2.1 Project brief analysis and determination of scope, objectives, constraints,

A project brief is the document, written or developed with the client, that states what the client needs from an interior design project: the purpose of the space, its users and activities, the desired character, the budget and the timeframe. Analysing the brief means studying it carefully, asking questions to fill gaps, separating essential needs from wishes, and turning it into a clear statement of the project's scope, objectives and constraints. This analysis is the foundation of the whole design process, because a design that answers the wrong brief will fail however attractive it is. Example: a client's brief for a family-run coffee house simply says "a cosy café for 40 people"; analysis reveals the need for a takeaway counter, a quiet laptop corner, an accessible toilet, a budget of Ksh 2.8 million and opening within ten weeks, all of which shape the design.

2.1.1 Types and contents of a project brief

Briefs develop in stages, from a short initial request to a detailed document agreed after discussion and research. Knowing what a complete brief should contain helps the designer identify what is missing. Example: a church committee first gives an initial brief for "a new fellowship hall interior"; after meetings, the designer prepares a detailed brief covering seating for 300, a stage, a kitchen, storage and acoustic needs.

Types of brief

Contents of a complete brief

• Client and user information: Who the client is and who will use the space, including numbers and special needs.
• Purpose and activities: What the space is for and what will happen in it.
• Space requirements: Rooms, areas, furniture and equipment needed.
• Character and style: Desired mood, image, brand and style preferences.
• Budget: The amount available for design and implementation.
• Timeframe: Key dates such as approval, start and completion.
• Site information: Location, size and condition of the space.
• Special requirements: Accessibility, security, sustainability, acoustics or technology needs.

2.1.2 Analysing the brief

Brief analysis examines each requirement, checks it for clarity and completeness, resolves conflicts and ranks priorities. It often reveals needs the client did not state, and conflicts such as a large wish list with a small budget. Example: a dental surgeon's brief asks for three treatment rooms in a space that, after analysis, can only fit two with proper clearances, so the designer discusses the conflict before starting design.

Brief analysis techniques

• Client interviews: Ask open questions about how the space will be used.
• User consultations: Talk to staff, customers or residents who will use the space.
• Observation: Watch how existing spaces are used.
• Requirement lists: List every requirement and check each for clarity.
• Prioritisation: Rank requirements as essential, desirable and optional.
• Space schedule: Convert needs into a list of spaces with sizes.
• Conflict analysis: Identify contradictions, such as budget against wishes.
• Precedent study: Review similar projects to identify typical needs.

Steps for analysing a project brief

1. Read the brief thoroughly: Note all stated requirements and information.
2. Identify gaps: List missing or unclear information.
3. Meet the client: Ask questions to clarify gaps and understand priorities.
4. Consult users: Gather views of people who will use the space.
5. List and rank requirements: Separate essential, desirable and optional needs.
6. Prepare a space schedule: Calculate the areas needed for each activity.
7. Check against site and budget: Test whether requirements fit the space and money available.
8. Resolve conflicts: Discuss and agree solutions with the client.
9. Write the analysed brief: Record the confirmed scope, objectives and constraints.
10. Obtain client approval: Get the client's sign-off before design begins.

Worked example: space schedule for an office

Total area = sum of (number of spaces × area per space) + circulation allowance

A small consultancy needs 8 workstations at 6 m² each, 1 meeting room of 15 m², a reception of 12 m² and a kitchenette of 8 m², plus 25% circulation.

Workstations = 8 × 6 = 48 m²

Other spaces = 15 + 12 + 8 = 35 m²

Net area = 48 + 35 = 83 m²

Circulation = 83 × 0.25 = 20.75 m²

Total area = 83 + 20.75 ≈ 104 m²

2.1.3 Determination of project scope

The scope defines exactly what the design project will include and exclude, which spaces will be designed, which services the designer will provide and which deliverables will be produced. Determining scope from the brief prevents misunderstandings about what the client is paying for. Example: for a hostel's common areas, the scope includes the lounge, dining hall and study room, covering layouts, finishes, furniture and lighting, but excludes bedrooms and external landscaping.

Elements of scope

• Spaces included: List of rooms and areas to be designed.
• Design services: Concept design, detailed design, specifications, supervision or procurement support.
• Deliverables: Drawings, mood boards, 3D visuals, specifications, schedules and budget.
• Exclusions: Spaces and services not included, such as structural or exterior works.
• Responsibilities: What the client, designer and other consultants will each provide.
• Approval points: Stages at which the client must approve work.

2.1.4 Determination of project objectives

Objectives are the specific results the project must achieve. Good objectives are SMART: specific, measurable, achievable, relevant and time-bound, so that success can be judged at the end. Example: one objective for a pharmacy's new layout is to serve 30% more customers per hour by improving queuing space and counter layout, within the existing floor area, by the end of the year.

Types of objectives

• Functional objectives: Making the space work efficiently for its activities.
• Aesthetic objectives: Creating the desired style, mood and brand image.
• User comfort objectives: Achieving good lighting, acoustics, temperature and ergonomics.
• Financial objectives: Delivering within budget and providing value for money.
• Time objectives: Completing by the required date.
• Sustainability objectives: Reducing environmental impact through materials and energy use.

2.1.5 Determination of project constraints

Constraints are limits within which the design must work, such as money, time, the existing building and regulations. Identifying them early prevents designs that cannot be built or afforded. Example: a beauty salon in a rented shop cannot move plumbing because the landlord prohibits floor cutting, so all wash basins must stay near existing drains.

Worked example: checking a budget constraint

Estimated cost = floor area × cost per m²

A client's 120 m² office has a budget of Ksh 3,000,000. A mid-range fit-out costs about Ksh 28,000 per m².

Estimated cost = 120 × 28,000 = Ksh 3,360,000

Shortfall = 3,360,000 − 3,000,000 = Ksh 360,000

The design must use lower-cost finishes or reduce scope by about 11% to fit the budget.