Any building project comes with its own set of challenges, but this is particularly true of large-scale or institutional developments, like schools, universities, libraries, hospitals and multi-use precincts. With multiple stakeholders involved, there’s a need for collaboration and a shared vision to be able to deliver on project outcomes. According to Gerhard Theron, Director of Project Development at BPAS Architects, this is where solid partnerships between architects, clients and the project team can have the biggest impact, from cost and time savings to better buildings.

He says there are certain things architectural and development companies can do to improve their partnerships.

Aligning vision and expertise from the start

Successful developments rely on clear partnerships and coordinated project leadership. While developers often expect architects to take on the role of Principal Agent, this responsibility isn’t automatic - it requires formal agreement. Without clearly defined roles, responsibilities, and communication channels, project outcomes can easily diverge from expectations.

That’s why, before the first line is drawn, all stakeholders need to understand and agree on what they’re trying to achieve, and where specific responsibilities lie, says Theron. “Our role isn’t only to design a beautiful building; it’s to help define whether a project is feasible, suitable for the site, and appropriate for the community.”

He explains that architects can add significant value early in the process by assisting clients and developers with due diligence; researching zoning and environmental restrictions, analysing the urban context, and identifying competing services in the area. This early involvement helps determine a project’s feasibility from the outset, enabling developers to make informed adjustments and avoid costly mistakes down the line. BPAS’s approach goes further by assessing the broader ecosystem, considering infrastructure, transport, safety, and future growth plans, to ensure the development is positioned to thrive long after handover.

Prioritise collaboration and long-term partnerships

On projects where development and design teams have built a track record of working together, the benefits are tangible. “Teams who’ve collaborated before tend to understand each other’s processes. They communicate better. There’s less frustration, which means smoother workflow and better outcomes,” notes Theron.

That’s because alignment improves more than just timelines. It can lead to more realistic budgeting, fewer design revisions, better community buy-in, and spaces that are adaptable to future needs. This starts with recognising the unique skills each stakeholder brings. Too often, these are undervalued, but early collaboration during the project brief helps ensure all contributions are aligned and impactful.

Build trust

“It starts with communication,” says Theron. “Understanding the intent behind the project allows each professional to bring their expertise to the table in a way that enhances, rather than, detracts from the vision.”

Beyond clear briefs and scopes of work, this may involve creating feedback mechanisms during the feasibility stages, mapping timelines that account for approvals and design evolution, or inviting architects to weigh in on land acquisition based on the community’s long-term needs.

Institutional buildings aren’t simply property investments. They have the potential to be community assets that will stand the test of time.

Architects and developers who approach these projects as co-creators, are far more likely to deliver outcomes that resonate.