How we work
Building a Sense of Belonging Through Collaborative Process
At Polysmiths, architecture isn't about imposing a style—it's about creating spaces where you feel you belong. Our process combines deep listening, collaborative problem-solving, and careful craft to deliver homes and public spaces that reflect who you are.
We work on full-scale renovation projects (£300k-£1M+) across residential, hospitality, cultural, and public realm architecture in London and beyond.
A Process Guided by Four Principles
Unlike traditional architects who follow a linear process, we approach every project through four interconnected principles:
Storytelling: Understanding your narrative—your history, values, and vision—before we draw a single line.
Problem Solving: Balancing quality, cost, and time within real-world constraints (planning regulations, budget realities, site limitations).
Value Creation: Delivering what matters to you, whether that's profit, pride in a home that reflects who you are, or authentic brand expression.
Self-Builds as R&D: Testing materials and approaches on our own investment projects (Cork House, Pine House) before introducing them to client work.
These principles guide every stage, from first conversation through final completion.
Six Stages: From Story to Space
1. Initial Consultation & Storytelling
Every project begins with listening. We spend time understanding your story: your personal history, how you want to live or work, what values matter to you. This isn't just briefing—it's storytelling.
For our Gibraltar clients at Arch House, this conversation revealed childhood memories of Mediterranean arches and outdoor family gatherings. That narrative became the project's DNA.
What happens:
- Initial consultation (in-person or video call)
- Site visit and analysis
- Understanding your vision, budget, and timeline
- Discussing constraints and opportunities (planning, heritage, structural)
- Defining success criteria (what "value" means to you)
Deliverables:
- Brief summary document
- Initial feasibility assessment
- Budget and timeline outline
- Fee proposal
Duration: 1-2 weeks
Typical fee: Initial consultation often complimentary for serious enquiries; detailed feasibility £2k-£8k depending on complexity
2. Concept Design & Exploration
With your story as foundation, we explore spatial concepts that create a sense of belonging—spaces where you're comfortable being yourself.
This is collaborative, not presentation. We work together through sketches, models, and conversations to test ideas and refine direction.
What happens:
- Multiple concept explorations (typically 2-3 approaches)
- Material studies and spatial mock-ups
- Budget reality checks (can we achieve this for £X?)
- Problem-solving sessions (how do we handle this constraint?)
- Collaborative refinement
Deliverables:
- Concept sketches and floor plans
- 3D visualizations or physical models
- Material mood boards
- Updated budget estimate
- Planning strategy outline
Duration: 3-6 weeks
RIBA Stage: 1-2
3. Planning & Regulatory Approvals
We navigate London's complex planning landscape, securing approvals while protecting your design vision. Our experience includes listed buildings, conservation areas, and heritage-sensitive contexts.
What happens:
- Detailed design development for planning submission
- Pre-application consultation with local authority (when beneficial)
- Preparation of planning drawings, heritage statements, design & access statements
- Submission and management of planning application
- Liaison with planning officers and heritage consultants
- Negotiation and amendments if required
Deliverables:
- Planning application drawings
- Supporting documents (heritage statement, etc.)
- Planning permission
Duration: 2-4 months
RIBA Stage: 3
Notes: Planning timelines vary by borough and complexity. Listed buildings typically take longer. We can't guarantee approval but have a strong track record navigating heritage constraints.
4. Technical Design & Documentation
With planning secured, we develop comprehensive construction documentation. This is where design intent becomes buildable reality.
We coordinate with structural engineers, building control, and specialist consultants to ensure every detail is resolved before construction starts.
What happens:
- Detailed construction drawings and specifications
- Material selection and detailing (this is where craft happens)
- Coordination with structural engineers and MEP consultants
- Building control approval
- Tender package preparation for contractors
- Value engineering if needed (balancing quality and budget)
Deliverables:
- Construction drawings (plans, sections, elevations, details)
- Specifications and schedules
- Tender documentation
- Refined cost estimate
Duration: 6-10 weeks
RIBA Stage: 4
5. Contractor Selection & Contract
We help you select a contractor who will deliver quality within budget. This isn't about finding the cheapest quote—it's about finding the right partner.
Where possible, we work with contractors we've collaborated with before and trust.
What happens:
- Tender coordination (typically 3-4 contractors)
- Tender analysis and interviews
- Contract negotiation
- Pre-construction meetings to clarify expectations
Deliverables:
- Tender analysis report
- Contractor recommendation
- Construction contract (typically JCT or similar)
Duration: 3-4 weeks
RIBA Stage: 4 (end) to 5 (start)
6. Construction & Completion
During construction, we're your advocate—ensuring the design is executed to specification, problems are solved creatively, and quality is maintained.
We conduct regular site inspections, review workmanship, approve materials, and coordinate changes when inevitable site conditions require design adjustments.
What happens:
- Regular site inspections (weekly or bi-weekly depending on project phase)
- Contractor coordination and problem-solving
- Material approvals and quality control
- Design adjustments as site conditions require
- Snagging and defects resolution
- Practical completion and handover
Deliverables:
- Site inspection reports
- Change order documentation
- As-built drawings
- Final completion certificate
Duration: 4-12 months depending on project scale
RIBA Stage: 5-6
Post-Completion: We remain available for ongoing support during your first months in the space, addressing any issues and ensuring everything functions as intended.
What Makes Our Process Different
We Listen First, Design Second
Your story shapes the architecture. We're not here to impose our aesthetic—we're here to create spaces that reflect who you are.
Proven Approaches, Not Experiments
Our self-build projects (Cork House, Pine House) are laboratories where we test materials and approaches on our own investment before recommending them to you. You get proven strategies, not experiments.
Honest About Budget
We discuss cost reality from the first conversation. Better to establish realistic expectations early than compromise halfway through construction.
Collaborative Problem-Solving
Challenges are inevitable (planning rejections, unforeseen site conditions, budget pressures). We solve them together, finding creative solutions that maintain design intent within constraints.
Quality Over Speed
We work on 2-3 full-scale commissions per year (£300k-£1M+ projects) because we're also developing our own properties. This selectivity means every project receives exceptional attention.
Value Creation Focus
Success isn't just delivering on time and budget—it's creating architecture you'll love for decades. Architecture that builds a sense of belonging justifies the investment because you'll never want to leave.
Typical Project Timeline & Investment
Full House Renovation (150-200 sqm)
Timeline:
Concept to Planning: 3-5 months
Planning Decision: 2-4 months
Technical Design & Tender: 3-4 months
Construction: 6-9 months
Total: 14-22 months
Investment:
Construction cost: £450k-£900k (£2,500-£4,500/sqm depending on specification)
Architectural fees (12-15%): £54k-£135k
Structural engineering (2-4%): £9k-£36k
Total project cost: £520k-£1,070k+
Ready to Start Your Project?
Whether you're planning a full house renovation, launching a boutique aparthotel, or reimagining a cultural space, we'd love to hear your story.
We typically work with clients on projects of £300k-£1M+ across London and the UK. Our process begins with a conversation about your vision, budget, and timeline.
Email: hello@polysmiths.com
Phone: +44 7786 675961 (Charles Wu, Director)