Key Ways to Help Your Clients Keep Their Projects on Schedule
Three UK pros on Houzz share expert tips for guiding their clients to stick to a project timeline
Any number of complications can delay a project’s completion, especially right now. But ensuring that you and your client are on the same page can help keep a project on track. We asked three home professionals on Houzz based in the UK to share their tips for helping homeowners avoid delays and stay focused on sticking to an agreed-upon schedule.
“If we have a clear idea from the beginning about exactly what we’re going to do, this eliminates finding out about additional works later on down the line, which always impedes and delays the project,” says Dorsch. “We would never want to compromise the quality of a project because we’re trying to accommodate a lot more additional works.”
Learn about Houzz Pro all-in-one business software
Learn about Houzz Pro all-in-one business software
Create a timeline
“If you have a tight deadline set by a client, it needs to be made very clear from the outset that decisions have to be made quickly to keep things moving and keep delays to a minimum,” says Sarah Davies of Floella Interiors. “I’d definitely get this in writing to the client – a simple email outlining the deadlines and decision process timescales.”
Dorsch highlights the importance of creating a timeline of works at the start of a project. “This helps the client to see exactly what’s happening and when, dates of when items will be delivered, a schedule of when tradespeople will be on site and a schedule of works for the builder,” she says.
“If you have a tight deadline set by a client, it needs to be made very clear from the outset that decisions have to be made quickly to keep things moving and keep delays to a minimum,” says Sarah Davies of Floella Interiors. “I’d definitely get this in writing to the client – a simple email outlining the deadlines and decision process timescales.”
Dorsch highlights the importance of creating a timeline of works at the start of a project. “This helps the client to see exactly what’s happening and when, dates of when items will be delivered, a schedule of when tradespeople will be on site and a schedule of works for the builder,” she says.
Add a time buffer
For Davies, it’s vital to anticipate potential impediments to a project’s timeline. “There are always going to be those unforeseeable delays on our end with suppliers, late deliveries, deliveries arriving wrong or damaged … the list is endless,” she says. “Managing these expectations is key. I will always quote a longer lead time to a client, as it’s better to deliver early than late.”
For Davies, it’s vital to anticipate potential impediments to a project’s timeline. “There are always going to be those unforeseeable delays on our end with suppliers, late deliveries, deliveries arriving wrong or damaged … the list is endless,” she says. “Managing these expectations is key. I will always quote a longer lead time to a client, as it’s better to deliver early than late.”
There are also times when it’s worth making a design decision that will slow a project down. “I think it’s important to talk to your client about what there may be leeway on,” says Davies.
“I’ve had clients fall in love with a curtain fabric, only to find it’s out of stock. Rather than take a compromise, I always ask them to consider whether it’s something they’re going to live with and enjoy for years to come.” If this is the case, Davies thinks it’s worth adjusting the timeline to accommodate it.
“I’ve had clients fall in love with a curtain fabric, only to find it’s out of stock. Rather than take a compromise, I always ask them to consider whether it’s something they’re going to live with and enjoy for years to come.” If this is the case, Davies thinks it’s worth adjusting the timeline to accommodate it.
Keep in contact
Once a timeline has been established, constant communication is key to staying on track. “I always think it’s super important to keep your client in the loop on as much as possible,” says Davies. “I tend to keep an open message feed [in order] to go back and forth quickly with a client on updates and relevant info.
“I also then have a whole feed of info should I need to refer to this during the project,” she adds. “The more the client feels a part of the project without having to get into the nitty-gritty, the better.”
Once a timeline has been established, constant communication is key to staying on track. “I always think it’s super important to keep your client in the loop on as much as possible,” says Davies. “I tend to keep an open message feed [in order] to go back and forth quickly with a client on updates and relevant info.
“I also then have a whole feed of info should I need to refer to this during the project,” she adds. “The more the client feels a part of the project without having to get into the nitty-gritty, the better.”
Davies also stresses the importance of following up on emails you’ve sent to your client. “Emails can easily get missed and a designer saying to a client, ‘I sent you that email a week ago for a decision and now we’re running late’ is not acceptable,” she says. “I feel it’s my job to keep a client pushed to make decisions to keep the project running on time, so I’ll chase on emails, calls and messages.”
As well as regular phone and email updates, Dorsch recommends scheduling a recurring weekly meeting to keep the project going and the client engaged and interested.
Houzz Pro software has tools that can help you with this. For example, you can share a daily log with your client and also schedule regular video meetings through the app.
As well as regular phone and email updates, Dorsch recommends scheduling a recurring weekly meeting to keep the project going and the client engaged and interested.
Houzz Pro software has tools that can help you with this. For example, you can share a daily log with your client and also schedule regular video meetings through the app.
Prepare for planning approvals
To avoid delays with council and obtaining relevant certificates and planning approvals, Congdon stresses the importance of submitting the correct forms. “Be sure that all the mandatory forms are filled out,” she says. For approvals, it’s vital to get the application in well before the project is due to start.
To avoid delays with council and obtaining relevant certificates and planning approvals, Congdon stresses the importance of submitting the correct forms. “Be sure that all the mandatory forms are filled out,” she says. For approvals, it’s vital to get the application in well before the project is due to start.
Encourage neighbourly dialogue
Following from this, Congdon highlights the importance of early communication with nearby property owners. “If the homeowners get objections from neighbours, a light study might need to be carried out by the planning department,” she says. “So suddenly, a two-month process becomes four months, especially when consultants need to be appointed in haste.”
Following from this, Congdon highlights the importance of early communication with nearby property owners. “If the homeowners get objections from neighbours, a light study might need to be carried out by the planning department,” she says. “So suddenly, a two-month process becomes four months, especially when consultants need to be appointed in haste.”
Your turn
What are the most common challenges you come up against when keeping a project on schedule? Share your thoughts in the Comments with other pros, like this story, share it with hour team and join the conversation.
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What are the most common challenges you come up against when keeping a project on schedule? Share your thoughts in the Comments with other pros, like this story, share it with hour team and join the conversation.
More
Want more practical advice on running a design or building business? You won’t want to miss learning these 10 Tips to Produce a Compelling Newsletter for Your Business
For a smooth-running project, early communication is key, say our pros. “We advise clients to set aside time to engage with us fully and openly when starting a project,” says Claudia Dorsch of Claudia Dorsch Interior Design. “The earlier they involve us in the process, the better. This helps us to plan our time accordingly and coordinate all works with everyone involved.”
These early meetings should really double down on design work, says Veronica Congdon of VC Design Architectural Services. “It’s best to explore lots of design options and be sure you’re proceeding to planning with the right design that ticks all the boxes,” she says.