Fundamentals of Running an Architectural Practice

Webinar Guest Speaker: Claire Hepburn, Hons. BA, LLB

To understand the OAA and its inherent regulatory framework, one must first understand professional self-regulation. In our society, certain professions and occupations perform activity of such a nature that if it is carried on in a negligent or fraudulent way, it can be dangerous to the public or contrary to the public interest—hence the need for regulation. Additionally, the work itself requires a unique combination of knowledge and skills. It is recognized in Canada that those governing such professions should possess the same knowledge base for effective and insightful regulation—members of the profession themselves are often best-suited to understand the expected competencies and complexities of the work.

Learning Objectives

• Understand and interpret professional self-regulation;
  
• Explain how the OAA functions as a professional self-regulatory body;
  
• State the basics of the Ontario Architects Act and its Regulations;
  
• Explain the requirements related to offering architecture services to the public in Ontario; and
  
• Describe the steps and documents required to apply for a Certificate of Practice.

Claire Hepburn is a lawyer with 17 years of experience working in the area of professional regulation, family law, and civil litigation. Before joining the OAA as the Deputy Registrar, she worked at the Law Society of Ontario as manager of experiential training. Prior to that, Claire oversaw the Family Law and Tenant Housing Division at the University of Toronto’s Student Legal Clinic, Downtown Legal Services. She obtained her law degree at the University of Windsor and has an honours degree in French and English from McMaster University.

Webinar Guest Speaker: Sam Iqbal, CPA, CA, MBA

Operating a business in Canada requires compliance with federal, provincial, and, in some cases, municipal legislation, regulations, and bylaws. This module will examine the options available to a firm in terms of legal structures, and review the various taxes that may apply to a firm including income tax and GST/HST.

Learning Objectives

• Be familiar with the Architects Act;
  
• Understand the legal structures available for architectural practices;
  
• Learn the importance of ownership and partnership agreements;
  
• Learn common ways of securing financial resources for your practice; and
  
• Understand the importance of obtaining a circle of advisors.

Sam Iqbal is an experienced and accomplished financial professional; he holds a Chartered Professional Accountant–Chartered Accountant designation and has an MBA degree from Queen’s University.

During the past 30 years, Sam has provided both assurance and advisory service to a wide range of businesses, from start-ups to multi-national corporations. He started his career at PricewaterhouseCoopers in Owner Manager Services, which provided in-depth exposure to the risk and opportunities faced by owner-managed businesses, from start up to stable operations.

Sam is a Professor of Accounting and Auditing at George Brown College in Toronto and operates his own consultancy, Ergo Collaborative Consulting, which provides accounting, tax, and internal audit services to clients. He has held director level positions with three of the Big Four professional services firms and is recognized as an internal controls specialist.

Webinar Guest Speaker: John Hackett, B.Arch., OAA, FRAIC

 Although the purchase and maintenance of professional liability insurance is a mandatory requirement for an Ontario architectural practice, few people starting a practice will have had meaningful exposure to the purpose and value of such insurance in their formal education and preparation for practice. This session provides attendees with fundamental information about this essential tool and the features of the professional liability insurance provided to OAA members by Pro-Demnity Insurance Company.

Learning Objectives

• Describe what Professional Liability Insurance (PLI) is, and why it is required;
  
• Describe the origins and role of Pro-Demnity Insurance Company;
  
• Explain important characteristics of Professional Liability Insurance;
  
• Locate important information about the coverage provided by Pro-Demnity Insurance Company relevant to your practice, including policy wordings (with standard endorsements and extensions), Retirement from Practice Program, applications for insurance, spike-ups in limits, and reporting a claim; and
  
• Locate and apply risk management resources, tools, and advice that address common challenges that arise in practice.

John Hackett is the vice president of practice risk management at Pro-Demnity Insurance, and counsels Ontario architects on questions about insurance and liability concerns. He serves as moderator for many Pro-Demnity Loss Prevention Events. Prior to assuming his position with Pro-Demnity in 2004, he practised for 35 years with an Ontario architectural practice that focused on publicly funded institutional projects. From 2005 to 2015, he served as a member of the Canadian Commission on Building and Fire Codes (CCBFC), the organization responsible for oversight of the National Building Codes. John is a Fellow of the Royal Architectural Institute of Canada (RAIC) and a licensed architect in Ontario. At various times, he has been licensed to practise architecture in Alberta, Saskatchewan, and Manitoba.

Webinar Guest Speaker: Yew-Thong Leong

 Intuition and gifted design ability may lead to a successful practice, but this is not enough for a sustainable and profitable practice. A firm’s principal must make innumerable decisions about the practice’s focus and character by determining which markets, delivering services, means, methods, and resources are necessary to shape what you do in a way that the customer values your services while also being rewarding to your firm.

Today, the architectural profession is part of an increasingly, fragmented, competitive, and complex practice environment. Although you may desire to deliver traditional services in the traditional way, it is important to understand the complexities and anticipate disruption with changing trends affecting your practice—hence the need to understand the ‘design science’ approach to developing, managing, and implementing market changes for a firm’s focus rather than reacting after the fact.

Learning Objectives

• Define an architectural brand;
  
• Formulate architectural services as business solutions;
  
• Analyze the market and the industry; and
  
• Plan networking, marketing, and selling strategies.

Yew-Thong Leong attended Ryerson University and the Pratt Institute, New York, where he studied architecture and urban design with New York Grey theorist Raimund Abraham and U.S. Main Streets guru Norman Mintz. In practice since 1986, he has designed and managed over 150 projects personally, spanning North America to Asia and Central/South America. His past Canadian projects include the award-winning projects Sharp Center at OCAD, the Schulich School of Business at York University, the Aviva National Tennis Centre, and the Life Sciences Building at York University. A full-time professor at the Faculty of Engineering and Architectural Science, and the Yeates School of Graduate Studies at Ryerson University, Yew-Thong has been concurrently teaching since 1987.

Currently a managing director of SSG Architecture Inc. and SSG Beijing, Yew-Thong has also served on numerous boards and awards juries, including the Architizer A+ Awards 2016 + 2017 (New York), the 2017 WAN Awards (London), and the International Hi-Rise Awards 2014 (Germany). He is a professional member of the Ontario Association of Architects, a Scientific Member of the IAC (Belgium), a Fellow of the Royal Architecture Institute of Canada and IIAS (Germany), and was the millennium chair of the Toronto Society of Architects.

Webinar Guest Speaker:  Yew-Thong Leong

Are you being compensated—in terms of recognition and money—for the enormous value you bring to the table as an architect? Do your clients clearly recognize your value? Can they articulate it? Can YOU articulate it? Often, there is a misalignment between the way architects and their clients perceive the architect’s value. As a result, it is not uncommon for design firms to have their fees questioned and examined by clients, be price-shopped, and compete with other firms on fee alone. This creates a working pressure that decreases the quality of work and creative innovation, not to mention stress and business problems for practitioners. Ultimately, any commercial transaction is a transaction of value.

Learning Objectives

• Distinguish between money and value and understand how they relate to each other;
  
• Understand how the study of semiotics informs the human concept of value;
  
• Formulate, influence, and shape the perception of value;
  
• Explain how to increase the perception of the value of your services; and
  
• Employ strategies to increase your firm’s profit and cash flow at the same time as your clients’ appreciation.

Yew-Thong Leong attended what is now known as Toronto Metropolitan University as well as the Pratt Institute in New York City, where he studied architecture and urban design with theorist Raimund Abraham and U.S. Main Streets guru Norman Mintz. In practice since 1986, he has designed and managed more than 150 projects personally, spanning North America to Asia and Central/South America. His past Canadian projects include the award-winning projects Sharp Center at OCAD, the Schulich School of Business at York University, the Aviva National Tennis Centre, and the Life Sciences Building at York University.

A full-time professor at the Faculty of Engineering and Architectural Science, and the Yeates School of Graduate Studies at Toronto Metropolitan University, Yew-Thong has been concurrently teaching since 1987

Currently a managing director of SSG Architecture Inc. and SSG Beijing, Yew-Thong has also served on numerous boards and awards juries, including the Architizer A+ Awards 2016 + 2017 (New York), the 2017 WAN Awards (London), and the International Hi-Rise Awards 2014 (Germany). He is a professional member of the Ontario Association of Architects, a Scientific Member of the IAC (Belgium), a Fellow of the Royal Architecture Institute of Canada and of IIAS (Germany), and was the millennium chair of the Toronto Society of Architects.

Webinar Guest Speaker: Settimo Vilardi, M.Arch, OAA, MRAIC, LEED AP BD+C

This module is intended to provide the necessary information, tools, and methodology for determining reasonable fees for small-, medium-and large-sized projects. It will provide the key elements in determining reasonable fees, including setting appropriate hourly rates, preparing Work Breakdown Structure (WBS), setting up fee calculation worksheets, analyzing, crosschecking and validating fees using several methods and, finally, collecting and organizing accurate past-project information, including a profit-loss ratio, for use in determining future fees.

Learning Objectives

• Calculate hourly rates for Architect or Licensed Technologist OAA principal and staff;
  
• Identify the best method for calculating fees for small, medium, and large projects;
  
• Develop fees for small, medium, and large projects;
  
• Analyze, cross-check, and validate your fees and those received from your consulting engineer; and
  
• Create tools to make your future fee estimates accurate.

Settimo Vilardi is a Windsor-based Architect with over 20 years of experience. He has spent most of his career to date working in Ontario, but has also worked on projects in other Canadian provinces and in Detroit, Michigan. He started his career in a very large, Toronto-based firm where he worked for four years on a variety of projects prior to returning to his hometown of Windsor, as a principal and co-owner of Archon Architects Incorporated (AAI). At AAI, he has led a variety of residential, institutional, commercial, industrial, and civic projects as the principal-in-charge and project architect. He prepares professional fees for a variety of projects, large and small, basic to complex, and has created templates and worksheets, including customized fee calculation worksheets, to determine reasonable fees for the projects his firm undertakes. 

Settimo has sat as a board member for Pro-Demnity Insurance Co., as well as the OAA Vice President Practice and Senior Vice President and Treasurer. He participates in a variety of committees relating to practice, governance, political advocacy, and finances.

Webinar Guest Speaker: Allen N. Humphries, B.E.S., B.Arch

This module will look at a number of agreements between the client and the architectural consultant, and the architectural consultant and subconsultants, including the following:

• OAA 800 (the short-form contract for architectural services);
  
• OAA 600 (the recommended contract for architectural services and basis for structuring the detailed discussion of the Client–Architect or Client–Licensed Technologist OAA, contracts); and
  
• OAA 900 (the recommended contract for engaging subconsultants, whether engineers, Certificate of Practice Holders, or others).
  

As this module relies heavily on the standard OAA forms of contract, it is essential you have copies of the appropriate contracts available in either PDF or hard copy to follow along section by section and put the material being presented in context.

Learning Objectives

• Choose the appropriate form of contract for a project;
  
• Explain the structure of the standard OAA forms of contract;
  
• Describe the major parts of an OAA contract;
  
• Know where to find the current versions of the standard OAA forms of contract; and
  
• Be able to find supporting guides and information on the use of the OAA standard forms of contract.

Allen Humphries is an OAA Practice Advisor, providing a broad range of practice advisory services in support of OAA members and their practices. He has Bachelor of Environmental Studies and Bachelor of Architecture degrees from Waterloo, and an Honours Computer Programming and Systems Analysis diploma, along with a broad range of Continuing Education credits. Allen brings a wealth of experience in all facets of practice, gained over the years, in small, medium, and large architectural practices as well as in corporate and government environments.

Allen has also served on a number of CSA standards-writing committees, and OAA committees. He chaired the Construction Contract Administration Committee (CCAC) and was also a Practice Committee member. Allen is involved as an Admission Course instructor and subject matter expert (live and online), and was one of the developers of the CCA module. He led the rewriting of the OAA 600, 800, and 900 standard contracts. Allen rewrote the contracts module of the Fundamentals of Running a Practice course. He has solid knowledge of both the internal and external operations of the OAA, and has valuable industry insight.

Webinar Guest Speaker: Basima Roshan

The effective financial management of a firm relies on establishing a financial system and applying discipline to manage financial resources. This session will help you develop an understanding of the relationships between income and expenses and become cognizant that much of the income of a firm must be set aside for expenses.

Learning Objectives

• Define key terminology in finance and accounting such as revenue, expenses, profits, and liabilities;
  
• Learn to read financial statements and understand the data that factors into your financial decisions;
  
• Calculate key financial ratios to measure business performance;
  
• Create an annual firm-level budget; and
  
• Discuss common financial issues architects face.
  

Basima Roshan is an established business and finance leader within the architecture and design industry. She has consulted and advised leading firms across Canada to succeed organizationally, develop strong financial systems, and overcome strategic challenges.

Her experience also includes advancing positive changes in how people and talent are recognized, organized, and maximized for performance, from supporting individuals through one-on-one mentoring to creating firm-wide culture plans.

She takes particular pride and enjoyment in teaching and coaching opportunities. In addition to providing learning programs for her clients, Basima has developed courses for provincial and national associations, including the OAA and Royal Architectural Institute of Canada, and has contributed to the Canadian Handbook of Practice for Architects. She has a Queen’s MBA, a Bachelor of Commerce (Finance), and is a Chartered Public Accountant (CPA).

Webinar Guest Speaker: Yew-Thong Leong   

 This module examines the fundamental application of organizational behaviour theory critical in managing an architectural practice. Whether overseeing a proprietorship or serving as a key collaborator in a P3, understanding the human dimensions of engagement, motivation, conflict resolution, and satisfaction is invaluable to project execution.

Organizations are not machines—they succeed or fail based on the individuals within them. A brief overview of organizational theory makes this evolution of thought clear. The increasingly interdisciplinary and interconnected nature of contemporary practice has cultivated a robust landscape for creative and effective production. This complexity has also created a pressing need to understand organizational behaviour.

Learning Objectives

• Understand and apply foundational organizational behaviour theories in practice;
  
• Identify your own personal leadership and delegation styles;
  
• Reference and apply decision-making models for organizational leadership;
  
• Understand professional motivation and develop appropriate incentive goals;
  
• Evaluate and apply appropriate goal-setting and review paradigms for project leadership; and
  
• Develop and apply leadership strategies for success in navigating the complexities of the AEC industry.
  

Yew-Thong Leong attended what is now known as Toronto Metropolitan University as well as the Pratt Institute in New York City, where he studied architecture and urban design with theorist Raimund Abraham and U.S. Main Streets guru Norman Mintz. In practice since 1986, he has designed and managed more than 150 projects personally, spanning North America to Asia and Central/South America. His past Canadian projects include the award-winning projects Sharp Center at OCAD, the Schulich School of Business at York University, the Aviva National Tennis Centre, and the Life Sciences Building at York University.

A full-time professor at the Faculty of Engineering and Architectural Science, and the Yeates School of Graduate Studies at Toronto Metropolitan University, Yew-Thong has been concurrently teaching since 1987

Currently a managing director of SSG Architecture Inc. and SSG Beijing, Yew-Thong has also served on numerous boards and awards juries, including the Architizer A+ Awards 2016 + 2017 (New York), the 2017 WAN Awards (London), and the International Hi-Rise Awards 2014 (Germany). He is a professional member of the Ontario Association of Architects, a Scientific Member of the IAC (Belgium), a Fellow of the Royal Architecture Institute of Canada and of IIAS (Germany), and was the millennium chair of the Toronto Society of Architects.

Webinar Guest Speaker: Michael Nicholas-Schmidt 

This module will discuss the many considerations that need to be explored when initially forming an architecture practice. From determining overall strategic direction and creating business models, to developing business plans and planning for future growth, it will touch on the many areas that need to be examined to ensure the successful creation of a viable firm.

Learning Objectives

• Compare different business strategies and their relationship to architecture;
  
• Recognize and assess the components of business models;
  
• Identify the many aspects that need to be considered when forming an architectural practice;
  
• Understand both the purpose of a business plan and how to effectively write one; and
  
• Summarize the skills and considerations needed to sustain an architectural firm
  

Michael Nicholas-Schmidt became principal of Larkin Architect Limited (LAL) in 2020 after years of collaboration with Roberto Chiotti. An architect since 2012, he brings extensive experience with planning, restorations, renovations, additions, and the design of new buildings for the educational religious, healthcare, and social service sectors. Michael’s passion for the design of community spaces has helped to grow LAL’s portfolio of award-winning projects.

Familiar with working multiple user groups and committees on institutional and religious projects, Michael’s collaborative approach helps build consensus and ownership. This synergistic approach combined with his careful attention to details, and knowledge of building science, contributes to LAL’s sensitive approach to building design.

Michael enjoys performing with the Toronto Community Orchestra, vegetable gardening, and spending his weekends chasing after this three beautiful children.

Webinar Guest Speaker: Kris Tierney, CHRP, CHRL

 Building a team that aligns with the firm’s strategic plan, outsourcing opportunities, and core competencies is essential to its success. Those factors inevitably influence the selection, hiring, and training of effective employees. As an employer, you will need to understanding federal and provincial regulations pertaining to employer obligations. Other responsibilities include setting up a human resource management system, employment contracts, and office policies.

Learning Objectives

• Establish key policies and procedures for hiring and employing staff for a new architectural practice;
  
• Learn key federal and provincial regulations associated with the hiring, retention and release of staff;
  
• Describe the features/conditions, benefits and drawbacks of an employment contract; and
  
• Develop desirable attributes of small firm culture and methods to sustain that culture.

Kris Tierney, CHRP, CHRL, is the Vice President of HR and Learning at the Human Resources Professionals Association (HRPA). She provides strategic leadership to the professional development and learning programming for HRPA’s more than 22,000 students and members. As part of the executive leadership team, she also provides expertise in the areas of people, culture, and HR strategy.

Kris is a passionate business executive who believes outstanding businesses require outstanding workplaces that prioritize people and culture. She spent more than 15 years leading strategic talent programs in high growth, tech companies in automotive and financial services where she served as a trusted people and culture strategist, advisor, and business partner to the C-Suite. Known for her easy and approachable style, she thrives when helping others live their lives with purpose, belonging and value.

Webinar Guest Speaker: Patrick Saavedra

The module will discuss how to leverage your office’s resources—whether human, business, or information technology innovations—while understanding how workflow can impact your practice, thus creating efficiencies and optimization to improve your business's profit.

Learning Objectives

• Explain how to convert labour and talents into architectural services;
  
• Identify the business practices required to create the highest level of efficiency and profit possible;
  
• Understand how workflow affects an architectural practice;
  
• Understand the importance of business/information technology; and
  
• Balance costs with revenue to achieve the highest net operating profit possible.

Patrick Saavedra is an architect, urban planner, and educator with 30 years of professional experience. A dual-trained professional with multiple degrees, he is the University Architect and Director of Planning, Architecture, Engineering at York University. Patrick oversees approximately 200 projects a year, which includes several large capital projects. Over his 13-year tenure at York, he has led over $420 million in interior capital project and more than $450 million in new capital projects. Prior to his current role, his career included many projects of varied scale and complexity in Canada, the United States, and internationally.

Patrick has over 17 years teaching experience. As adjunct professor at Catholic University of America’s School of Architecture in Washington, DC, he taught for many years in the graduate program. He currently teaches a post-professional course, Materials and Methods at Toronto Metropolitan University (formerly Ryerson). He’s been a guest critic at architecture schools in both Canada and the United States. He is a member of Mississauga’s Design Review Panel, City of Toronto’s Public Art Commission, and many advisory groups and OAA and RAIC committees. A Fellow of the RAIC since 2019 and member of the TSA, AIA, and NCARB, he received a national Professional Achievement Award from Building Transformations (CanBIM Council) for his significant contribution to the advancement of digital innovation in the Canadian AEC industry.

Webinar Guest Speaker: Roberto Chiotti, OAA, FRAIC, LEED AP, CAHP, APT

Expert project management is critical to the success of an architectural practice. This module will focus on the unique nature of project management within the architectural profession and provide the necessary information to build robust project management tools and strategies.

Learning Objectives

• Understand the unique nature of Architectural Project Management within the building project delivery process and broader PM industry;
  
• Implement the project management tools necessary for planning, scheduling, budgeting, and controlling a typical building design project;
  
• Develop the eight elements of a good workplan for a typical building design project;
  
• Implement strategies to manage the potential sources and impacts of scope creep on a typical building design project;
  
• Identify the reasons for change orders and develop a project change management strategy; and
  
• Apply the processes of Quality Assurance and Quality Control in architectural practice, design, and production operations.
  

Roberto Chiotti is a Toronto architect and founding principal of Larkin Architect Limited, an award-winning firm specializing in the heritage conservation and design of sustainable worship, healthcare, and educational facilities. In 2013, Roberto was invested into the College of Fellows of the Royal Architectural Institute of Canada and has mentored OAA interns since 1999. For several years, he taught Professional Practice to fourth-year graduating design students at OCAD University.