Every business big and small has processes.  What differentiates a sustainable practice is the awareness and conscious implementation of this process.  Like many small business owners, I have unintentionally been developing a process through each of my projects.  It would be tweaked as I went but was a fluid development without ever giving myself the time or mental space to really consolidate the steps or consider how I wanted to operate.

The basic framework I have built my process around is pretty standard – I work mostly with a fixed fee using the design stages we are all taught in one form or another:

Sketch Design, Design Development, Construction Documentation and Site Attendance.

The issue I have with these stages is that they are BIG.  If each is undertaken as one body of work it is easy to lose sight of what it needs to achieve – timeframes are long and invoices are high.  To tackle this, I have been working with each one broken into around 3-4 sub stages.  These stages do not have allocated revisions but are specifically focussed so that comments can be rolled into the next stage.  Progress on the design and documentation is easy to track and is a clearly defined and tangible scope that each portion of the fee directly relates to.

In a previous post (this one – check it out here if you missed it) I outlined my goals for this review.  They all feed into the development of my workflow, which has to serve my clients, give me creative space as a designer and the allow for the future growth of Maike Design.

To serve my clients this process needs to effective and informative.

My Clients tend to be busy professionals with families.  They have plenty to take care of already and I believe that a big part of our job is to make sure that everything runs as smoothly as possible.  By having a process where we take care of ‘all the things’ efficiently and effectively, the way we deliver our projects allows our clients to be involved but does not require them to be the problem solvers.

We need to communicate everything they need to know when they need to know it.  The ‘when they need to know it’ is important and by following a logical process the past understanding of the design informs the current stage.  The process outline being developed will capture all of these decisions and allocate them to the appropriate stage.

Often Clients say they don’t necessarily know what they want but they’ll know when they see it.  It is our responsibility to make sure the design intent and execution is communicated in our documentation and presented clearly.

To serve me as a designer the process needs to be efficient.

I believe two of the best things you can give to a design are a wide and varied range of inspiration and time.  Time for the ideas to percolate, for them to move through various subconscious filters and to be able to wander through the spaces in your mind, each time filling in a new detail or discovering a new opportunity.

I don’t want to spend time figuring out tasks over and over that I can do just once.  This process has to be efficient and allow me the maximum amount of time to spend on researching the background of an existing building and its context, really getting to know the needs of my clients, testing design ideas and enriching my design knowledge generally.

To be able to serve future aspirations for Maike Design, the process needs to be repeatable.

When I have someone working with me, I want the process to be documented and thorough enough that anyone on my team could technically jump onto any project and continue working on it at the standard my Clients and I expect.  I want my process to provide prompts through the process to make sure nothing is forgotten and information is gathered and incorporated into the project at the appropriate time.  This means that every detail of each step needs to be captured – what information needs to be gathered, where everything is filed, what templates apply, contact details of everyone involved and all the other nuts and bolts aspects need to be consistent between projects.

Now as I document my workflow and put together all the various templates and reference documents, the points listed above will act as my criterion for success.  In my next post I will run through how I am capturing this process and keeping track of everything.

We have started 2020 with a heavy heart.

Australia has lost human life, millions of hectares of native bushland, thousands of homes and an estimated one billion animals and birds.  Our communities and delicate ecosystems have gone up in smoke and each day extraordinary fire fighters and volunteers are working to bring things under control.

I was going to keep writing about my process review but this is not business as usual.  In the face of a tragedy of this scale it didn’t really seem important.  There is another thought that has been growing during my review and setup that I wanted to share: how do we make a lasting difference to the world?

When I was little, I had a book called Miss Rumphius.  It is a story about a girl who was captivated by her grandfather’s stories.  He told her that as well as having adventures she had to do something to make the world more beautiful.  She grew up, went on adventures all over the world and when she grew old she lived by the sea.  Remembering that she hadn’t done what she promised her grandfather, she tried to figure out what to do, but she thought that the world was already quite beautiful.  Eventually after a patch of lupins brought her joy, she decided she would plant lupin seeds across the country.  Every year the flowers bloomed and turned countryside into a colourful sea of flowers for everyone to enjoy.

I think lupins might be a weed so the story kind of comes apart but the sentiment of having a responsibility to leave things better than you found them, however you are able, has stuck with me.  It is one of the reasons I am drawn to design and the built environment.  As a bunch of people, I love how thoughtful designers and Architects are.  I believe that well considered design has the capability to create change.  It can improve quality of life on an individual level and create social shifts and greater efficiency on a larger scale.

I have been feeling it particularly since having children – I think it made me look more closely at the world beyond my own lifespan and like many people, I have felt the larger, growing shift towards the realisation that things aren’t just going to work themselves out and the people that we have in the past entrusted to make high level change, are not.  The tragic events of this summer have shown the magnitude of what we are facing.

After having Flynn, our oldest, we realised that the plastic we put in the recycle bin wasn’t being recycled so did everything we could to eradicate disposable plastic from our lifestyle.  We then looked closely at where all our money was going.  We changed our bank accounts and homeloan to a more ethical bank, shifted superannuation accounts and changed (and drastically reduced) how we shopped.

When Kira was born I felt acutely how small our changes were in the scheme of things.  I couldn’t read the news, talk about social issues, politics or the environment without feeling helpless, upset and angry.  Eventually I made a decision – one thing I absolutely wanted for my children was for them to feel hopeful and know that they could always make a difference.

How was I going to teach them this if I was completely overwhelmed?

‘I cannot do all the good that the world needs. But the world needs all the good that I can do.’

Jana Stanfield

The response to the bushfires has highlighted how beautiful, supportive and generous people can be.  I hope that this momentum can be maintained to be the catalyst for real awareness and lasting change in environmental policy and planning.

As well as the immediate bushfire response, there are other wonderful examples of people working to create large positive scale change across a range of fields.  A few that I’ve found particularly inventive and inspiring are:

The Nightingale group have shifted the landscape of residential developments and proved that there is a better approach to inner city housing provisions than what has been provided by the previous developer-driven model.

A non-profit called Career-Tracker provide a professional network and support system for indigenous young adults through education and career opportunities that would likely not be available to them otherwise.

Photographer Jeremy Cowart and Michael Moore are putting together the Purpose Hotel where every aspect of your stay is linked to a cause or a need.  All the items within the hotel are sourced from humanitarian foundations or to support local creative industries.

Architects Assist is a platform for Architects and Building Designers to provide pro bono services to people who are affected by disasters to assist in the rebuilding of their homes and lives.

Over the last year or so I have been discussing this with other designers and colleagues and have found that I’m not the only one feeling like this.  But beyond donating some money, how do you get started?  As an individual, how do I find the time, traction and influence to create something bigger than just a single person?

I have plans that will be implemented as Maike Design grows.  I am working to provide a workplace that provides flexibility for the requirements of family equally to both partners.  I want to look at sharing with my team the decision of where a portion of our profits will go in order to contribute to social and environmental causes.  I want to provide an environment that supports and encourages ongoing education and development opportunities including engaging with community agendas.

These plans are all in-house and feel too small.  But I’ve got to start somewhere.

I don’t have an answer, just a lot of questions.

I’d love to hear your thoughts and ideas you are implementing to make a positive change.

In the meantime I encourage you to join me in supporting the organisations who are providing critical support to the victims of this disaster.  Every little bit helps.

Wires wildlife rescue appeal

Red Cross disaster relief fund

Or get some ideas of changes you can make from Instagram account be_an_unfucker

How do you define what is really important to you? Your fundamental values, both personally and in business. You just kind of know them right? Have you ever tried to clearly express what those things are? Its surprisingly difficult to do!

Earlier in the year I did some work with my business coach and we did an exercise to identify my ‘Guiding Principles’. I’ve heard it called various names on podcasts or interviews and had actually already done the exercise previously but then hadn’t followed through to work out how to make it useful until I went through it with Roland.

It is quite simple – write down 100 sentences starting with “At *Maike Design* we strive to…”

The thing with 100 sentences is that there aren’t 100 completely different things you can write. I didn’t manage 100, I think I got to 80 or so. I started off with all the obvious ones …listen to my clients, design to engage all the senses, support local craftspeople, respond to context and site, etc… and when I got to about 20 and I’d run out.

Then it started to get interesting, because 20 isn’t enough, you’ve got to keep going. I started to repeat myself but each time it went a little deeper and was a little more specific. The sweeping statements I’d made early on were being unpacked and examined more closely.

Once I had it all written down, looking at my sentences I began to re-arrange them into groups.  I saw that my aspirations fell into 4 main categories: Design, Clients, Personal and Business. Within each of these groups I looked at how similar statements could be further grouped and summarised into more concise sentences.

The key to the Guiding Principles is that there are to be no grey areas. They are actionable and focussed statements that will always be at the core of everything I do. It took a couple of goes to find just the right words.  It really helped to have someone to work through them with, so find a buddy if you’re going to do it.  I am really happy with what I’ve ended up with – they do reflect how I strive to run my business and its nice having them clearly expressed and easy to communicate.

We collaborate:

Our design projects are a team effort. We listen and value the input of our clients, builders and consultants.

We work with nice people:

We conduct ourselves considerately, respectfully and with care and choose to work with people who will behave in the same way.

We work with dedicated people:

We are dedicated to providing a quality outcome for all our projects and have worked to put in place carefully considered systems and processes. We choose to work with people who are also dedicated to our processes and the successful completion of our projects.

We create thoughtful design:

We believe that the best designs are a delight to experience and we work to ensure our designs are a unique reflection of each project’s context and client.

We believe in the importance of details:

We create spaces that celebrate the nuances of daily domestic rituals as a balance of beauty and function. We value quality construction, craftsmanship, bespoke detailing and honest materiality.

We communicate efficiently and honestly:

We take responsibility for our projects and provide solution-oriented support for our clients throughout our process. We do not shy away from transparent and upfront communication even when the news isn’t good.

We are thorough:

Documentation is the best way to communicate the design to others, so we ensure our process is thorough and documentation is concise.

We charge fees that allow us to do great work:

Our fees reflect the quality of our work and the time taken to create unique, thoughtful spaces and ensure our projects run as smoothly as possible. To do this we work on projects that have realistic budgets and clients who understand the value we can bring to their project.

We look after everyone involved:

The process of building a home takes time.  Its success depends on forming a solid and lasting relationship with those involved. Family is a key consideration in everything we do. This includes our actual family, professional family and client’s family. As an organisation we care for everyone immediately involved in our process as well extending to the people that they care about as well.