Why Organization is so Important as an Interior Designer

When you think about interior design...you likely think about physical spaces, materials, art, furniture, lighting, dealing with clients etc.. Maybe you even think about 3D renderings & blueprints or AutoCAD.

What about what goes on behind the scenes? What about which foot goes in front of the other? What about where & how you store all of the project details? Billing info? Client communication? Tracking? Truly, this is one of the biggest learning curves for any designer or decorator whether you are on your own or part of a team. And it isn't taught in college last I checked! The world of interior design is so dynamic, there are so many different kinds of firms, projects & methods that it's hard to have a one size fits all approach. But, there are some basics that if you learn from the beginning...your life will be significantly easier & you can adjust & customize to what you discover works best for you as you go along.

I have so far shared at least two tools from my own personal firm - Charles Interior - that give you actual behind the scenes info on the what & how. The "Bible" which is my company's 35 page policies & procedures - this by far is the key I recommend most - literally have not figured out how to properly express just how much you need this. And yesterday, I uploaded the latest tool from my business - our purchasing tracker.

To better understand why these tools are essential, whether you get them from me or find/create them on your own...let me walk you through a potential project & point out a few things that come up and insight into why you need a solution & system.

Step one: A potential client reached out to you for a consult or soft inquiry.

Q- Where do you store their info? Notes from the call? Next steps?

Step two: You are having an onsite consultation with a potential client today.

Q- What do you need to prep, where did you get it from & where are you keeping it organized? Did you invoice the client for the upcoming consult? Where is that logged/tracked? Did someone send them a receipt?

Step three: You've had the onsite potential client consult.

Q- Where do you keep your notes, what happens with next steps now?

Step four: You prepare a proposal for the potential client.

Q- Do you have a template or standard you use? Where is it kept? Where does the new proposal go in your files? Where is the info that you gathered & are using in order to structure this projects proposal? What happens once it's created? Is someone responsible to review it before it is sent to the client? Who sends it to the client? Is there an automatic next step triggered once it has been sent to the client?

Step five: Client received the proposal.

Q- Now what? Do you have a follow up system in place? Did you discuss or establish a full project budget outside of design fee? How did you establish what that budget would or could be for the space? What internal process do you have to estimate the cost of a space? Where do you keep that? Have you saved all communication & estimates for this project in case you need to reference it later? In case the client seems to recall very different numbers or expectations?

Step six: Client verbally agrees to the proposal.

Q- Is your proposal your contract as well? If so, what are next steps? Getting signature? Deposit? If it is not your contract, who now sends that to the client? Where is that contract kept? Has it already been updated with the relevant client & project info? Did someone review to be sure the rates, dates & other info are accurate & up to date?

Step seven: Client signs contract & sends the deposit.

Q- Did you already communicate the estimated next steps & timeline expectations to the client? Did you send the client a fully signed copy of contract? Where did you store the clients signed contract? Did you send a receipt for deposit paid? Do you know when the next payment is due? Where are you tracking this?

Step eight: Design Ideation

Q- Do you have all of the details you need for design direction stage? Where and how is all of that stored? What are your next steps for creating the design direction for this project? How do you track the time you/your team spends on each project? If this is hourly, where are the hours being logged? When do you bill next? Is there an internal review process for design direction progress? Who is on top of ensuring you're on schedule?

Step nine: Initial Design Direction Complete.

Q- You've completed the first draft, now what? Is it sent to client for review? A meeting scheduled in person? Where is the completed direction stored? Have you used any of it for marketing material? Where is that stored? Who is responsible to schedule posts?

Step ten: Client requests changes.

Q- Who took notes on the call or meeting with the client? Where were they kept? How were they turned into next steps? What is the deadline for amendments? Where do you store the original version & where do you store the new design direction?

Step eleven: Client approves.

Q- Did you get written approval of design for legal proof of confirmation? Where did you store it? Is there an automatic next stage/step triggered? Payment due? Invoice/receipt sent? Has someone been tasked with starting on drawings? Selecting finishes? Where are these files kept/tracked? What's the internal review & approval process? Who is monitoring the budget?

Step twelve: Completed Scope & Review

Q- Internally, you/your team have completed the initial drawings, specs (specifications), selections, notations etc. Who is reviewing them? Is there a clear system in place to ensure the lead time, budget, compliance needs, sizing of each item fit the scope of work? Is there a review process to ensure all drawings are accurate, not missing anything, have all levels of details, sizing, patterns, material call outs, notations on responsible party (aka, what the contractor is responsible for, what is considered part of scope, who purchases what)? If revisions or edits are required, who took notes on feedback? Where is it kept? Where do older versions of drawings & items selections go in case you need to reference them?

Step thirteen: Scope Completed & Client Reviewed & Approved

Q- All has been reviewed & approved by client. Confirmation in writing? Payment required? Invoice & receipt sent? Filed? Are there automatic steps set up to now handle purchasing? Do you have purchasing funds from the client? Where do you track all purchases and the budget? (Hint...this is where my company's purchasing tracker comes in) What are you tracking with specs, selections, orders and budget? What information is essential & will or could be useful later? Shipping time? Order date? Tracking number? Tax? Trade price? Mark up? Room it belongs to? Return policy? Line item code for matching up with your drawings? Do you update the client along the way? Need purchasing funds in instalments or do you have the full amount? Where do you store receipts? Vendor communications? Install & assembly instructions? Warranties? Where will these items go when delivered? Are there next steps required for the contractor? Did you even get quotes for contractor or did the client? Where was that info stored & tracked?

Step fourteen: Design Implementation

Q- Site visits required? Last minute revisions needed due to something found onsite? Where are site visit notes & photos stored? What is the method for client updates? Next payments? Deliveries? Any custom orders require steps with third party vendors? Anything you are responsible to schedule & coordinate? What is the process for this? Who is responsible? How is it tracked/logged?

I'm going to stop here, I think you get the point. The "Bible" walks you through my companies processes for all of these things and so much more...the programs we use, systems & steps we have in place, expectations, needs, what templates we use for what, etc. It took us years to develop it- you can download it in 60 seconds & then customize it to your individual needs! Same thing with the purchasing sheet.

If you made it this far- that tells me you are so committed not only to design, but to getting shit right. And for that, I'm hiding this little gem for you. A 65% off code for either of these products ("goldenegg65") AND a freebie that will only be found here! The template my assistant created for her replacement when she moved on to a career in another field in 2022. This template is the step by step requirements for setting up a consultation meeting and the copy for the email to be sent to the client. Use it as a base, and make adjustments so that it fits your policies/pricing & needs!

Template Schedule Consult.pdf

Download PDF • 58KB

As always, email me, dm or comment telling me what else you would find helpful. From templates, insider access to how/what my company does, tips on certain project stages or steps etc.

XOXO

Shira