The Elizabeth Line: RIBA Stirling Prize Winner 2024. Image source

The Royal Institute of British Architects (RIBA) is the national professional body for architects and built environment specialists in the UK. Since 1834, they’ve promoted excellent building design standards, hosting events like the annual Stirling Prize and using their platform for support, training, and sharing industry resources.

In particular, RIBA’s Plan of Work template is one of the most respected best-practice guides for managing architectural projects — and their recommendations carry heavy weight for everything from housing development to public amenities and transport planning. A lot has changed since the Plan of Work was first released in 1963, with new construction methods, opportunities for public-private partnerships, and the introduction of ambitious sustainability targets. As such, it’s a living document that’s seen some big changes over the years.

On this page, we’ll walk you through the updates in the latest RIBA Plan of Work 2020, and explain how it’s reshaping engagement approaches in the construction industry today. Whether you’re a developer or a planner, an engineer or an architect, a consultant or a concerned local citizen — this document has a big impact on how things get built in the UK. So, it might just interest you to learn a little about how it works… 

What is the RIBA Plan of Work 2020?

RIBA Plan of Work 2020. Image source

The first Plan of Work from the 1960s was a fold-out sheet that illustrated the roles of various stakeholders in the construction process. It was pretty simple — you start at the top and check every box before moving to the next step — and the essence of this format has remained largely the same.

The RIBA Plan of Work 2020 is the most recent rework, and it’s encouraging construction projects to be more forward-thinking in terms of their design quality. In particular, the addition of a Sustainability Strategy is meant to help architects and developers only plan buildings that meet the highest environmental standards. If the sustainable outcomes guide is followed correctly, they won’t need to be retrofitted until 2050 at the earliest, which is the year that the UK Government is committed to reaching Net Zero.

As has been the case since 2013, this iteration of the Plan breaks down construction projects into eight stages:

0. Strategic Definition: Project feasibility and client goals are determined. Typically, this involves Strategic Appraisal of one or more potential sites to house the architectural concept.

1. Preparation and Brief: A detailed plan is created, outlining everything the project needs — its purpose, budget, and timeline. Here, the developer and other construction professionals would pursue Pre-Application Planning Advice to complete tasks like a Procurement Strategy and Environmental Assessment. Engagement with the local council often starts here.

2. Concept Design: Different design ideas are explored by the design team based on the project brief. This is often supported by a Landscape and Visual Assessment and a Design Statement that is in conformity with the National Planning Policy Framework and Local Plan(s). Engagement with the community gives local direction to the look and feel of the project.

3. Spatial Coordination: The chosen design is refined, adding more detail and technical specifications, until a full Planning Application is made. This involves spatial planning considerations of the impact of the site on its local area, such as Connectivity and Transport, Social Value, Utilities Impact, Flood Risk, and Biodiversity Net Gain. Ongoing consultation is used to identify threats and opportunities that could hinder or improve the project’s quality.

4. Technical Design: Detailed drawings and specifications are created for the construction process. At this stage, the developer would need to apply for a Building Regulations Application and draw up a Construction Phase Plan.

5. Construction: The actual building work.

6. Handover and Close Out: The finished building is handed to the client, paperwork is completed, and the project is finalised. Key documents include a Health and Safety Manual, Fire Safety Manual, and a Defects List if applicable.

7. In Use: Building performance is monitored, and any post-occupancy issues are addressed.

The other changes in the RIBA Plan of Work 2020 focus on trends and tweaks to the planning process in the UK. If you’ve been reading the news recently, you’ll know that planning reform is a major part of the Labour Government’s plan to “fix the foundations” of the British economy. For a quick read, we’ve summarised these themes in 5 Key Takeaways from England’s NPPF.

To make sure upcoming development is fit for the future, RIBA have also released several overlays for specific types of building sites and design characteristics. The hope is that these guides will provide some clarity to developers pursuing new trends in construction, and to mitigate any teething pains or roadblocks. They include:

Do I Need a Statement of Community Involvement?

Chowdhury Walk: RIBA London Award 2024. Image source

If you’re planning to build something in the UK, you might be wondering about community involvement and whether you need a formal Statement of Community Involvement (SCI). While not always legally mandatory for developers, engaging with the community is highly recommended and often beneficial — even essential — for a smooth and successful project.

What is a Statement of Community Involvement?

An SCI is a legal requirement for Local Planning Authorities (LPAs) to prepare alongside their Local Plans. It outlines the methods the LPA will use for consultation, who they will consult with, and at what stages of the planning process. This demonstrates how engagement is both fair and extensive; that anyone, regardless of their background or influence, can have their views listened to and considered.

It’s not a legal requirement for most planning applications to follow the SCI. However, some developments, especially larger ones or those with sensitive issues, must follow a high standard of community consultation that broadly conforms to its standards. Ultimately, the LPA will decide what level of engagement is necessary.

Developers will typically approach community interest groups, the council, and statutory consultees (such as utility companies) from very early on in the development process. That way, any potential issues can be identified and ironed out at an early stage. They’ll need to set up clear channels of communication, such as digital engagement routes, through which discussions and/or submissions can be put into effect. 

It might also be a good idea to create a Consultation Report which summarises the activities that have taken place and the responses from different groups. This makes for a strong case when the Planning Application is finally sent to the council. 

Why Should Developers Engage with Community Stakeholders?

As a rule of thumb, it’s much easier for construction projects to gain Planning Consent when they bring the community on board. For starters, it minimises the risk of any disgruntled residents writing to the council or launching a legal appeal over a decision they disagree with, i.e. the NIMBY case for rejecting an application.

With the most controversial projects, such as nuclear reactors or energy infrastructure, it can be much harder to find consensus because of the competing values and trade-offs involved. No one wants to be on the receiving end of a Compulsory Purchase Order, and you can bet some people will always voice their opposition to certain types of development. 

In these cases, developers are increasingly offering local people alternative compensation as a form of compromise. If you’d like to learn more, we’ve written about this trend in our recent article on NSIP planning in the UK.

Let’s be clear that consultation is about more than just checking a box and making a case against the NIMBYs. It’s a chance to tailor a development to the character of a local area, and provide something of real value to the people who already live there.

For instance, if local residents are primarily concerned about the traffic impact of new housing, the developer might identify walking and cycling routes that could connect the site to shops, offices, and local parks or nature reserves. Not only would this alleviate congestion, but it would also make it a more pleasant place to live for everyone. Local residents are happy with the compromise, the council is pleased with the quality of the application, and the developer gets to put shovels in the ground earlier. It’s a win-win situation for all involved, and consultation is what unlocks it. 

Improving The Engagement Approach with Project Stakeholders

King’s Cross Masterplan: Shortlisted for RIBA Stirling Prize 2024. Image source

So, how should developers run local consultation on their planning proposal, and does the RIBA Plan of Work 2020 recommend any specific approaches?

Broadly speaking, there are three groups that a developer should engage with before making a Planning Application for a major site. These are known as the project stakeholders, and their engagement and management is key to a successful development. Begin by mapping out your key stakeholders and planning workshops to gather data for analysis and feedback. 

Planning Authorities

Most developments begin by opening conversation with your Local Planning Authority. Since they are your primary point of contact and decide on whether to approve your application, it’s advisable to establish a good working relationship with them from the outset.

For projects within the jurisdiction of a Combined Authority or other strategic planning body, engagement with these authorities is equally important to ensure conformity with broader regional objectives. You might want to hold a pre-application meeting with these bodies to push things in the right direction and hear from their expertise. RIBA recommends that the planning strategy and consultation methodology be established from the ‘Preparation and Brief’ stage.

Statutory Consultees

As the name suggests, Statutory Consultees are also legally required to be informed of your planning proposal.

Typically, they include organisations responsible for water, utilities (such as electricity, gas, and telecommunications), highways, and environmental protection. If your project involves a Listed Building or Scheduled Monument, you’ll also need to consult Historic England (or devolved equivalent), as they’ll be able to direct you on heritage conservation. You can find contact information for the relevant statutory consultees through your LPA or through online government resources.

Early outreach to these groups allows them ample time to respond and might highlight significant issues before they become major problems later down the line. Formal written communication, clearly outlining your proposal and asking for their input, is the standard practice.

The Local Community

That brings us to the people who live in the vicinity of your proposed construction site: the local community. As we’ve discussed, community consultation is not always required but it’s usually recommended, and the LPA will tell you what you need to do.

As a first step, you might want to search for the Statement of Community Involvement to see what methods and stakeholder groups the council has already identified. This can be a useful yardstick for gauging how to run a community engagement strategy.

Generally, the SCI will outline some kind of stakeholder mapping exercise — identifying all groups potentially affected by your development, including residents, businesses, community organisations, and special interest groups. From here, you’ll need to determine the consultation methodology so it reaches people in all of these categories.

Traditionally, town hall meetings, leafleting, and newspaper ads were the preferred means of collecting responses from local residents — and they remain useful for starting conversations with a broad section of society. Yet, nowadays, it’s also commonplace to run digital engagement alongside these approaches.

Citizen Space Geospatial in action. Image source

Online surveys, for example, are better at capturing responses from younger people or those without free time to attend events. Or even better, you could pick an engagement platform that lets you create interactive maps of your site proposal, such as Citizen Space. These maps are a more accessible way of sharing the overview of a project strategy, showing where things like buildings, green spaces, and access points could be built. Respondents can leave geospatial responses by drawing or dropping pins on the map, and write comments about a specific idea or concern they have. It makes things simpler for both consultees and the developer to make sense of.

RIBA recommends that community consultation primarily takes place at the ‘Concept Design’ and ‘Spatial Coordination’ phases, so that local people have the chance to share their input on how a development will look and feel in its implementation. The ‘Technical Design’ phase, on the other hand, is left to the engineers to translate the construction plans into reality. Each stakeholder type requires different engagement and management to get the best analysis and feedback at different stages of the process. 

Conclusion

To wrap up, the RIBA Plan of Work 2020 remains a major influence on how construction projects in the UK actually unravel in practice — and their recommendations match the latest guidance that is coming right from the very top of government. It sets out exactly when and who developers should consult, giving greater clarity and cohesion to the construction project team and timeline.

These days, people are more aware of planning decisions and want to have their opinions listened to and respected. Online platforms are a great way of not just sharing this information, but also collecting trusted, evidence-based responses from a wider cross-section of society than ever before.

When done right, digital consultation means the community is more involved, local expertise is better used, and building standards are higher quality.

Citizen Space is the go-to platform for connecting governments, developers, and citizens. If you’d like to learn more about how our software streamlines public engagement and provides planners with enriched geospatial data, book a free demo and we’ll walk you through it.

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