Our experience working together on a private school development project suggests some lessons for school officials faced with facilities needs -- and some advantages in outsourcing project management.

After evaluating the need for a construction project, the next step is to determine how much time the staff has to devote to the project and how much expertise is needed to complete it successfully. Most often, small school districts and individual schools will realize early on that even a minor development project can quickly expand beyond the time budgeted to manage the project in-house. Project management is a full-time job: Typically, a real estate development firm will devote approximately 40 hours per week in project management during the design and construction phase, plus additional time for project accounting.

Clearly, no single school administrator can take on such a burden in addition to his or her existing workload -- especially if the administrator is not experienced in construction project management. Even an in-house expert, such as a facilities manager, may not have the time or resources necessary to manage a large-scale project without outside help. Such a person's knowledge may be put to better use by making that individual responsible for communicating the school's wishes to the developer so the assigned project manager can manage the other parties involved, such as the architect and contractor.

The top two problems schools face when trying to manage a project in-house also are the most critical for a school -- scheduling and budgeting issues. A professional firm can work with the school at the beginning of a project to create realistic schedules and budgets. Many times, schools can be over-ambitious and place unrealistic demands on the construction team, resulting in a less-than-perfect final product. An experienced real estate developer can anticipate the issues a school may encounter through the course of a project and develop a plan to address those issues before they become problems.

In addition, a developer may be able to more accurately estimate the cost of the project, planning for allowances and contingencies that school people may not foresee. The developer and architect should carefully evaluate the facility's design so it meets the school's anticipated budget. Realistic cost projections resulting from this type of research help funding authorities, in the case of a public school, or individual donors and foundations, in the case of a private school, feel secure in their contributions to the school's growth.

When searching for the right match in a real estate developer, make sure that the companies you review have experience and expertise in the education arena, and check their references. At Whitefield Academy, we brought Carter & Associates on board in an advisory role, but soon requested they manage the development of our new campus. By using Carter as a manager and accountability partner in the development, we could focus on our real job: education.

A real estate firm has access to numerous resources that may not be available to you if you choose to manage the project in-house. A professional partner can provide resources in the following areas, adding value to your school's development project:

1. Architectural services. One of the developer's first tasks should be to help your school select an architect. The developer is more experienced in evaluating a particular firm's capabilities and experience, as well as determining whether the design fees are in line with the services being offered. Once the design process begins, the firm should manage the design schedule to ensure all deadlines are met according to the established time line. The real estate developer should review and price architectural drawings at the end of every major design phase to ensure the project stays within the budget. At the end of each major design phase, the developer also should explore alternative construction methods and architectural detailing to make sure you receive the best value for the project.

2. Government relationships. Corporate real estate firms come to a school armed with existing relationships in local county governments where they have completed projects. This can be helpful in moving your project through each development phase smoothly and ensuring that the project complies with local standards. Experience in negotiating with government officials and utility companies may also save your school money by allowing the firm to negotiate up-front infrastructure costs and long-term rates with utility companies. In Whitefield's case, this included obtaining a waiver of the standard permit on tap fees, allowing the school to invest more of its funds in educational facilities.

3. Experience in negotiations. The real estate firm should be skilled not only in negotiating with government and financial institutions, but also in negotiating contractual arrangements with the architect, general contractor, and other consultants. For Whitefield, Carter & Associates handled all negotiations with utility providers, assisted in negotiations with local governments, and finalized all necessary contractual arrangements. The firm was able to leverage its position in the real estate marketplace on behalf of the school when managing the negotiations.

4. Financing the construction. If you want help with financing, look for an experienced full-service firm that has a finance division or experts dedicated to serving clients with project financing. The real estate developer can help get approval for county tax-free bond funding, for example, and can help obtain development incentives from local governing authorities during the planning and zoning phase of the project.

5. Knowledge of licensing and permit processes. There are many steps involved in licensing and obtaining permits for your school's development project. A real estate firm will help ensure that you acquire all of the proper documentation and avoid unnecessary delays.

Not every real estate developer will be able to provide your school with such a wide array of resources, so how do you choose the right firm? Spend time with many firms, and carefully evaluate and select one on the basis of the following qualities:

* High-quality work. Look at the firm's projects and ask if the developer has the abilities required for the type of project you are planning. Obtain at least three to four references and find out if the firm has a successful track record of delivering high-quality work. Visit one of the firm's educational clients and speak with those involved with the project about their experiences.

* Good reputation. The real estate developer you select will represent the school during the entire course of the project. Unlike public schools, independent schools fund almost all capital projects through donations. The reputation and oversight provided by the right real estate developer helps to reassure donors that the value of their gifts is being maximized through an experienced project management team. Look for a firm with a good reputation in the marketplace -- one that is able to assemble and manage a highly qualified design and construction team. A respected industry leader can bring the benefits of this reputation to the school's side of the table during the course of the project.

* Experience directly related to your project. The real estate developer you choose should have experience with projects and institutions like yours -- for example, if you are a private school, look for a developer who has already worked with at least one other private school. When evaluating this factor, consider not just the firm itself, but the people specifically identified within the firm to work on your project. Look at the projects their individuals have completed, evaluate their resumes and relevant experience, and thoroughly check their references.

* Attention to detail. It is important to find a firm that gives you the level of service you require. Interview previous or current clients and ask if the firm is detail-oriented. Has anything slipped through the cracks? Be sure to interview clients whose names were not provided as references as well as those who were. Ask whether former clients were satisfied with the level of service provided, and perhaps most importantly, ask whether the relationship has continued.

* Acknowledgment that your project is important. Obviously, you want a firm that places a high level of importance on your project. Choose a firm that recognizes the importance of developing a lasting relationship with your school that spans the course of many projects. You should feel that your developer understands the importance of your school's project, whether big or small.

After your school has selected a real estate developer, the next step is to involve the developer in the project conceptualization and planning stage, which includes decisions about the project schedule.

Meeting the schedule is important for any project, but especially when dealing with the academic calendar -- facilities must be ready for the start of a new school year. Your developer should be comfortable working with a strict schedule. They should work closely with the project team and communicate early and often, the importance of meeting all deadlines.

By planning up front, the developer can minimize the disruption of normal school operations if work is being completed when school is underway. Completing a project on an existing campus entails special consideration. Many times, schools must phase construction so that certain facilities remain open for student use, or temporary facilities are provided. Even if you are creating a new campus on undeveloped land, as was the case with Whitefield Academy, the schedule must still be carefully structured, as teachers, students and faculty need a clear move date for the coming school year. Typically this type of activity is structured during a break in semesters or at the start of the school year. For Whitefield, Carter & Associates assisted in evaluating undeveloped land for the school's new campus and then moved quickly to create a schedule that satisfied the school's academic and institutional requirements.

As the project moves forward, communication becomes very important because of the many parties involved in the project -- developer, designer, construction company, and architect. Providing everyone with detailed minutes of meetings helps prevent important tasks from falling through the cracks. The developer also should be providing detailed reports related to budget, schedule, design and construction issues. This allows the owner and project team to remain informed throughout the process.

Once your project is complete, consider maintaining the relationship with the real estate developer, who now has a clear understanding of your goals and objectives. As a partner, the developer can review the design of your facilities for maintenance issues and help with site selection when your school expands or decides to add a new sports recreation field. In addition, some real estate developers are also taking on the role of property management at educational campuses, which can mean help in handling daily operations, from landscaping to paying utility bills.

Schools go through many life-cycle changes, some that can be planned and others that are a surprise. The majority of schools -- private and public alike -- will need to develop facilities at some point. Working with a real estate developer can give your school the edge it needs to create and maintain a high-quality facility, allowing administrators and teachers to focus on what they do best -- educating the students.

Allen Bell is director of development at Whitefield Academy, outside Atlanta. Mark Henderson is a project manager with Carter & Associates, ONCOR, in Atlanta.