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:
Pre-Development
Is our great idea even feasible?
What’s it going to require?
How long will it take?
How are we going to pay for it?
Development
How are we actually going to do it?
Pay specialists to advise and work out the nitty gritty.
The plan takes shape
Delivery
We’re actually doing it!!
Spending lots of money
Planning for the future…
Operation
We did it!
Now we keep it going…
Testing ‘business as usual’

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 Phase Key Documents:
Letter of support from building owner
Condition report
Options appraisal
Cost analysis
Outline governance strategy
Outline business plan
Outline communications strategy

8. 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

9. 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

11. 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

12. 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

14. 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?!

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

17. 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 will go wrong.
Effective communication is key!
Celebrate success
It will not be easy; but it will be worth it.

18. Good luck!

19. Documents you might need for each Stage of a Heritage Project:
Pre-Development
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)