IMAGE OF A LIBRARY WITH TEXT OVERLAY THE DESIGN BRIEF, A DAKOTA DESIGN CO PRODUCTION, COMPLIMENTARY, LESSONS FROM DESIGN SCHOOL

Interior designers are well aware that completing all design decisions and documentation does not equate to the end of design effort for any given project. During actual construction, implementation, and installation, an interior designer remains actively involved in decisions, troubleshooting, coordination, and client communications. This phase is referred to as Construction Administration in the industry.

Interior design projects range from those that involve construction (for which a building permit is required) to those that involve placement of furnishings only. Between major construction projects—such as a new home build or a major remodel to an existing home—and projects that involve new furniture pieces only, there is a whole range of different scopes. Here, we are talking about interior design projects that involve construction activities, which could include significant construction or just new finishes, cabinetry, or millwork, regardless of whether a building permit is needed.

So, at what milestones during a residential construction project is it critical that an interior designer make a site visit to review completed work and provide approvals?

It can vary widely depending on the scope of a project and the interior designer, but there are some critical points at which designer authorization or input may be critical.

One important thing to note:

There is an inverse relationship between the need for an interior designer to be onsite and the level of detail within construction drawings (which includes floor plans, elevations, section drawings and detail drawings).

That is, the more detailed and accurate the drawings provided by the interior designer, the less need there may be for the designer to be present on-site to confirm accurate installation. (Be sure you’re up to date on the most recent codes.)

If the interior designer has specified a wall-mounted faucet installed through a wall-mounted mirror, centered above a pedestal sink, and with a sconce centered above the faucet, a very detailed and accurately dimensioned elevation drawing—showing exactly where both the plumbing and electrical rough-in should go, AND indicating the faucet cut-out location for the mirror fabricator—will greatly reduce the need for designer input during construction.

However, if the designer has not provided detailed and dimensioned drawings, she/he may need to provide on-site direction and approvals during fabrication and installation. (this means it’s more expensive for both you, the interior designer, and your client, to not include detailed drawings in your scope).

But even with the most thorough drawings and documentation, there are several key points during a construction project when it may be extremely helpful and efficient for the interior designer to visit the site and review the progress of work completed. No one, certainly not the contractor, will have the thorough familiarity with all design details that the designer has. And it is always better to identify the need for rework earlier on than later, as subcontractors may need to be rescheduled to be onsite.

Post Framing and Electrical/Plumbing Rough-In Site Visit (prior to gyp board install)

The interior designer may have specified several specific conditions related to furnishings or fixtures. Examples might include:

Framing that needs to accommodate a specific size of cabinetry or millwork installation. Perhaps a cabinet is being purchased to be installed as a built-in piece at a wall inset. Exact spacing between finished gyp board needs to be maintained so that the piece can slide right in, yet not have gaps.
An unusual placement for a wall outlet rough-in to accommodate a furnishing or cabinetry piece—perhaps right below a console table so that a dangling lamp cord cannot be seen. The designer may want to ensure that an electrical rough-in matches this specific condition called for.
A specific plumbing connection for something like a floor-mounted faucet at a free-standing tub, or a pot filler behind a cooktop, where placement needs to be precise and coordinated with floor and wall finishes.

It may be well worth the interior designer’s time to make a site visit before the gypsum board is installed to confirm rough-in installations like these. If any adjustments need to be made, it will be much more costly and complex the further along construction proceeds.

Post Cabinetry Installation Site Visit (before countertop templating)

After kitchen or bathroom cabinets are installed, measuring is done for the countertop fabrication. Because countertops are very costly, and cutting mistakes cannot be fixed, the interior designer will often make a site visit to ensure that all cabinetry has been positioned correctly before digital measurement and templating is done. The designer may also be on site to communicate with the countertop fabricator about overhangs, edge profiles, and corner details.

Millwork Installation Site Visit

For projects that include extensive or detailed cabinetry or trim, the interior designer may want to make a site visit to communicate with the finish carpenter about any desired finish detail or to talk through the integration of millwork with existing conditions. Often with custom cabinetry and trim installation, not every site condition can be anticipated. So a designer visit during custom millwork installation may be worthwhile.

Window Treatment Measurements and Install Site Visit

An interior designer may want to meet onsite with the window treatment vendor or drapery workroom rep to thoroughly discuss mounting locations and the positioning of controls, headers, and lift mechanisms. For custom draperies, rod mounting heights and hem lengths need to be coordinated. Good collaboration on measurement day may mean the designer would not need to return for window treatment installation as well. And, of course, working with a reputable and trusted workroom and installer is KEY to minimizing your involvement, expenses, and client costs.

Lighting Install Site Visit

Having an interior designer onsite during the installation of surface-mounted and hanging fixtures can be helpful to confirm hang and drop heights, to direct angles of aim-able fixtures, and to ensure fixtures are lamped (light bulb selection) and dimmed appropriately. But again, detailed drawings for installation will reduce the need for this site visit.

Painting and Wall Finish Installation Site Visit

A well-documented wall finish plan and any necessary elevation drawings will reduce the need for an interior designer to be onsite to approve painting and wallcovering installation. However, it is far better that the designer meets onsite with painters and wallpaper hangers in advance of (and perhaps at conclusion of) painting and wall finish installation to ensure design intent was fully met.

Flooring and Tiling Site Visit

If there are complicated flooring installation and flooring transition details to discuss with installers, or floor or wall tile patterns or placement have any complexities, the interior designer may want to meet to discuss and problem-solve any potential installation issues in advance. This could include clarifying the placement of seams with the carpet installers or clarifying the layout of tile or wood flooring.

Punch List Walk Through

If there is any complexity to the construction design, the interior designer will certainly want to be present at the punch list walk-through to ensure all execution is up-to-par, and any finish detail that needs to be fixed is noted. It is often difficult to get subcontractors back on site to make repairs, as they have moved on to their next project. With many projects, this is a non-negotiable meeting to include in your scope, even just to be there as an advocate and another set of eyes for your client.

Passing the final inspection (with the building inspector) will result in the Certificate of Occupancy being issued. This means furnishings can be delivered and the homeowners can occupy the space. Some punch list items may still need to be completed and closed out at this point.

Pricing & Scoping Construction Management

When preparing the scope of work and contract for any residential interior design project, the interior designer should thoroughly consider the construction milestones that would warrant a site visit for either meetings with trades and subcontractors, or approvals of work completed. These site visits (quantity and duration) should either be included in the designer’s scope, contract, and fee; or the contract could stipulate that the design contract concludes when construction begins, and this designer oversight during construction will be billed hourly, or using a monthly retainer.

On a related note, it’s also important to communicate to the homeowner what your responsibility includes—and does not include—as it relates to construction administration.

When a project moves into the construction and installation phase, you may want to clarify to the client (perhaps when you clarify your fee and billing method for construction administration and support) that you are not a general contractor; you will not oversee the work of the contractor and subs; you will not manage the crews’ schedules, vehicles, or equipment; you do not have any control over the installation timeline, and you do not handle the acquisition, delivery, or storage of any building supplies or materials. All of these things are under the authority of the general contractor.

Our scope and service agreement for interior designers includes language for how to protect yourself and bill during this phase.

The Spec Book

Providing fully detailed plans and elevations can reduce the need for the interior designer to be onsite at critical points. But it is also important that—in addition to having a full set of construction drawings on site—the designer also provides a “spec book” for the job site.

These specifications will include product-specific information (vendor, size, quantity, finish, trim pieces, etc.) and any important installation instructions, such as grout spacing or mounting height. Many interior designers put all their spec sheets into a 3-ring binder. Others provide all this information to onsite contractors digitally via a QR code.

Regardless of format, these spec sheets provide very explicit information and instructions about each material and finish the interior designer has selected. And, after construction, it provides a comprehensive record for the homeowner of everything that was installed. Note that it is also good practice to provide the homeowner with a Materials Care Guide—such as suggested annual sealing of stone surfaces—as part of the project close-out.

Stay in Your Lane

One additional note about interior designer site visits.

The construction job site is under the supervision of the General Contractor.

The GC has ultimate authority to manage all project activities, and supervise tradespeople and subcontractors.

When an interior designer makes a site visit, their role is to advocate for the client, and ensure the intent of the design is met.

Make sure to not step on the GC’s toes by invading their authority OR inadvertently representing yourself as a GC if you are not licensed and insured as a GC. Doing so could open your company up to disputes and liability issues.

So, DO show up on the construction site when you can help ensure the best possible implementation of the design. Your presence can be enormously valuable. But make sure to stay in your lane and be an accommodating and helpful asset on the job site.