You Can’t Ignore Rigorous Planning When 99.5% of Projects Miss Their Targets
Large projects often fail not due to bad intentions, but because of poor planning, miscommunication, and a lack of focus on the client’s experience. A successful office, retail, or clinic renovation can elevate brand image, boost productivity, and create environments where people thrive. A failed project, on the other hand, drains resources, disrupts operations, and leaves lasting frustration.
In their book How Big Things Get Done, Bent Flyvbjerg and Dan Gardner reveal surprising factors that determine whether a project thrives or collapses. At Xenofan, our philosophy is rooted in these proven principles: rigorous planning, transparent communication, and exceptional client experience. Here’s how these ideas translate into commercial renovation.
Stop the Iron Law of Project Management
Professor Flyvbjerg’s database of over 16,000 projects across various sectors and countries shows that only 0.5% meet their cost, time, and benefit targets. Looking more positively, only 8.5% meet both cost and schedule targets, while 47.9% meet budget targets. Most projects are simply over budget, behind schedule, and under-deliver on benefits—repeatedly. This is the “iron law” of project management.
In commercial construction and renovation, where value matters most, this means that 99.5% of projects are likely to miss their targets. So, what should be done? It’s crucial to think carefully and be fully aware before launching any commercial renovation project: think slow, act fast.
One of professor Flyvbjerg’s key insights is simple but profound: projects don’t go wrong—they start wrong. The antidote is disciplined, rigorous planning.
Planning for Project Success
Most projects fail not in execution, but in planning. Many renovation projects falter because owners or contractors rush into demolition before critical details are finalized. The temptation to “get started quickly” often backfires, leading to costly redesigns, delays, or scope creep. Projects that are carefully planned move faster and smoother during execution.
Xenofan’s approach is deliberate: plan slow, act fast. We invest significant effort upfront to define every detail before the first hammer swings. This includes:
Needs Assessment: Understanding not just the functional requirements of a space, but also the client’s brand identity, customer experience goals, and operational realities.
Feasibility Analysis: Reviewing building conditions, structural limitations, and code requirements to prevent surprises once demolition begins.
Detailed Scope Definition: Breaking the project into manageable phases, assigning responsibilities, and aligning trades before execution.
This deliberate planning ensures that when work begins, every tradesperson, supplier, and stakeholder is aligned. The result? Fewer surprises, fewer delays, and a project that feels controlled from day one.
Communicating Uncertainty and Building Trust
People get things done, but how do you ensure that requirements, costs, and expectations are efficiently shared among all project partners? The real test of a contractor isn’t avoiding surprises—some are inevitable—but how they are communicated and managed. According to the Project Management Institute (PMI), poor communication contributes to 56% of project failures.
Even after thorough planning, unknowns remain: hidden asbestos, unforeseen structural issues, or supply chain disruptions can arise. At Xenofan, we practice radical transparency. When an issue emerges, clients hear about it immediately, along with options, cost implications, and proposed solutions. We avoid technical jargon and present information in clear, actionable terms.
Transparent communication has three major benefits:
Informed Decision-Making: Clients can evaluate trade-offs confidently.
Trust Building: Honesty fosters stronger relationships and reduces renovation stress.
Problem-Solving Efficiency: Early issue resolution prevents escalation into crises.
By communicating openly, we replace uncertainty with confidence, making the renovation journey smoother and less stressful for everyone involved.
Delivering Exceptional Experience
Traditional measures of project success—on time, on budget—are necessary but not sufficient. True success is measured by the value delivered. In commercial renovations, this is especially critical: a retail store delivered on budget but designed without customer flow in mind is not successful. An office renovation that meets timeline and budget but leaves employees uncomfortable is not successful.
At Xenofan, we evaluate results against a broader standard: the client experience and the value they receive throughout the project. We also consider the entire project delivery team in this experience.
We place as much emphasis on the experience as on the outcome. From minimizing workplace disruptions to ensuring design finishes reflect a company’s brand, to creating a space that inspires employees and clients, every detail is part of the journey. Ultimately, renovation is not just about creating a space—it’s about creating peace of mind. When clients walk into their completed project and feel pride, relief, and excitement, that’s true success.
Commercial Renovations Done Right
Great projects don’t happen by accident. They are the result of careful planning, honest communication, and a relentless focus on the human experience.
At Xenofan, we apply these lessons to every commercial and interior renovation project. By slowing down at the start, speaking openly throughout, and delivering not just results but experiences, we ensure that when things get done, they get done right.
Whether you’re reimagining an office, revitalizing a retail location, upgrading a hotel, or modernizing a medical clinic, our team makes the process as rewarding as the outcome.
Your project deserves more than just completion—it deserves an exceptional experience.