Temporal Planning of the Urban Process: Managing Deadlines in Advance

The temporal planning of any urban development process represents one of the most critical aspects for the success of any construction project. Effective deadline management is not merely a matter of organisation — it is the foundation that determines the economic and technical viability of the entire operation.

Different stages of a municipal process

The strategic importance of early planning

Anticipating timelines in urban planning has become essential following the recent changes introduced by Decree‑Law No. 10/2024. New licensing deadlines range from  120  to  200 days, depending on the project’s size, requiring careful preparation to prevent delays.

Effective temporal planning allows professionals to:

• Optimise financial costs through timely financing forecasts.

• Reduce the risk of licence or authorisation expiry.

• Coordinate design teams more efficiently.

• Anticipate obstacles and develop preventive solutions.

• Maximise use of the most favourable construction periods.

Critical deadlines in the licensing process

Building Works Licensing

Municipal decision deadlines depend on total construction area:

• Up to 300 m²: maximum 120 days.

• Between 300 and 2 200 m²: up to 150 days.

• Over 2 200 m²: up to 200 days.

These deadlines are counted from submission, regardless of external consultations — a step toward greater procedural transparency.

Preliminary Information Request (PIP)

The PIP is a strategic tool now valid for two years (previously one). It enables:

• Verification of project feasibility.

• Binding approval conditions for the licensing authority.

• In some cases, exemption from further prior control procedures.

Managing licence expiry: a key risk

Licences expire in specific situations that require constant monitoring:

• Non‑payment of fees: 12 months after approval decision.

• Failure to start works: 12 months after title issuance or fee payment.

• Prolonged suspension: Over 6 months (unless justified).

• Non‑completion: Within the timeframe set by the licence or its extensions.

Renewal: Should be initiated within 18 months to reuse documentation and avoid additional costs.

Temporal planning strategies

Preparation Phase (2–4 months)

• Analyse applicable spatial planning instruments.

• Conduct informal consultations with municipal departments.

• Prepare complete technical documentation.

• Coordinate all project specialists.

"Early planning is not a luxury — it is a strategic necessity that determines the success of any urban project."

Instruction Phase (1–2 months)

• Verify all required documents.

• Submit through digital platforms.

• Respond promptly to clarification requests.

• Monitor statutory deadlines.

Execution Phase (variable)

• Notify start of works (5 days in advance).

• Manage approved schedule.

• Monitor key milestones.

• Prepare renewal requests proactively.

Coordination with external entities

Synchronisation with organisations such as APA, CCDR, and other sectoral authorities is crucial, as their timelines do not suspend municipal deadlines. Coordination should include:

• Prior contact to validate required documentation.

• Regular follow‑ups on pending opinions.

• Preparation of alternative documentation for delays.

• Communication with local representatives of consulted entities.

Optimising financial resources

Cash‑Flow Management

Temporal planning supports efficient cash‑flow control by:

• Anticipating fee‑payment moments.

• Scheduling investments in design and consultancy.

• Reducing financing costs during waiting periods.

• Negotiating better terms with suppliers and consultants.

Minimising indirect costs

Process delays can be costly. Mitigation measures include:

• Preventing licence expiry that restarts the process.

• Avoiding extensions that imply further fees.

• Reducing inactivity of technical teams.

• Mitigating the impact of regulatory changes.

Special considerations by project type

Allotment Operations

Require meticulous timing due to their complexity:

• Up to 200 days for municipal approval.

• Coordination between subdivision and infrastructure works.

• Timely management of bonds and guarantees.

• Scheduling provisional and final infrastructure acceptance.

Works in Historic Centres

Pose unique timing challenges:

• Extended deadlines due to consultation with Cultural Heritage.

• Need for prior archaeological studies.

• Potential requirement for specialised technical solutions.

• Coordination with multiple heritage agencies.

The impact of digital tools

Urban process digitalisation has created new temporal optimisation opportunities:

• Online submission eliminates travel and waiting times.

• Real‑time application tracking.

• Direct communication with municipal technicians.

• Digital archiving facilitates future renewals or updates.

Key consideration

Temporal planning in Portuguese urban processes demands a strategic approach beyond simple scheduling. It requires deep understanding of procedural mechanisms, foresight, and flexibility to manage unforeseen events. Efficient time management is an essential skill for architects, engineers, and developers. The ability to plan ahead, manage critical deadlines, and align multiple temporal variables often determines a project’s success.

Recent legislative simplifications create new opportunities but also new responsibilities. Tacit approval mechanisms, while beneficial, heighten the need for flawless documentation since corrections will not be possible later.

As urban processes become more automated and digitalised, professionals must adapt continuously. Integrating traditional time planning with digital tools will be key to sustained success in the field.

Need expert support in timeline planning for your urban projects?

AC‑Arquitetos provides end‑to‑end management of licensing processes, from early planning to project completion. Contact us for a tailored consultation and know how to optimise your project deadlines while ensuring full legal compliance and process efficiency.