The Birch+Oak Design and Construction Process

Exceptional homes begin with exceptional collaboration.

At Birch+Oak, our integrated design-build team guides you through the entire renovation process- from first choices to finishing touches. Whether you’re remodelling your current home, or constructing a new one, our customized solutions ensure personalized spaces that fit your unique needs and lifestyle.

The Birch and Oak Process graphic - the five steps shown in the number five.

Birch+Oak’s design and construction process ensures your project is a success. We stay transparent throughout the entire process and your project details are always readily available to you. Our commitment to you means we’re dedicated to creating fantastic results and an enjoyable renovation experience. Our established quality control process works to reduce surprises and mistakes.

Initial Consulation

Customer Relationship: We begin by getting to know each other.

Your Needs Come First: Our first step includes an initial on-site or in-home consultation and optional meet & greet with members of our design team. Here we begin learning about your dreams and needs for your home- and you’ll have lots of opportunities to get to know us and our process!

What does it cost? We never charge for simply getting to know one another.

The Birch+Oak Planning Process

Careful planning is the only way to ensure your project is done right - the first time! It can also help you enjoy the renovation process.

Our proven and organized 4-Phase Planning + Design Process assures you have access to the detailed information you need to stay on budget and not get overwhelmed by the many options and choices for your project.

Want to know more about our Design + Planning process? Email us at team@birchandoak.ca

PHASE 1: PROJECT LAUNCH

Online Portal: Your project portal is set up. Throughout the process you’ll never have to wonder about the status of your project. Financial information, communication, schedules, and much more are all available to you 24/7.
Design Kick-off Meeting: We officially kick-off the planning and design process at your home! For new home builds, this meeting may be at the building site. The project area is measured and we create 2D “as-built” plans.
Existing Conditions Investigation: We investigate the existing conditions so we know what’s possible and what difficulties might arise.
In-Depth Discussions: Your lead designer begins in-depth discussions with you to better understand your budget, dreams, needs, and goals.

Phase 2: Design Exploration

Inspiration Exploration! We go over your visual inspiration and you’ll have the opportunity to explore curated ideas with the design and planning team.
Concept Creation: We develop concept design options (usually two or three) that balance design possibilities with practical solutions. Alongside these, we prepare a preliminary budget,
Concept Presentation Meeting: Here is were you get to see these options come to life! This meeting includes options for layout, features, and scope of your project. You will receive preliminary estimates and 3D computer renderings for each of the designs our team presents to you.

Phase 3: Project Refinement

Design Refinement: After receiving your input, we’ll combine top elements into one unified design direction. Our team begins refining finishes, palettes, and fixture selections, while updating your budget for accuracy.
- - Have you ever wondered how people make all those decisions on colours, surfaces and fixtures? With our Managed Selections Process it’s easy! Whether you prefer to shop for yourself, or you’d rather more support from our design team- we’ve got you covered! Our process is personalized to your preferences.
  - After discussing the best way to collaborate, we lay out all of the steps so you feel comfortable and supported in all of your decisions.
Concept Refinement Meeting: We’ll dive deeper into the details, ensuring the design truly fits your goals, style, and investment plan. For more complex projects, we might collaborate through a few iterations until everything feels right.
Concept Commitment: After the concept refinement is complete (and you have been given the final concept plans and final budget), and we are all in agreement about the direction, size, general-look, and potential investment for your project -- you give the green light for us to move forward towards building your project,

Phase 4: Project Analysis

The Project Analysis (PA) set of plans are created, and an initial, draft, scope of work is written, describing the details of your project.
PA Walkthrough: Before any work begins on your home, our partners investigate every aspect of your project and start creating a building strategy. The production team, along with our partners, participate in this on-site meeting at your home. This meeting is key to reducing the unexpected during construction- and is the backbone of our bid-price guarantee.
Project Analysis Meeting: This meeting is conducted by our unified Design & Production Team. It includes essential analysis of the building strategy and technical problem solving – part of our “reduce surprises” research and planning.
Project Assembly: The costs for performing the work are gathered, estimated and refined, and a Contract Set of plans are created. Your project portal is updated with a detailed version of the scope of work.

Construction Contract Meeting

Pre-Contract Review and Confirmation Meeting: At this meeting we will review the details of your project as we have assembled it and discuss the final cost, making adjustments and making additions if needed.

Contact paperwork prepared: Based on your direction, we assemble your final Scope of Work, Contract Set of plans, Bid pricing and a Construction Contract for your final review!

Construction Contract Meeting: You are presented with the final details and scope of work along with your final, bid-price construction contract! When you work with us you never have to worry about an unexpected bill. There is no “going over budget” after completion of the construction contract.

Final Steps: Once the construction contract is signed, and the deposit has been paid, your project is ready to move into pre- construction!

*Some projects may have alternate contract forms. Review all contracts carefully and in full, and seek professional legal advice to make sure you understand all terms and conditions as outlined in the contract.

Pre-Construction & Construction

Pre-Construction

Pre-Construction begins! Here you’ll begin to meet with the production team, and your construction start date is determined.
We obtain construction permits - both building and partner permits.
Our team ensures that all of your selections have been ordered correctly. We make sure these items have arrived on time, have been thoroughly inspected, and are ready to be installed as soon as they are needed.
We draft a construction schedule.

Construction

Your project lead provides consistent project oversight and provides you with daily updates on the status of your project.
Our designers make periodic check-ins to the site during construction, and we use the highest quality-control standards and checklists to ensure on-time, accurate work.

Warranty

Every Birch+Oak project carries a warranty so that you can relax knowing our excellent craftsmanship will last for years. We keep in contact with you after your project is finished and will happily answer any questions or address appropriate warranty concerns during your project’s warranty period.

If you have any questions or want to know more about our full-service design-build process, email us at team@birchandoak.ca.

The Birch+Oak Design and Build Process

The Birch+Oak Design and Construction Process

PHASE 1: PROJECT LAUNCH

Phase 2: Design Exploration

Phase 3: Project Refinement

Phase 4: Project Analysis

Ready to Get Started?

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