What to Expect: A Guide to the Architectural Design Process

 
 

We approach each project with clarity, curiosity, and deep care. Whether you’re undertaking a ground-up build, a townhouse renovation, or an apartment transformation, our process is designed to be collaborative, transparent, and thoughtful from beginning to end.

We’ve outlined what you can expect when working with us, breaking down our typical design process into clear phases—each with its own purpose, deliverables, and rhythm. While the scope and complexity of every project varies, the framework remains consistent: thoughtful planning leads to exceptional outcomes.

 
 

PRE-DESIGN: DISCOVERY & VISION

Our work begins with listening. In this initial phase, we aim to understand not just your space, but how you live, what you value, and the feeling you want your home to evoke. We’ll meet to discuss your goals, timeline, budget, and preferences. This is also when we visit the site, take measurements or gather existing drawings, and begin to form a shared vision.

We’ll ask questions like:

  • What are your daily routines?

  • Are there objects or memories you want your space to reflect?

  • What do you love—and dislike—about your current home?

By grounding the project in your lifestyle and aspirations, we ensure the design responds to real life. We find it is very helpful to share inspiration images— we are visual people and will appreciate this as a jumping off point. We have been collecting images that speak to us for years, so if you need a starting point to creating a vision board, feel free to reference our Pinterest.

 
 

PHASE 1: SCHEMATIC DESIGN

With a strong foundation in place, we move into concept development. This is where the design starts to take shape—on paper, in moodboards, and other visual representations. We develop a series of layout options and design directions, each tailored to your needs and the character of the space.

We’ll explore:

  • Spatial flow and adjacencies

  • Natural light and sightlines

  • Material inspirations and architectural vocabulary

These early studies are where creativity and feasibility begin to meet. We present the concepts, talk through the pros and cons of each, and refine based on your feedback. Our goal at the end of this phase is alignment: a clear direction, grounded in a shared design vision.

Deliverables may include:

  • Floor plan options

  • Key elevations

  • Visual inspiration and moodboards

  • Preliminary finish and material concepts

 
 

PHASE 2: DESIGN DEVELOPMENT

This phase is where the home’s character begins to crystallize—through cabinetry layouts, lighting plans, tile selections, custom millwork, plumbing fixtures, door hardware, hooks and accessories.

This phase often includes:

  • Detailed floor plans, reflected ceiling plans, and elevations

  • 3D Visualizations of key spaces

  • Refined finish and material palettes

  • Interior millwork and built-in design

  • Preliminary lighting layouts

  • Initial selections for tile, plumbing, hardware, and key furnishings

  • Beginning of mechanical and structural engineering coordination

We share digital presentations and physical samples, ensuring the process feels tactile and collaborative. Clients often tell us this is the most exciting stage, when abstract ideas begin to feel tangible.

 
 

PHASE 3: CONSTRUCTION DOCUMENTS

Once the design is approved, we prepare a full set of construction drawings. These technical documents include all the information required to price, permit, and build the project accurately. This phase is about precision and clarity—ensuring our design intent is communicated in every line, note, and detail.

We also coordinate with engineers, consultants, and contractors to ensure all systems integrate smoothly. Every dimension, junction, and material transition is considered and drawn.

Typical deliverables include:

  • Dimensioned floor plans and elevations

  • Integration of structural and/or MEP drawings

  • Electrical and lighting layouts

  • Details of custom elements, including wall assemblies, windows and doors, millwork, specialty finishes, doors, etc.

  • Comprehensive specifications package

This phase is vital to keeping construction efficient and aligned with the design vision. A clear set of documents reduces surprises and creates confidence for everyone involved.

 
 

PHASE 4: BIDDING & PERMITTING

With a complete drawing set, we move into the pre-construction phase. We assist in selecting contractors, sharing the drawings for pricing, and answering questions during the bid process. Our team evaluates the proposals, helps clarify scope, and facilitates revisions if necessary.

If your project requires city permits or approvals, we guide that process too—whether submitting through the NYC Department of Buildings, working with expediters, or coordinating Landmarks reviews. We aim to make this administrative phase as smooth as possible, managing logistics while keeping momentum.

Key services during this phase:

  • Soliciting bids and making contractor introductions

  • Comparison of estimates and scope clarification

  • Refinement of budget and timeline expectations

We believe transparency is essential at this stage. We want you to feel empowered by the numbers, not surprised by them.

 
 

PHASE 5: CONSTRUCTION ADMIN

We remain deeply involved during construction to ensure the built work adheres to the design. This includes regular site visits, contractor meetings, and close coordination with trades. We answer questions, review shop drawings, and approve mockups and material submittals as needed.

We also assist with ordering key materials, finalizing fixture selections, and managing lead times and deliveries. The design process doesn’t end when construction begins—it continues in every detail, every decision.

Our role during construction includes:

  • Site meetings and walkthroughs

  • Responses to contractor RFIs (requests for information)

  • Reviewing submittals and shop drawings

  • Oversight of material and finish installations

  • Troubleshooting unforeseen site conditions

  • Final punch list

 
 

A FEW NOTES ON TIMELINE & SCOPE

Every project is different, but a typical full-service architectural renovation can take 12–36 months from design to move-in. Interiors-only projects are often shorter, but still benefit from the same rigorous process.

Scope will always influence the pace. A kitchen renovation might move faster than a full townhouse gut, but each deserves the same care and clarity. We structure timelines around your needs and keep you informed throughout.

 
 

FINAL THOUGHTS

Designing a home is a collaborative, deeply personal journey—and one that we never take lightly. At Shapeless Studio, we’re honored to help our clients create spaces that reflect who they are and how they want to live.

Our process is designed to balance creativity with structure, flexibility with rigor. It’s how we ensure the final result feels not only beautiful, but fully lived-in and entirely yours.

We welcome new conversations and are happy to answer questions about process, scope, or timing. If you’re thinking of starting a project, we’d love to hear from you.

 
 
Jess Thomas