Suppose you want to give new life to your dingy old kitchen, enlarge your living room or convert a bedroom loft into a cozy, office study. You have to choose a professional who can best turn that dream into reality, and choosing the right professional who can act as both a designer and advisor over the course of the project is certainly not an easy task. Whether you are looking to make a design statement or just a modest reorganization, you may need to hire an architect or other design professional to achieve your desired goal. It’s crucial that your chosen professional be sympathetic to your personality, aesthetic tastes, and budget constraints.

The first step is to determine the scope and complexity of your project. Architectural and interior design is a time-consuming process. While it may start with a sketch on the back of an envelope, the process to perfection is one of refinement. A renovation project could take off in many different directions. Whether you wind up hiring an architect or a designer depends on the scope of the project. If you’re taking out a wall, for example, or altering anything to do with plumbing, HVAC, or the overall structure of your space, it’s necessary to retain an architect to draw up plans and construction documents and to file the appropriate paperwork with your co-op board and proper building authorities. If you’re just sprucing up your kitchen, however, or planning some new built-in bookshelves in the den, an architectural or interior designer will be more than qualified to help you carry out your project.

Regardless of the breadth and depth of your project, do keep in mind that construction rules vary from building to building. Some buildings are self-managed, but most have managing agents who are responsible for enforcing the rules. The board of directors, or a committee of the board, usually has to approve any project that will require workmen to enter the building.

Some buildings retain an outside architect–at the applicant’s expense–to review proposed renovation work and make sure that nothing is contemplated that could damage the building, unduly disturb other tenants, or violate the building code. If your plans involve constructing new walls, demolishing old ones, or reconfiguring the plumbing or ductwork in your apartment, your architect will file the required paperwork and drawings, complete with his signature and seal to ensure that the project is constructed according to the law. If you change the number of rooms in the apartment–making a dining alcove into a bedroom, for example–you will be required to amend the Certificate of Occupancy of the building. The Department of Buildings will examine and approve your plans before issuing a Building Permit to the contractor. Upon completion of the job, the plumber and electrician will also certify that their work has been done according to code. Under Directive 14 of the Department of Buildings, the architect will certify that the rest of the work has been completed per code and the filed plans.

Design work, by contrast, is slightly lighter on the red tape. In most cases, if you wish to make a few minor changes to your apartment, all that’s required is to review your building’s Alteration Agreement and clear your project with your building’s board. Once you’ve gotten the blessing of your building’s governing body, you can see to it that contractors have access to your apartment and that the people in charge are aware that there’s work being done.

Of course, the more information you can supply about your ideas and expectations to all parties involved, the better. Articles, photos, materials and appliances, the amount of storage area you need, the size of furniture and art works in the space, type of lighting you prefer, the age and number of family members, as well as your family’s overall lifestyle, will all help the professional that you choose program the space to work best. Compared with a brand-new building or loft, older apartments have obvious space limitations. Windows, structural walls and columns, pipe risers and chases cannot be moved. Before you close, your architect will need sufficient access to the apartment to make measured drawings and confirm the location and size of utilities and structural elements.

Once the parameters of the design are set and the approval process is underway, the architect will produce the Contract Documents. These are detailed drawings showing precise dimensions and specifications for materials and equipment. You will be intimately involved in the selection of lighting fixtures, appliances, plumbing fixtures, and location of electrical and communication outlets, as well as finish materials like tile, paint and flooring. The contractor will make his bid on the Contract Documents and they will form the basis of his contract with you.

It’s also important that you give your architect or designer a good idea of your budget limit so he can tell you whether your wish list is realistic or not. Don’t encourage your professional to design something that you cannot afford. If he has to make unnecessary changes, it will be a waste of time and money. He should give you cost estimates at every stage of the design–although you will not have a firm number until the construction documents are complete and the bids are in. Speak with your manager or broker about the kinds of investments that will enhance the value of the apartment. What you do may depend, in part, on how long you intend to live there.

Architects and other design professionals charge for their services in a number of different ways: as a percentage of the cost of construction, on an hourly basis, as a lump sum, or a combination of these methods, depending on the circumstances. A typical renovation project can cost anywhere from $1,000 to tens-of-thousands. Cost is not necessarily proportionate to job size; even a small job may be more costly in terms of the professional’s time if you want a lot of custom installations. It’s important to define both the scope of work and the services you would like and make sure the proposals are clear. It’s also important to remember that architectural services are not taxable, but interior design services are subject to 4.25 percent New York state sales tax. That means that if your architect is doing design work for you as well, the purely design portion of their work for you will be taxed.

If all of this seems convoluted, it may be a comfort to know that the American Institute of Architects (AIA) publishes a standard contract form between owner and architect that spells out the expectations of both parties. These can be edited to your requirements. For small jobs, many architects simply write a letter of agreement covering the conditions of their services and fees. Because the work is front-loaded, architects usually require a retainer to be paid on signing the agreement, which is then credited to your final payment.

Your architect or designer should involve you in the renovation/building process by presenting alternate schematic designs for you to consider. They may present you with three-dimensional sketches or models depending on the complexity of the design. By the time the design is finalized, you should have a good idea of what to expect. If you have misgivings about aspects of the design, don’t wait to air them. Bear in mind that your hired professional wants the project to be successful just as much as you do.

The selection of a contractor is another critical decision requiring particular care. Even the best-laid plans can founder in the hands of an incompetent or careless contractor. Your hired pro may be able to recommend people with whom he has worked, or you might seek recommendations from friends who have been through construction projects recently. And ask your building’s super for names of contractors who have done successful renovations in the building. If you already know a contractor whom you trust and want to negotiate a price with, bring him in at the outset of the project so he can advise you and your architect on construction matters during the design phase.

If your project is part-construction, part-design, you may find yourself with both an architect and a designer working to realize your vision. To avoid conflict should any phase of the project fall under the domain of both professionals, tasks and expectations must be clearly defined at the outset.

If you bid the job, your architect should help you to analyze the bids so you can compare the cost of each category of work. Often the low bidder is not the best choice–he may be costly in terms of frustration and lost time. Interview the most favorable candidates at the job site. Check the contractors’ references. Be skeptical about their time schedules. Insist that they have a qualified foreman on the job at all times. Make sure they are not too busy and will be available to do your job when you are ready. Introduce the chosen contractor to your super to review the building regulations.

During construction, the architect or designer is responsible for observing the progress of the job, which will require frequent visits to the site to answer questions and assure that the work is proceeding according to the plans and the design intent. The contractor is responsible for scheduling the work and coordinating the trades and the delivery of materials. Inevitably, you will want to make a few changes as the job progresses, but remember that too many changes will slow construction and increase the project’s cost. Your architect should review the contractor’s payment requisitions before you pay them to confirm that the work he is billing you for has been done correctly and that an adequate amount is withheld until the end of the job to ensure the contractor completes his work. When the job is substantially complete, you should make an inspection with the architect and the contractor and compile a "punch list" of all outstanding items to be completed, along with any work that you feel is substandard and needs repair or touching up.

Horror stories about the renovation process abound, but you don’t have to live through one. Reconfiguring your personal space can be a very positive experience if you hire the right people and plan ahead. Often, owners’ frustration comes from simple delays, which sometimes cannot be avoided–a certain material may not be readily available, or the chairman of the board may be on vacation when you want him to sign your application for the Department of Buildings. However, the dust and noise will recede, and, looking back at the "before" photos, you will quickly forget and forgive the hassles of renovation as you settle in to enjoy your dream space for many years to come.