REFERENCES AND SAMPLES

ARCHITECTURAL FIRM

Even the smallest office must at

some time or, other rely upon books,
catalogs, magazines, or
some other form of reference
material. Seldom does an office
become so specialized that
similar projects are worked on
without some changes, hopefully
changes for the better.

EXAMPLES OF ARCHITECTURAL OFFICE REFERENCE

MATERIALS
architectural or construction-type magazines
manufacturers or materials catalogs
codes of various kinds
association "how-todoit" manuals
reference texts

WAYS TO COMPILE REFERENCES

1. LIBRARY
-LIBRARIES ARE VARIED IN SIZE, OPERATION, AND
PERSONNEL REQUIRED
-MATERIALS FILED EITHER ALPHABETICALLY OR IN
SUBTITLES
-THEY MAY HIRE A LIBRARIAN
-IN ORDER TO PROTECT REFERENCES LIBRARY
REQUIRES A LOT OF MATERIALS.

2. CABINET - DRAWER FILING

Cabinet is used to file unbounded and softbinded books and
references
it is suggested that the five-digit separation of the Uniform
System
be used.
Standard vertical cabinets with pull-out drawers are used in
most offices and provide considerable
storage space with minimum f loor space at the line.
Five-drawer-high cabinets
have the disadvantage that the top drawer may be too high to
provide easy visibility or access
to its contents.
Some offices have used side-opening file cabinets where the
entire length of the file is exposed when the side is opened

3. GENERAL SAMPLES
-WHEN THE NUMBER IS FEW THEY
MAY BE EASILY LOCATED ON A DESK, IN A BOOKCASE, IN A
BOX, OR PILEEVEN IN A SMALL PILE IN THE
"BACK ROOM.
-SMALL SAMPLES OF CERAMIC
TILE, RESILIENT FLOORING, AND SIMILARS ARE BOXED BY
THE MANUFACTURER SO LABELS ARE NOT
NECESSARY.
-PROVIDE BOXES, BINS, OR SOME
OTHER CONVENIENT CONTAINERS FOR EACH PRODUCT OR
SIMILAR PRODUCTS

4. PROJECT SAMPLES
-PROJECT SAMPLES ARE ACQUIRED AND USED FOR ONE
PARTICULAR PROJECT AND MAY BE DISCARDED
AFTER THE PROJECT IS COMPLETED OR MAY BE STORED IN THE
GENERAL SAMPLE FILE.
-SELECTION OF PROPOSED
MATERIALS IS GENERATLY MADE FROM GENERAL SAMPLES BUT
THE ACTUAL COLOR, PATTERN, OR
OTHER FEATURE MAY BE SLIGHTLY DIFFERENT FOR PROJECT
INSTALLATION.
-SAMPLES MAYBE MOST ANY SIZE, ESPECIAALY THOSE THAT ARE
TOKEN OR SMALL GENERAL SAMPLES.
-PROJECT SAMPLES, IF APPROVED FOR INSTALLATION, SHOUTD
BE PLAINLY MARKED AS APPROVED AND
SHOULD HAVE THE DATE AND NAME OR INITIALS OF THE PERSON
AS APPROVING THE UNIT RETAINED BY THE
PROJECT MANAGER.

5. BUSINESS CARDS
Almost every manufacture's representative engineer,
consultant, and many others have business cards which list
company name, representative's name address, and phone
number. These are left with architects or engineers to
provide a ready reference. Cards simply thrown in a drawer
have a little or no use and may just as well be thrown in the
. wastebasket. Filing of business cards for easy reference is
quite easy. Most cards are of fairty uniform size. usual!~
about 2 ' x 2 'h '', and may be filed in the empty boxes that
the A/E office cards come in. Separator cards made from
light cardboard and indicating the sixteen Divisions of the
Uniform System are ideal for providing easy card
references. Cards kept by the librarian in this manner are
much more usable than when kept by individual project
managers or in books or other manner.

6. DATE THE INFORMATION

One of the most important details necessary for
library information and related samples is the date
received. This also holds true for most all literature
that is to be retained, including business cards of
manufacturer's representatives. Put a date on it
when it is received. This may be a simple but legible
scribble with a pen on the outside of a catalog or
upon a business card or may be a standard date
stamp.

7. OBSOLETE MATERIAL
When does informational literature or general samples
become obsolete? Generally, when they are superseded by
newer or revised and up-to-date replacements. The normal
urge is to junk the obsolete material but in many cases, this
may be the wrong thing to do in an A/E office. In some
cases, remodeling, or additions to a project, may be made
easier if original material is available, especially samples.
With the present situation in regard to responsibility of a
project for years after its completion and use, an AJE may
want to, or have to, prove materials were installed as
approved by samples. Space, required to maintain this
storage properly may be an important factor.

8. MAGAZINES
Magazines of all types relating to design and
construction will sooner or later become another
problem for storage and retrieval. Current or newly
late copies are usually available in reception rooms.
then at project manager's or designers' desk, then at
dratsman's boards, and finally in the "coffee room".
Some may disappear as various office personnel feel
that they need a certain copy more than the office
does. After a period of time some offices gather up the
old magazines, together with old catalogs, and give
them to schools for student references. Other offices
file magazines.

FINANCES AND INSURANCE

How much money does it take to start a new business?
There is no firm answer to this question since one
business may start off with a flourish and another start
with practically nothing. One rule-of-thumb indicates
there should be enough cash available to sustain a
business for six months to a year without further
income. If we accept this rule, how much does it take in
dollars? or in Pesos? Hopefully. the operators of the new
office have a little "nest egg" and a client or two with
whom they are currently working. Until those first
projects are complete, however, the cash flow is. going
out there may be some slack times in the future when
there is little or no income.

1. YOUR FINANCIAL "GUESSTJMATE"

2. THE ACCOUNTING SYSTEM
3. CREDIT AND LOANS
4. PROJECT BUDGETS
5. PAYROLL RECORDS
6 . INVESTMENTS
7 . PROFIT SHARING
8. RETIREMENT PROGRAMS
9. WITHHOLDING
1 0 . MISCELLANEOUS
11. GENERAL INSURANCE
12. WORKMEN'S COMPEHSALLON

C -Securing commissions, conferences, correspondence

P- Preliminary work of all types, drafting, estimates
D- Design development, drafting, estimates, renderings
W- Working drawings of all types, some offices
subdivide this category by number into
structural, architectural, landscape, heating, ventilating,
etc.
S -Specifications, combinations with P or may be used
for preliminary or design development phases.
F- Field work of all types
M or A - Management or administration

PUBLIC RELATIONS
Almost every business considers means by which they can create a good
impression on the general public or influence IP8Cial groups of
individuals to patronize their businesses. Architects and engineers there
no different than any other businessman. By the use of public
relationship the AlE may promote his own business and increase the
stature of his profession in general. To be effective in any public relation
to public needs, and to communicating the office position to the public.
The evaluation of the position of the firm should include what the firm
currently has that the public needs, or can provide, if or when a new
service is wanted. This opinions in regard to community activities. To
communication office position requires 8 good interpretation of services
available and an effective way to present the information to the public.
Selection of the proper medium is most important as well as proper
timing. Quite often the anticipated public relations release or activity is
almost literally cancelled due to poor timing although considerable
money and effort may have been spent to produce it. The A/E must
choose a proper medium, time, and content for any public relations
program.

1 . ORGANIZATIONS
2. PUBLIC SPEAKING
3. PROJECT SIGNS
4. MAGAZINE- NEWSPAPER ARTICLES
5. ARCHITECTURAL COMPETITIONS
6. OFFICE BROCHURES
7. ENTERTAINMENT
8. THE OFFICE
9. OTHER APPROACHES

BUSINESS ASPECTS OF
PROFESSIONAL PRACTICE

1. ARCHITECT'S CAPITAL
In order to engage in the practice of architecture,
one must have some tools and equipments before
the practice has been established long. Also some
money presumably will been earned. Some of this
earnings may not be due, some may be due but not
collected in lieu of cash. If services are paid in cash,
a part of the cash may be left in the treasury of the
firm. It is also convenient to use credit with firms
from whom purchases are made.

2. ASSETS
Anything owned. that has exchange value:
a) Cash - may be changed for something else at any
time.
b) Accounts Receivable - consist of sums of money
owned by the business and which are due.
c) Prepaid - .some of the income of the business
may be earned but not yet due. As an example,
accrued income, if working drawing is done halfway,
it is accrued while the preliminary sketches are
accounts receivable.

3. INVESTMENTS

These are usually securities, but might include real

property owned by the firm but not used for its
practice. The purpose is to enable the firm to earn
some income on the money which has been set up
in reserve funds.

4 . PHYSICAL PLANTS
a) Automobiles - The most sellable item. In any Architectural practice,
one automobile
for use at least part of the time is necessity.
b) Library - the second most sellable item is an up to date Library, which
is essential for
progressive, intelligent practice.
c) Models and Art Objects - As an aid to developing an impressive
atmosphere. This
may help to stimulate business.
d) Furniture and Appliances - More essential part. These may have
somewhat the same
as art object, but these is mainly necessary to carry on the work of the
firm.
e) Alterations of Leased Property - If office space is rented, it is often
necessary for
alterations as to make it more suitable.
f) Building - If the firm own the building it occupies, its value would be
called asset entitled
building.

5. LIABILITIES
There are items of indebtedness of a business
a) Vouchers Payable - payable items among liabilities. The most urgent are
current bills.
b) Notes .Payable- money is from the bank or a loan from an individual or
business, a
written promise called the note is usually given bearing interest and due at a
stated
time.
c) Prepaid Income - it may happen in practice that a client will pay in advance for
services
to be rendered. If this is done, the architect owes the client the service.
d) Accrued Expense - such as the salary of an employee which is-earned but not
yet
due.
e) Long Term Indebtedness - it might be that a firm would find it wise to buy or
build a
building or any additional equipment which would be paid for over a period of
more
than a year. This is a liability.

6. NET WORTH
a) Capital Investment - when assets are purchased for the
conduct of .a business, part of
the money may be borrowed and part furnished by the
owners of the business.
b) Reserve for Slack Periods -The probability that some time
in the near future there will
be a period during which the volume of the work in the
office is insufficient to operate
the business at a profit provided for by the establishment of
a fund.
c} Surplus - Any profit left in the business in addition to
reserve funds.

7. PROFIT AND LOSS SYSTEM

If a man produces more of anything than he and his
family wish to consume, he may:
a) Trade it to someone who has surplus of something he
may want.
b) He may save it for future use.
Accumulation of money by an individual may mean
all that more value has been produced by him than he
has consumed.
b) that by assuming risks, he made profits.
c) That he has loaned part of his accumulation to others
with interest.

8 . ARCHITECT INCOME & EXPENSE

An architectural office, operating successfully under our present economic system
should make profit where conditions are normal. To accomplish this, the total
income should exceed the total expense.
If a firm is to avoid bankruptcy, when losses results from Its operation&, it is
necessary that a reserve fund be accomplished from profits during periods which are
normal.
When responsibility, such as that assumed by an architect, must be carried, risks of
loss goes with it. Some risks can be recovered by insurance but every enterpriser
must carry the principal rlsks of his business. Possible current uses, therefore, often
are provided for by a reserve funds which may be called reserved for emergency.
Payments for service rendered by architects should be In proportion to their
professional ability. Salaries should be large enough to serve as recognition of the
long years of training and the high caliber of native ability required. Since an
architect may usually be more valuable to his own firm than another, the salaries of
the principals of a firm should be somewhat higher than could be earned by some
Individuals as employees of another archltectural firm.

9 . OPERATING EXPENSE INCLUDES

1 ) Direct expense - includes all items which are incurred in connection
with definite building projects.
a. Job development
b. Production
c. Administration
Ex: salaries of technical personnel cost of consulting service cost of
btueprints & reproductions traveling and living expenses outside of agreed
local area. Long distance and telegraphic message cost of expendable
drafting materials.
2) Overhead Expenses - includes all items which continue whether or not
there are many jobs in the office.
Ex: telephone and telegraph charges, photographs, use of office and
drafting equipments, office supplies, salaries of non-technical personnel
use of library, transportation, management salaries, taxes licenses,
contributions, gifts.
Formula: Profit = income - expense

10. SALARY, PROFIT AND OVERHEAD

It is worthwhile for an architect to establish his own
practice, that practice should pay him a salary at
least as large as the salary he would receive where
he is employed by another firm. lf the work of the
Architectural Office is being carried on from the
home. a charge should be made for lights, heat and
janitor service. Also a portion of the telephone bills,
a portion of automobile expense and a portion of
depreciation of automobile should be charge against
the business.