a legal document. It's also a reflection of your firm's values, standards, and expectations. But how can you make sure that your contract aligns with your firm's policies and procedures, and avoids potential conflicts or misunderstandings? Here are some tips to help you create a consistent and clear contract that benefits both you and your client.

1 Understand your firm's policies and procedures

Before you draft or sign a contract, you should familiarize yourself with your firm's policies and procedures regarding project scope, fees, services, deliverables, communication, quality control, risk management, and dispute resolution. These policies and procedures should be documented and updated regularly, and communicated to all staff and clients. They should also comply with the relevant laws, codes, and regulations in your jurisdiction.

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Arghavan O.

Architect ,Interior Designer ,3D visualizer | Bachelor of Architecture - BArch
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1-Clear Communication: Ensure that the contract explicitly outlines your firm’s expectations, processes, and guidelines. 2-Customization: Tailor the contract to reflect your specific services, project scope, and deliverables. 3-Legal Compliance: Address legal requirements, confidentiality, payment terms, and dispute resolution mechanisms. 4-Regular Review: Periodically review and update the contract to stay aligned with any policy changes or industry standards.

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2 Customize your contract to fit your project

While it's important to follow your firm's policies and procedures, you should also tailor your contract to suit the specific needs and goals of your project and client. For example, you may need to modify your scope of work, fee structure, payment schedule, or change order process depending on the project size, complexity, budget, timeline, or delivery method. You should also consider any special requirements or preferences that your client may have, such as confidentiality, sustainability, or accessibility.

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Tian Liu

Bespoke Lighting That Transforms Spaces.
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Align your client contract with firm policies by customizing it to project specifics. Clearly define project scope, deliverables, and timelines adhering to internal project management procedures. Ensure payment terms align with financial policies. Integrate confidentiality clauses for data protection, dispute resolution mechanisms following conflict resolution procedures, and address intellectual property rights based on company guidelines. Regularly update contracts to reflect any changes in firm policies, ensuring legal compliance and transparent client-firm relations.

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ALEXANDER NIEBLES

Socio Fundador NIEBLES ARQUITECTOS Y CIA SAS | Magister en Urbanismo | Docente de Catedra en UTB
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En la práctica profesional me he dado cuenta de que no todos los contratos son o pueden ser manejados de la misma manera con los clientes, aunque existen empresas que ya se encuentran certificadas con alguna normativa ISO, donde se debe manejar estandarizaciones de procedimientos documentales, lo que encasilla a la empresa a manejar una misma línea de trabajo en sus procedimientos. Esto no esta mal, porque la empresa se muestra como un ente que maneja y controla sus procesos; sin embargo, las empresas contratantes también tienen sus políticas, manejos de desembolsos, etc. y en el caso de contratación pública, los términos de referencia del contrato o licitación son los que marcan las pautas.

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3 Use clear and concise language

One of the key elements of a good contract is clarity. You should use clear and concise language that avoids ambiguity, jargon, or technical terms that may confuse or mislead your client. You should also define any terms or acronyms that may have different meanings or interpretations in different contexts. For example, you should explain what you mean by "design development", "construction documents", "substantial completion", or "LEED certification". You should also use consistent terminology throughout your contract and avoid contradicting or repeating yourself.

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4 Review and revise your contract regularly

Another key element of a good contract is flexibility. You should review and revise your contract regularly to reflect any changes or updates in your project scope, schedule, budget, or quality. You should also communicate these changes to your client and obtain their written approval before proceeding. You should also document any deviations or exceptions from your contract terms and conditions, and keep a record of all correspondence and decisions related to your contract.

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5 Seek professional advice

Finally, you should seek professional advice from a lawyer, accountant, or insurance agent before you finalize or sign your contract. These experts can help you ensure that your contract is legally sound, financially fair, and adequately protected. They can also help you avoid or resolve any disputes or claims that may arise from your contract. You should also consult with your professional association or regulatory body to ensure that your contract meets their ethical and practice standards.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you align your client contract with your firm's policies and procedures?

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1 Understand your firm's policies and procedures

2 Customize your contract to fit your project

3 Use clear and concise language

4 Review and revise your contract regularly

5 Seek professional advice

6 Here’s what else to consider

Architecture

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