Term: A – Analysis
Stage: PR – Preliminaries
Objective:
To gather, verify, and document all physical and legal conditions of the site and existing building(s) to form a reliable foundation for design and coordination.
The Existing Conditions process is the first tangible step of any project. Its purpose is to understand what physically exists before any design decision is made. The output of this phase becomes the base reference for all drawings, models, and consultant information throughout the project lifecycle.
1. QUOTING STAGE
Purpose:
To prepare an accurate service proposal and fee estimate for the Existing Conditions stage.
Inputs Required:
- Site address and access details
- Availability of prior documentation (plans, surveys, etc.)
- Project type and expected area
- Required level of accuracy (manual, 360, or 3D scan)
- Timeline and delivery expectations
Actions:
- Review client brief or request.
- Determine available existing documentation.
- Estimate scope: site, building, levels, and complexity.
- Select method of data capture:
- Manual measurement
- 360 camera or 360 tour
- 3D scan (BLK2GO / BLK360)
- Prepare a Service Proposal – Existing Conditions including:
- Scope and deliverables
- Methodology
- Fee and time estimation
- Assumptions and exclusions
Deliverable:
- Signed Service Proposal or Purchase Order
2. ESTIMATION CRITERIA
The Existing Conditions stage involves not only modeling, but also preparation, research, and data processing.
The estimation must include all relevant factors.
Key Factors:
- Access and Logistics – Distance, parking, safety, and availability.
- Scope of Capture – Whole site or partial areas.
- Level of Detail (LOD) – Accuracy and depth of modeling required.
- Method of Capture – Manual, 360, or point cloud.
- Liability Level – Whether the output will serve as a legal base or reference only.
- Deliverables and Post-Processing – Plans, sections, tours, uploads, reports.
Fee Formula:
Total Fee = (Base Hours × Complexity × LOD × Liability Factor) + Travel + Deliverables + Allowances
Liability Factor:
- Reference Only: ×1.0
- Coordinated Base: ×1.3
- Legal Base: ×1.5
3. INFORMATION GATHERING
The process of gathering information is divided into Desktop Research and Field Research.
3.1 Desktop Research
Purpose:
To collect and study all publicly available and previous project information before going to site.
Typical Sources:
- Real estate websites (marketing floor plans, photos, videos)
- Planning portals and council archives
- Cadastral maps and title records
- Previous consultant drawings or surveys
- Aerial imagery (Google Earth, Nearmap, PNOA, etc.)
- Heritage or environmental registers
Deliverable:
- Desktop Research Report summarizing available documents, confidence levels, and missing information.
4. FIELD RESEARCH
Purpose:
To verify and document the physical condition of the site and building through on-site capture.
This process must be prepared and executed calmly, methodically, and with redundancy.
4.1 Preparation & Scheduling
- Book inspections well in advance (5–7 days).
- Confirm access and safety requirements.
- Prepare all equipment the day before (batteries, cards, calibration).
- Print or load reference plans and checklists.
- Assign team roles (scanner, photographer, note-taker).
Checklist:
✅ Access confirmed
✅ Equipment charged and tested
✅ Plans printed or tablet-ready
✅ Weather forecast checked
✅ Event folder pre-created
4.2 Field Documentation
Rule of Thumb
Capture as much as possible — always more than what seems necessary.
Excess information is valuable; missing information is costly.
Minimum Capture:
- Full video walkthrough narrated by Project Manager.
- 360° recording of all spaces.
- High-resolution photo set (north–south–east–west per room).
- Field sketches and dimension plans.
- Point cloud scan (if applicable).
Recommended Extras:
- Roofs, ceilings, underfloor spaces.
- Services, meters, switchboards.
- Neighbouring context and boundaries.
4.3 Dimension Plans
If previous plans exist, print them and annotate on site.
If not, create hand sketches with basic geometry and dimensions.
Use a laser meter for key measurements and record wall thicknesses, door/window sizes, and ceiling heights.
Every project must leave site with at least one annotated dimension plan.
4.4 Field Sketches & Architectural Interpretation
Photographs show; sketches explain.
The Project Manager should sketch construction junctions and details that reveal architectural logic — eaves, wall assemblies, door jambs, window details, material transitions, etc.
These sketches guide how existing conditions will later be modeled and documented.
A photo records a surface; a sketch records understanding.
4.5 360° Tours
Instead of a continuous video, individual 360° photos can be linked into a navigable tour using tools like Kuula, Florify, or Theasys.
Though slower (5–10× more time than a single video), this allows navigation, tagging, and sometimes even measurements.
Advantages:
- High clarity and resolution
- Easy to navigate
- Can embed annotations or notes
- Excellent for consultant coordination
4.6 3D Scanning – High Precision Capture
3D scanning (BLK360, BLK2GO, Faro, etc.) provides millimetre-level accuracy (2–3 mm tolerance).
It’s ideal for delicate renovations, construction takeovers, or complex geometries.
Workflow:
- Plan coverage and scan sequence.
- Perform scans systematically with overlap.
- Register and clean the point cloud.
- Verify levels against survey.
- Export and archive (.RCP, .E57, .PLY).
The 3D scanner is the ultimate truth source.
Use it when precision and accountability are non-negotiable.
5. EVENT FOLDER & REDUNDANCY
All field data must be organized in an Event Folder prepared before the site visit.
Structure:
01_REFERENCE_PLANS/
02_SITE_PREPARATION/
03_FIELD_CAPTURE/
04_SKETCHES/
05_REPORTS/
06_UPLOADS/
07_BACKUPS/
Before going to site, preload existing plans or marketing drawings into the folder.
After site, all raw data, sketches, and uploads are placed here.
Navy SEAL Principle – “Two is One, One is None”
Never rely on a single piece of equipment.
Bring spare batteries, memory cards, meters, and devices.
Assume that if you have only one of something, it will fail.
6. TIME ACCOUNTING
The Existing Conditions process covers multiple steps:
| Stage | Typical Time | Notes |
|---|---|---|
| Desktop Research | 2–6 h | Gather all public info |
| Field Preparation | 1–3 h | Organize access and gear |
| Site Inspection | 3–8 h | Capture data |
| Post-Processing | 3–10 h | Export, organize, verify |
| Uploads | 1–3 h | YouTube, Kuula, Florify |
| Modeling | 8–20 h | BIM model and sheets |
| Quality Control | 2–4 h | Review and alignment |
Total Typical Range: 20–50 hours for a medium residential project.
Include upload and post-processing time in every quote. 3D scans and 360 videos can take hours to export — plan accordingly.
7. POST-SITE PROCESSING
Purpose:
To process and archive all captured data immediately after returning from site — while memory is fresh.
Checklist:
- Transfer all files to the Event Folder.
- Verify photos, scans, and videos open correctly.
- Start exports early (360 videos, scan registration).
- Organize folders and rename files properly.
- Scan and upload field notes and sketches.
- Merge short video notes into one continuous video.
- Upload media to YouTube (videos) and Kuula/Florify (360 tours).
- Update the folder index with all links.
- Back up everything to cloud and external storage.
Process immediately, organize completely, and archive systematically.
The longer you wait, the more detail you lose.
8. KEY PRINCIPLES SUMMARY
| Principle | Meaning |
|---|---|
| Capture More | Always gather more data than needed. |
| Plan Ahead | Book and prepare site visits early. |
| Stay Calm | Rushed captures produce poor results. |
| Sketch to Understand | Interpret what you see, don’t just record. |
| Use Redundancy | Two is one, one is none. |
| Process Immediately | Accuracy depends on memory and timing. |
| Organize Everything | The Event Folder is your safety net. |
✅ FINAL TAKEAWAY
The Existing Conditions Workflow is the foundation of every architectural project.
It blends research, precision, and discipline — transforming observation into verifiable data.
Accuracy here determines efficiency, reliability, and coordination quality for the entire project ahead.