Ben SnapeWhat are project gateways
Architectural project gateways (or decision points) are structured checkpoints within the lifecycle of a construction or design project.
At these checkpoints, the project team makes assessments to confirm whether the project aligns with its objectives, budget, timeline, and regulatory requirements before proceeding to the next phase.
These assessments act as “stop/go” or “hold” points. Unless specific deliverables or approvals are in place, the project work can proceed.
Project gateways are critical for maximizing the safety of high-risk and high-importance projects.
When you have a sequence of these kill switches, you maintain control, manage risks, and guarantee compliance.
Gateways differ from project phases, because the former are control points for approvals, while the latter are there to organize work and deliverables. Gateways require explicit decisions, whereas phases/stages focus on completing tasks without mandatory halts. Also, project gateways are discrete and tied to regulatory or strategic checks, while phases/stages cover broader workflows, like design or construction.
Why project gateways matter
Safety
The Building Safety Act introduced gateways to ensure fire and structural safety for HRBs, initially addressing lessons from the Grenfell Tower fire tragedy.
Project gateways for HRBs mean that safety standards are met at critical stages (e.g., Gateway 1’s Fire Statement, Gateway 2’s building control approval).
Risk management
Gateways identify issues early (e.g., design flaws, budget overruns) and prevent projects from drifting off course by enforcing rigorous checks on scope, cost, and quality.
This is critical in complex projects where poor planning can lead to delays or budget overruns.
This prevents costly rework, with studies showing early intervention can save up to 20% of project costs.
Stakeholder accountability & better decision making
Stakeholders must demonstrate competence and compliance, which contributes to a culture of responsibility in architecture.
Gateways require clear deliverables (e.g., as-built plans at Gateway 3) for informed stakeholder decisions, which reduces scope creep.
Stakeholder confidence
Formal approvals at gateways (e.g., OGC’s traffic light assessments) reassure clients, funders, and regulators of project viability, which builds trust and helps secure funding and approvals.
Efficiency and cost control
By catching issues early, gateways reduce abortive work and costly late-stage changes.
Digital transformation
The golden thread requirement integrates Building Information Modelling (BIM) and data drops, ensuring accurate, up-to-date records for safety and maintenance.
Structured process and better project management
Gateways provide clear milestones, aligning teams on deliverables and timelines. For instance, RIBA Stage 4 completion may trigger a gateway review, ensuring construction readiness.
Using the right project management platform like PlanMan, along with well-structured and documented project gateways, can make architectural firms very efficient.
Challenges and сriticisms of project gateways
There are several downsides of using project gateways, so architects working on high-risk buildings need to find a way to work with them.
Delays and costs
Sometimes, Gateway 2’s high rejection rate (75%) and lengthy approval times (12 weeks) disrupt project timelines and increase costs, raising concerns about housing delivery.
Preparing detailed documentation (e.g., Fire Statements, competence declarations) and addressing rejections incur significant costs. The BSR charges £144/hour plus a £180 application fee, adding financial strain, particularly for smaller firms.
BSR Capacity
Limited resources and expertise at the BSR (Building Safety Regulator) can bottleneck the process, particularly for Gateway 2 and 3 reviews.
Complexity
The detailed documentation and competence requirements can overwhelm smaller firms, and unclear guidance exacerbates submission failures.
Gateways demand extensive paperwork, such as golden thread records or as-built plans, which can overwhelm project teams. Using a document management platform can help take this under control.
Material clarity
Debates over acceptable materials (e.g., combustible cladding) may complicate compliance.
This complexity diverts resources from design or construction, and prolonged gateway processes can erode client and stakeholder confidence, especially if delays or rejections lead to cost overruns or missed deadlines, affecting project viability.
Disproportionate impact on smaller firms
Smaller architectural practices often lack the resources or expertise to navigate gateway requirements, such as competence declarations or digital record-keeping, putting them at a competitive disadvantage compared to larger firms.
Potential for over-rigidity
Strict gateway criteria can stifle innovation or force conservative designs to ensure compliance, particularly for HRBs where safety is paramount. This may limit architectural creativity or material choices.
Project gateways across the industry
Not all architects use gateways explicitly in all niches. Small-scale or private residential projects follow simpler workflows without formal gateways, so client approvals and basic regulatory checks are enough.
Usually, however, gateways are a must for:
Architects on HRBs. For buildings at least 18 meters tall or with seven storeys (e.g., residential towers, hospitals), architects must navigate the Building Safety Act’s three gateways (Planning, Pre-Construction, Completion). These are mandatory, overseen by the Building Safety Regulator (BSR).
Public Sector Architects. Architects working on government-funded projects (e.g., schools, infrastructure) use the OGC Gateway Review Process, which includes five gateways to ensure strategic alignment and value for money.
Large-Scale Commercial Architects. Firms handling major developments (e.g., office complexes, mixed-use schemes) often adopt gateways to manage risks, costs, and stakeholder approvals, especially when working with corporate clients or developers.
Architects who work in regulated sectors. Projects that require strict compliance (e.g., healthcare, education) rely on gateways for safety and quality assurance.
PlanMan helps with project gateways
Document management
Our platform offers a centralized cloud hub for storing and organizing project documents, including architectural drawings, specifications, and compliance records. This makes all gateway-required documents (e.g., construction control plans, as-built plans) easily accessible, which makes your submissions to the Building Safety Regulator (BSR) a lot easier.
Task and milestone tracking
Our task management and scheduling tools allow teams to assign, track, and monitor tasks tied to gateway deliverables (e.g., Fire Statements, competence declarations).
Collaboration for accountability
The platform supports team collaboration through real-time updates and communication tools, which let dutyholders coordinate gateway submissions, share compliance evidence, and maintain a digital audit trail.
Our permission groups features let you clearly segment work and delegate safely to the right people.
Whether you work with project gateways or not, PlanMan helps you organize your practice.