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Project Management for Built Heritage

Learn how to rescue and manage historic sites with phases including pre-development, development, delivery, and operation. Document requirements and timelines are detailed for each stage, offering valuable insights and tips.

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Project Management for Built Heritage

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  1. Project Management for Built Heritage Tiva Montalbano

  2. I know, let’s do something about that special place! Let’s save it! • …where do we start…?

  3. You have an idea to rescue a historic site… • Consider it in phases: • Pre-development (is our great idea likely to be feasible?) • Development (working out the detail of our great idea) • Delivery (making our great idea come true) • Operation (delivering our great idea)

  4. The Trajectory of a Heritage Project:

  5. 1. Pre-development Phase: • Who owns the building and will they work with us? • What condition is the building in? • What types of uses will fit in the building? • How much will it all cost? • How will we run it? • Will it pay for itself? • How will we engage people and funders?

  6. 1. Pre-development PhaseKey Documents: • Letter of support from building owner • Condition report • Options appraisal • Cost analysis • Outline governance strategy • Outline business plan • Outline communications strategy

  7. 2. Development Phase: • Designing the refurbishment scheme • Commitments to use the space • Agreeing the lease/sale/asset transfer • Completing the funding package • Final governance strategy • Agreeing the building’s operation • Capacity building – meanwhile uses • Community consultation and input • Developing communications

  8. 2. Development Phase Key Documents: • RIBA 3 Design Report • Letters of Commitment from Building Users • Lease/sale/asset transfer documents • Funding Award letters • Governance Strategy • Operational Strategy • Capacity building – meanwhile uses • Activity Plan • Communications Strategy

  9. 3. Delivery Phase: • Completing the physical work on the building • Including the community in the work through activities • Concluding the ownership/lease agreements • Employ new staff • Operational training for staff • Funding drawdowns • Letting everyone know what’s happening

  10. 3. Delivery Phase Key Documents: • Capital works tender report • Quarterly reports for funders • Signed missives/lease agreement • Staff contracts • Evaluation reports • Website updates/blogs/mailshots

  11. 4. Operation Phase: • Running the building as outlined in the business plan • Monitoring performance against projections • Reports for funders • Soliciting feedback from users • Planning new engagement activities • Continuing communications • Planning the next phase?!

  12. How long will it all take?Approximately . . . • Pre-development: 8-18 months • Development: 12-24 months • Delivery: 24-36 months • Operation: forever, hopefully!

  13. Top Tips: • It’s a marathon, not a sprint. • Keep an open mind – plans will change and the project will evolve over time • You are not alone. You absolutely can and should pay professionals to help you along the way. • Build in resilience; plan for growing and shrinking • Things willgo wrong. • Effective communication is key! • Celebrate success • It will not be easy; but it will be worth it.

  14. Good luck!

  15. Documents you might need for each Stage of a Heritage Project: Development Pre-Development • RIBA 3 Design Report • Letters of Commitment from prospective users • Lease/sale/asset transfer documents • Funding Award letters • Governance Strategy • Operational Strategy • Capacity building – meanwhile uses • Activity Plan • Communications Strategy • Letter of support from building owner • Condition report • Options appraisal • Cost analysis • Outline governance strategy • Outline business plan • Outline communications strategy Delivery Operational • Capital works tender report • Quarterly reports for funders • Signed missives/lease agreement • Staff contracts • Evaluation reports • Website updates/blogs/mailshots • Regular reports for funders post-delivery • Regular comms for stakeholders • Website updates/blogs/mailshots • (Operational desk instructions etc)

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