One of the most important parts of my role as an owner’s rep is acting as a kind of matchmaker. Not in a romantic way, thankfully, but in connecting owners with the right architects, engineers, and contractors who can turn their vision into reality. It’s not just about hiring top individual talent, but star performers who will work well together.
Over time, I’ve seen what happens when that kind of match clicks, and also what happens when it doesn’t. One early project that sticks with me was a boutique hotel downtown. The owner had a clear aesthetic, tons of passion, and a pretty tight budget. We hired an architect based on their impeccable eye for design. Unfortunately, they weren’t used to working within tight budgets. We spent months on back-and-forth revisions, over the course of which the owner’s excitement faded, before coming to terms with the fact that it simply wasn’t a good fit. My big takeaway from this experience? That the right architect isn’t always the one with the most impressive portfolio. What I look for now is someone who truly understands what the owner is hoping to accomplish, and who has the specific experience, skills, and mindset that best fit the project’s unique needs.
How to evaluate potential team members
Avoiding those mismatches starts with digging deep into qualifications. It’s not enough to just look at a portfolio. You need to understand their track record with similar projects, their experience with the specific challenges your project might present (zoning regulations in a historic district, for example, or navigating complex environmental permits).
After that, it’s time for the interview. This isn’t just a casual chat over coffee. It’s your first and best chance to understand how they approach challenges, how they communicate, and how they picture working with the owner and everyone else involved in the project. I always ask open-ended questions: “Walk me through a time you faced a significant challenge on a project and how you resolved it,” or “How do you ensure the owner’s vision remains central throughout the design and construction process?” You can learn a lot about someone’s true colors by how they answer these kinds of questions.
I remember interviewing a contractor for a high-end residential project. On paper, they had all the right technical skills, but when I asked how they communicate with homeowners, their response gave me pause. Instead of focusing on collaboration, they spoke about “educating” the client as if it were a one-way street. That didn’t sit right with me. When it comes to something as personal as building a home, clear and respectful communication really matters. We ended up going with a different firm, and the homeowner couldn’t have been happier with the collaborative approach.
Reference checks aren’t optional. Think about it this way: if you were having major surgery, you’d want to hear from other patients first, right? The same goes for hiring an architect, engineer, or contractor. Talk to people they’ve worked with before. Find out what the experience was like. Were they easy to reach? Honest about costs and timelines? Did they follow through on what they promised? Don’t stop at the names they give you. Do a little digging on your own. LinkedIn can actually be a great tool for that.
Why team chemistry matters
Beyond qualifications and references, there’s something equally important: team chemistry. All of the players on a project need to truly work well together. Ask yourself: Do these personalities complement each other? Is everyone willing to listen and collaborate? This is where your instincts as an owner’s rep really start to count. Sometimes, you can just tell when certain personalities are going to clash, and that kind of tension can slow everything down.
At the end of the day, what’s really important is whether the team and the owner are on the same page and working together toward the same goals. Does your team clearly understand what the owner wants to achieve? Are they truly respectful of the overall vision, the key priorities, and the budget that’s been set? Without that shared understanding, even the most skilled teams can fall out of sync. You want people who are fully on board and genuinely committed to helping the owner succeed. I always make sure to have in-depth conversations with potential team members about the owner’s “why.” What’s the driving force behind this project? What are their must-haves versus their nice-to-haves?
Putting together the right team for a project isn’t just about checking off qualifications. It’s about choosing people who know their craft, communicate well, work smoothly with others, and truly care about helping the owner succeed. It’s about putting together a team that really works as one, with everyone moving toward the same goal. When that happens, the whole process—from contract negotiations to the final ribbon-cutting—tends to run more smoothly and feel a lot more rewarding.