Post-Occupancy Evaluations & UK Architects: an Idea for Growth?

Post-occupancy evaluations (POE) is the systematic process of assessing a building’s performance after it has been occupied for some time, typically 6-18 months. POE evaluates factors such as energy consumption, indoor environmental quality (e.g., lighting, acoustics, thermal comfort), occupant satisfaction, productivity, and maintenance costs. 

The most common POE methods include surveys, interviews, sensor data, and site visits. Unlike pre-occupancy reviews, POE focuses on real-world usage, and helps identify discrepancies between design assumptions and outcomes to refine future projects.

POE is not strictly mandated across all UK buildings but is incentivized through industry frameworks. The RIBA Plan of Work 2020 requires POE for sustainable outcomes (see this guide they’ve issued), and tools like BREEAM award credits for its implementation. 

Government Soft Landings, integrated into BIM Level 2, promotes POE for public projects. 

Energy performance evaluations are compulsory for certain buildings under the Energy Performance of Buildings Regulations (England and Wales), aligning with EU Directive 2018/844. However, broader adoption relies on voluntary standards from bodies like BRE and WELL.

POE uptake remains limited despite recognition. Only 19% of UK architectural practices offer POE services to clients, with none reporting revenue from it. Just 3% of practices always measure operational energy via POE, while 50% never do. Surveys show 92% of large firms (AJ100) claim some POE activity, but this often excludes formal evaluations.

Benefits of POE

POE delivers multifaceted advantages: 

• It closes the ‘performance gap’ by optimizing energy use and reducing operational costs (0.1-0.25% of project value). 
• It also enhances occupant wellbeing, productivity, and satisfaction, leading to better business outcomes like higher occupancy rates. 
• Environmentally, POE supports carbon reduction and informs sustainable designs. 
• For architects, POE builds evidence-based knowledge, provides ideas for future work, and strengthens client relationships through continuous improvement.

Who does POE

In the UK, responsibility for conducting Post-Occupancy Evaluation (POE) is not fixed by law but typically falls to the building owner or client, who commissions it as part of project handover and performance monitoring.

Architects play a key role, especially under the RIBA Plan of Work 2020, which includes POE in Stages 6 (Handover) and 7 (Use), encouraging architects to offer and lead evaluations to close the performance gap and learn for future designs.

In practice, POE is often undertaken by:

• The original design team (architects, engineers);
• Independent specialists or consultants (e.g., from BRE or trained facilitators using tools like BUS methodology);
• Multi-disciplinary teams, including facilities/property managers for ongoing assessments.

For public or certified projects, clients or developers mandate POE, sometimes with independent evaluators for forensic/detailed studies. Collaboration is common, where architects are involved for design impact, engineers for technical performance, and managers for operational insights.

Ultimately, the building owner or procuring body bears primary responsibility to initiate and fund POE, while architects are uniquely positioned to drive it for professional development and evidence-based practice.

Offering Post-Occupancy Evaluation (POE) as an extra service is generally a good idea for UK architects, despite current low uptake and revenue challenges.

Many architects who use PlanMan have started offering post-occupancy evaluations to their clients as an extra service, and it makes a lot of sense in the current competitive market conditions. 

These are the potential benefits an architect can expect by offering POE:

• Gathering actionable feedback to refine future designs, reduce operational costs, and improve occupant satisfaction/productivity.
• Building stronger client relationships: satisfied clients often return or recommend, with some practices integrating POE into fees or using it for ongoing support.
• Enhancing professional reputation, credibility, and market positioning by demonstrating design value through real-world data.
• Supporting net-zero and regulatory goals, positioning architects as leaders in sustainable, high-performance buildings.

The potential drawbacks are there too. Historically, not many practices reported revenue from POE, with many offering it unpaid as an investment in learning or relationships. Clients often resist paying due to perceived low value or budget constraints, and barriers include liability concerns, access issues, and time demands.

However, growing client awareness (especially for repeat or certified projects) and RIBA promotion suggest increasing demand. Practices that proactively offer POE can turn it into a competitive advantage differentiator and potentially long-term revenue stream.

Overall, it’s a strategic opportunity for forward-thinking firms to invest in continuous improvement and client value.

The methodology of POE

Architects can lead or facilitate POE using the following toolset:

• RIBA POE Primer – it provides a proposed structure, schedule of POE/BPE services, and signposts to technical guides across the industry;
• Pathways to Post Occupancy Evaluation – practical tools, resources, case studies, and pathways to integrate POE into practice.
• Standardized methods: Building User Survey (BUS) methodology, occupant questionnaires, sensor data for energy/IEQ, interviews, and walk-throughs.
• Other tools: GLA templates (for housing), Soft Landings framework, BREEAM/ WELL credits for POE, and simple matrices for shared evaluations.

Typical steps to offer and conduct POE:

Embed in practice

Update service offerings, inform your PI insurer (covered under RIBA policies if notified), and include POE clauses in contracts.

Agree on the scope with the client

Define objectives (e.g., light-touch, diagnostic, or forensic), timing (6–24 months post-occupancy), and budget.

Plan & prepare

Select methods/tools, gain access permissions, and communicate with occupants.

Collect data

Conduct surveys/interviews, monitor energy/IEQ via sensors/logs, perform site walk-throughs/inspections.

Analyze & report

Review data for performance gaps, occupant feedback, and recommendations; produce reports with visuals.

Give feedback & take action

Share findings with clients and other stakeholders, suggest fine-tuning, and use insights for future projects/client relationships. Start small, e.g., light-touch on your own projects, then gradually build capability and evidence value.

Use PlanMan as your POE mothership

PlanMan.app is a cloud-based project management platform specifically designed for UK architects and town planners. It includes project oversight and document handling through a web browser. You can record site visit notes using a tablet or even a phone app during site visits.

Our project management tools centralize stages, tasks, communications, co-consultant coordination, invoices, real-time updates and a lot more.

A client portal lets you open 24/7 access to documents, quotes, invoices, and planning links, to clients and other stakeholders, which is great for establishing POE workflows. 

If you want to expand your services to post-occupancy evaluations, get your free trial today and see the value PlanMan brings!