Project Management Strategy Guide

The success of your interior design project involves several critical steps. We've put together an outline of tasks intended to help you mange your project on time, within budget, and as efficiently as possible. Actual project management steps will depend on the scope of your project and the number of parties involved.

In conjunction with this task list, you can also download the 100% customizable Project Management Template below to use a general guideline to get started.

Download Project Managment Template

Scope + Plan

Determining the scope of your project and creating a step-by-step plan establishes the roadmap for your entire process. The scope outlines the agreed-upon services and deliverables for a project and defines the project parameters and expectations. It also sets clear boundaries, helps to avoid scope creep, and facilitates communication between everyone involved in the project.
Your plan is a detailed representation of the design intent and guides the actual implementation of the design. This is where the inspiration and design concept boards, 2D/3D drawings come into play as well as each step you will follow and in what order is determined.
Together, the scope and plan ensure that the project stays on track and within budget, leading to successful design concept implementation.

Timeline + Budget

Establishing a timeline and budget for your project is crucial aspect of project management. Your timeline provides a schedule for when each tasks should be started and complete
Key milestones are set and used to track progress to ensure he project stays on course. You'll also use your timeline to coordinate the work of different teams and suppliers so that everyone is aligned and working towards the same deadline.
A well-defined budget acts as a benchmark against which actual spending can be measured, helping to control costs and prevent overspending. When designing from an investment standpoint, a good rule of thumb is to set aside 3% - 7% of the value of your home.
Cost overruns happen, but building in a 10% - 20% contingency plan will help keep things under control. Your budget will allow for the proper allocation of resources, prioritizing spending according to the project’s requirements
Your timeline and budget will be the backbone your project, providing a clear framework within which the project can be executed effectively and efficiently.

Hiring Help

When hiring contractors for your projects, consider the following:

Seek referrals from friends, family, or trusted resources.
Use online platforms to read real-time reviews of a contractor’s work.
Request to view past projects, including client contact information. Ask about past project sizes, financial references, and subcontractor relationships
Set project expectations, timelines, and deliverables from the start.
Always have a written contract to express goals and deadlines.
Establish communication protocols and the process of change orders.
Understand the specific area of expertise needed for your project and select the right contractor. Evaluate communication, professionalism, and compatibility

Permits + Inspections

Obtaining permits and undergoing inspections ensures legal compliance, safety, and project success.

Compliance with Regulations and Mitigating Risk:

Before starting construction, obtain a building permit from your local government or authority (town, city, HOA, co-op board, facilities manager, etc.). The permit process includes detailed plans review and ensures that your project complies with zoning laws, safety codes, and environmental regulations. Without permits, you risk fines, project delays, or even having to undo work. Non-compliance can lead to legal issues.
Inspections: Inspectors visit the site at various stages (foundation, framing, electrical, plumbing, etc.) to verify compliance. Passing inspections is essential for project continuity. Inspectors check workmanship, materials, and installations. Their approval confirms that your project adheres to safety guidelines, and fixing issues during construction is more cost-effective than addressing them later.

Insurance and Liability:

Some insurance policies require valid permits. Not obtaining them might void coverage.
Inspections: Properly inspected work reduces liability. If an accident occurs due to faulty construction, liability falls on the contractor or builder.

Property Value and Resale:

Permitted improvements enhance property value. When selling, buyers prefer homes with documented, legal modifications.
Inspections: A history of passed inspections adds credibility to your property.

Scheduling

One of the most difficult but necessary task is creating and maintaining schedules. There are several levels of schedules within a project, each with their own specific requirements:

Resource Allocation and Optimization:

Time is a resource: Efficiently allocating time ensures that tasks progress smoothly without bottlenecks.
Human resources: Coordinating team members’ schedules ensures everyone is available when needed. For instance, if a carpenter is required to install custom cabinetry, their availability must align with the project timeline.
Material resources: Coordinating schedules with suppliers ensures timely delivery of materials. Imagine waiting for a shipment of bespoke tiles while the tiler is ready to start work!

Sequencing and Dependencies:

Task dependencies: Some tasks rely on others. For example, painting can’t happen until drywall installation is complete. Coordinating schedules ensures tasks occur in the right sequence.
Critical path: Identifying the critical path—the longest sequence of dependent tasks—helps prioritize scheduling efforts. Delays on the critical path impact the project’s overall timeline.

Contractor and Allied Professional Involvement:

Meetings: Coordinating schedules for design presentations, approvals, and walkthroughs is essential. Missing a contractor meeting can lead to misunderstandings or design changes.
Consultants: Coordinating with engineers, electricians, and other specialists ensures seamless collaboration. Their schedules impact project milestones.

Risk Mitigation:

Contingency planning: Coordinating schedules allows for buffer time. If a subcontractor falls behind, having alternative dates minimizes delays.
Unforeseen events: Unexpected issues (e.g., weather, material shortages) can disrupt schedules. Coordinating allows for adaptability.

Communication and Transparency:

Regular updates: Coordinating schedules facilitates regular progress updates. Transparency helps manage expectations.
Conflict resolution: When schedules clash (e.g., two subcontractors needing the same space), prompt communication and negotiation are vital.

Project Efficiency and Cost Control:

Idle time: Coordinating prevents idle time for team members. Idle time wastes resources and increases costs.
Overtime and rush charges: Efficient scheduling minimizes overtime and rush charges due to last-minute adjustments.

Procurement

Make a List of Items to be Purchased:

A great way to do this is by category - lighting, furniture, wall treatments, etc.
Research and Select Suppliers/Vendors:
Assess potential suppliers based on criteria such as quality, reliability, pricing, and delivery capabilities.
Consider factors such as quality, reliability, pricing, and lead times. Keep in mind that cheaper isn't always better.

Negotiate the Terms:

Negotiate contracts with selected suppliers. Terms include pricing, payment schedules, delivery timelines, and warranties.
Effective negotiation impacts cost savings and risk management.

Detailed Pricing Requests:

Specify each item in detail: dimensions, materials, finishes, and quantities.
Obtain quotes from suppliers for accurate cost estimation.
Order fabric samples CFA's (Cutting For Approvals) to verify color, texture, and quality.
Confirm that the actual fabric matches the initial sample.

Finalize the Contract:

Document all agreed-upon terms in a formal contract.

Implement the Contract:

Execute the contract by placing orders, tracking deliveries, and managing timelines.

Review Acknowledgments:

Confirm that vendors understand the order details.
Review every communication and attachment to prevent errors.

Supplier Relationships:

Maintain open communication with suppliers.
Monitor performance, address issues promptly, and foster a positive working relationship.

Arrange for Receiving and Inspection:

Coordinate with a professional receiver who inspects, catalogs, and stores items.
Ensure proper handling and storage of delivered goods.

Document and Inspect:

Receive photos of each item upon inspection.
Verify that items are in good condition and match specifications.

Freight and Delivery:

Coordinate delivery schedules with vendors.
Arrange for installation and placement of items within the project space.

Preparing for Construction

Preparing your home or commercial space for construction work is essential to ensure a smooth process and minimize disruptions. Here are the key steps to get ready:

Clear the Space:

Remove furniture, decor, and personal belongings.
Clear pathways for workers and equipment. Ensure easy access to the work zones.

Protect Valuables:

Cover furniture and delicate items with plastic sheets or blankets to shield them from dust and debris.
Consider moving valuable items to a safe storage area.

Communicate with Contractors, Facilities Manager, and Local Municipalities:

Discuss the project timeline and any specific requirements with your contractors.
Share information about utility lines, electrical panels, and water shut-off valves. Determine who will be coordinating permits and waste removal.
Be aware of any local restrictions such as noise ordinances and heavy equipment usage on roads.

Secure Pets and Children:

Keep pets and young children away from the construction area. Noise and unfamiliar faces can be stressful for them.

Arrange for Alternate Accommodations:

Residential spaces may require creating a temporary kitchen and bathroom.
Commercial spaces may require temporary relocating operations.

Protect Flooring and Surfaces:

Cover floors, counters, and furniture with drop cloths or cardboard to prevent scratches or stains.
Use painter’s tape to protect baseboards, trim, and other surfaces.

Seal Off Construction Zones:

Hang plastic sheeting or temporary walls to separate construction areas from the rest of the house.
This minimizes dust and noise infiltration.

Turn Off / Protect HVAC Systems:

Close HVAC vents in the construction zone if practical. Dust and debris can clog ventilations systems and damage filters as well as effect air quality.

Label Utility Breakers:

Clearly mark electrical breakers related to the construction area.
In case of emergencies, everyone should know which breakers to turn off.

Stay Informed:

Regularly communicate with your contractors to stay updated on progress.
Address any concerns promptly.

Remember, thorough preparation ensures a smoother construction process and protects your home and belongings.

Construction + Installations

Success in this phase in the project depends heavily on all the prep work you've already completed. Key points to remember when working through construction:

Design References:

Begin with comprehensive architectural and interior drawings. These serve as a roadmap for construction and installations.
Involve contractors early on. Regular meetings ensure alignment and address any design-to-build gaps.
Material Specifications: Specify materials, finishes, and fixtures clearly. Misunderstandings can lead to delays.

Effective Communication:

Project Kickoff Meeting: Gather all contractors and suppliers— involved to discuss the project scope, timelines, and expectations.
Regular Updates: Maintain open channels of communication. Weekly progress meetings keep everyone informed.
Change Orders: Handle design changes promptly. Document and communicate them clearly to avoid confusion.

Sequencing and Phasing (interior and exterior):

Logical Order: Sequence tasks logically. Some tasks will happen simultaneously, but as a general rule they occur in the following order once permits are in place:

Rough Framing includes walls, floors, and roof trusses
Rough Plumbing, Electrical, and HVAC
Add insulation to walls, ceilings, and floors.
Complete Drywall and Interior Fixtures; Start Exterior Finishes:
Install doors, windows, and cabinetry.
Finish Interior Trim; Install Exterior Walkways and Driveway:
Install Flooring and Countertops; Complete Exterior Grading:
Finish Mechanical Trims; Install Bathroom Fixtures:
Install light fixtures, switches, and outlets.

Phasing: Divide the project into manageable phases. This minimizes disruptions and allows for partial occupancy if needed.

Quality Control and Inspections:

Site Visits: Regularly inspect the site during construction. Address any deviations from the design promptly.
Quality Assurance: Ensure workmanship meets standards. Fix issues early to prevent rework.

Logistics and Deliveries:

Material Deliveries: Coordinate material deliveries with installation schedules. Avoid delays due to missing items.
Storage Space: Allocate space for materials on-site. Proper storage prevents damage and theft.

Safety Measures:

Safety Protocols: Implement safety guidelines. Ensure workers have protective gear and follow safety procedures.
Emergency Plans: Have evacuation plans and emergency contacts readily available.

Contingency Planning:

Buffer Time: Account for unexpected delays. Build in extra time for unforeseen issues.
Alternative Suppliers: Have backup suppliers in case of material shortages.

Project Completion

When your project reaches completion, it’s essential to follow a few final steps to ensure clarity and avoid any misunderstandings.

Final Walkthrough and Punch List:

Site Inspection: Conduct a comprehensive walkthrough with the contractors. Inspect every detail, from finishes to fixtures.
Punch List: Create a punch list—a detailed record of remaining tasks or minor issues. Address these promptly to achieve project perfection.

Documentation and As-Built Drawings:

As-Built Drawings: Update your original design drawings to reflect any changes made during construction. These serve as a valuable reference for future maintenance or renovations.
Material Specifications: Compile a complete list of materials used, including finishes, paints, and fixtures. This aids in replacements or repairs down the line.

Manuals and Warranties:

User Manuals: Collect manuals for installed appliances, lighting systems, and any specialized features (e.g., smart home controls). Clear instructions enhance user experience.
Maintenance Tips: Obtain maintenance guidelines on how to care for specific materials and finishes.
Product Warranties: Gather warranty information for all installed items. Provide this to the client for future reference.
Workmanship Warranty: Discuss any workmanship warranties offered by contractors. Clarify the duration and coverage.

Final Payments and Closeout:

Financial Settlement: Ensure all outstanding payments are settled. Coordinate with contractors to finalize invoices.
Contract Closeout: Review contracts and ensure all terms have been met.

Feedback and Gratitude:

Express gratitude to the contractors, suppliers, and everyone involved. A sincere thank-you goes a long way as does an online review.

Archiving and Organization:

Digital Files: Organize all project-related files—drawings, correspondence, and invoices. Store them securely for future reference.

Lessons Learned:

Reflect on the project. Identify what worked well and areas for improvement. Document these insights.