Define the business outcome
Describe the proposed use and what must change in the building or site. Separate operational needs from optional aesthetic improvements.
Assign design and approval roles
Record owner, tenant, landlord, designer and contractor responsibilities. Identify which decisions and documents are required before reliable pricing and sequencing.
Compare proposal boundaries
Keep included work, exclusions, allowances and owner-supplied items visible. Discuss how access restrictions, discovered conditions and changes will be handled.