Table with design images and laptop, Dakota Design Company, Interior Designer Consultant Blog, Myths About Systems

As an operations consultant who offers business consulting AND software implementation to interior designers, I can tell you, I’ve heard (and seen) a lot.

Now, of course, my insight is a bit biased because the interior designers who come to me for help are those whose pricing, processes, software, and behind-the-scenes are simply not working for them.

But, even before they come to me, I know there is a mindset shift that has to happen. There are SO many (let’s be honest) lies we tell ourselves as business owners and women and I’m here to shed some light (and truth) on what it really means to have effective business systems in place.

So, if you’re out there doing your designs and feeling like your business is slowly taking the life out of you, it could be because you’ve fallen prey to one of these twenty common beliefs (that are wrong).

Let’s go!

INTERIOR DESIGN BUSINESS MYTH #1

I’m Not Tech Savvy

Dear Interior Designer, I love you. I know the importance of the work you do in your clients’ homes.

HOME.is.everything.

But I have never seen a lie further from the truth.

Interior designers have to know CAD, Sketchup, Photoshop, product management software and who knows what else. And, you know how to calculate yardage for custom furnishings, hand sketch ideas to-scale, measure for cabinetry, create functional space plans, ensure furnishings will fit THROUGH the front door and down the stairs, review architectural plans, track hundreds of orders and details, and convey your design ideas on paper and in spec books for implementation by contractors.

UMMMMM.

Numbers. Measurements. Renderings. Floor plans. Elevations. Photoshop???!!!!

^^^ You.are.tech.savvy.

You may instead just not be “process savvy” or you may not be able to see the forest for the trees (you’re too deep in the details of each design to see how you can systemize something).

INTERIOR DESIGN BUSINESS MYTH #2

I Don’t Want Any More Software.

I probably should have started with this.

Systems are not software.

Systems may include software and other things, but they are not software.

Asana is not a system.

Chief Architect is not a system.

Google Docs is not a system.

Acuity is not a system.

These are software tools and programs.

A system is “the what”—the full framework for achieving a goal or outcome. A process is “the how”—the steps needed to complete a task.

Here’s an example:

At my company, we have a system for writing a blog post.

I come up with a topic based on what we’re seeing from our audience, or what designers have asked us about.
We then schedule that idea into our editorial calendar where it makes the most sense.
Then a task with all the subtasks, assignees, and due dates gets created. (Asana)
Then we have the process of writing the blog.
Then it goes to copyediting.
Then we write the SEO description.
Then we make the blog image.
Then it gets posted on the website.
Then it gets shared in The Weekly Install®.
Then it gets sent to our Pinterest manager.
Then it gets posted to GMB.
Then it gets repurposed for social media.
Then it gets shared on social media.
Then it gets scheduled for future repurposing.

THAT is our blog writing system.

Throughout the process there are MANY different software programs we use. Here’s that list again WITH the software programs listed out:

I come up with a topic based on what we’re seeing from our audience, or what designers have asked us about. (Asana)
We then schedule that idea into our editorial calendar where it makes the most sense. (Google Sheets)
Then a task with all the subtasks, assignees, and due dates gets created. (Asana)
Then we have the process of writing the blog. (Google Docs)
Then it goes to copyediting. (Google Docs)
Then we write the SEO description. (ChatGPT)
Then we make the blog image from our templates. (Canva)
Then it gets posted on the website via our template. (Squarespace)
Then it gets shared in The Weekly Install® via a template. (Flodesk)
Then it gets sent to our Pinterest manager. (Asana)
Then it gets posted to GMB. (Google Business Manager)
Then it gets repurposed for social media. (Canva + Google Docs)
Then it gets shared on social media. (Tailwind)
Then it gets scheduled for future repurposing. (Asana)

^^^ You can see, we have a blog writing system that includes a series of steps that happen via software, processes, and templates and everyone on the team contributes to it.

🔃🔃🔃

And while that seems like a lot of steps, it’s actually SO easy to complete and it’s how we are able to put out so much relevant and valuable content every week.

As an interior designer, you should have systems in place for handling incoming leads, pricing and scoping projects, onboarding clients, prepping for design presentations, marketing, photo shoots, hiring, and more.

INTERIOR DESIGN BUSINESS MYTH #3

Systems Will Kill My Creativity

Many interior designers think that systems will stifle their spontaneity and creative flow. The reality is, systems free up mental space so you can be *more* creative. When your processes are streamlined, you spend less time on admin and remembering all those little details and more time on what you actually enjoy—designing.

Here’s an example:

You come work for my pretend design firm for a day, and I say, “Hey, can you prepare a concept for this new client we just onboarded? The concept should take you four hours total.”

It’s your first day on the job.

Which option lets you be more creative?

Option One (no system)

You spend the first hour trying to find the client files, intake call notes, house photos, questionnaire, likes/dislikes, etc.

You spend the next hour putting together some furnishing layout options but aren’t sure on their budget so some layouts may not be feasible. Time is wasted because you have to ask around for the log in to the software and you aren’t sure the level of detail they want on these initial layouts so you make several options for each showing different levels of detail.

You spend the next hour pulling together ideas into a design board. You’re not sure what vendors to use so you pull ideas from thin air, with no guidelines in place. You’re not sure what software to use for design boards, so you use Google Slides. You don’t have any company branding info or a template so you create the concept board from scratch.

You spend the last hour showing the concept to your boss and then spend more time making revisions because you didn’t capture the client’s vision correctly. Then you need to change the design board around so it’s formatted how the boss wants it. You feel depleted (and not so great at your job).

You exceeded the time allotment and the boss wasn’t happy. Not to mention, you felt clueless the whole time and doubted yourself.

Option Two (with a system)

You spend the first thirty minutes reviewing all the information in the client’s Google Drive folder: their existing home images, intake form, onboarding meeting notes, inspiration images, measurements, questionnaire, budget details.

You spend the next thirty minutes creating furnishing layout options and land on three that will meet their functional needs, budget requirements, and aesthetic goals. You follow the company’s process for creating a furniture layout.

You spend the next two and a half hours researching ideas and pulling together a concept. You use the company’s conceptual design board template and easily drag and drop ideas into the concept board. You reference the approved vendor list to make sure your concepts align with those brands (style, pricing, quality) and represent the design company’s vision. You review the completed concept to make sure it is consistent with prior conceptual design boards.

You spend the last thirty minutes reviewing the concept with the Principal Designer and making minor changes based on their feedback.

You completed the concept in the prescribed time and felt empowered and confident in your decisions each step of the way.

A system should be considered a support net for businesses. It’s the friend who always knows what you need and is there holding it out for you when you need it. It’s the person who thinks of everything and makes everything so much easier.

In the scenario above, the designer who had a system in place spent 2.5x MORE time in the creative phase while the designer without a system spent that time spinning their wheels just getting started. And the designer who had a system completed the project fully and felt positive about their work.

This 👏 is 👏what 👏 I 👏want 👏for 👏 you.

INTERIOR DESIGN BUSINESS MYTH #4

I Don't Have Time to Set Up Systems OR Learn Them

It feels counterintuitive, but taking time upfront to set up systems saves you tons of time down the road. The more you operate without systems, the more time you spend putting out fires and handling repetitive tasks, which drains your energy and your time.

And, once you have a system in place for doing something, guess what? You can delegate it to someone who can run the system and (from my experience) make it even better and more efficient.

Here’s an example: we have a system for creating social media posts. We recently revised the process which was time intensive.. But, we knew that once the changes were made and the process was updated, it would save time every.single.week for whoever managed the process going forward.

ONE time investment = HUGE time savings for the life of the project.

INTERIOR DESIGN BUSINESS MYTH #5

Systems Are Only for Large Businesses

There’s a belief that only big businesses need formal systems, but even solopreneurs or small teams benefit from having repeatable processes. Having systems in place helps ensure that things don’t fall through the cracks as your business grows—and growth often *starts* with having systems in place.

Let me say that in a different way:

Sustainable growth often *starts* with having systems in place.

In fact, this is what will set you apart from your competitors who are flying by the seat of their pants and putting out fires left and right.

When a service provider prepares you well for your project, provides a consistent, high quality experience, and is in total control, how does that make you feel as a consumer?

In a world where we can get just about anything in two hours with Amazon Prime, it’s important to have buttoned up systems so clients have confidence that, “Hey, she’s done this before. I’ll be in good hands.”

INTERIOR DESIGN BUSINESS MYTH #6

Systems Will Make Me Seem Stuffy!

Quite the opposite. Let’s put yourself in the customer’s shoes. And let’s pretend you’re looking to commission an artist to paint a custom piece for your home. You’ve never done this before.

Artist #1: Tells you it’s a very creative process, they aren’t sure when they’ll be done. They’re not sure about the cost. They’ll let you know when they need something from you. They can’t fully answer questions about the process or what happens if you don’t like something.

Artist #2: Tells you it’s a creative process, and here’s what you can expect at each phase. The cost to commission them is $X and that includes materials. A project like yours is generally an XX week process, and they’ll sketch it out on paper first, before moving into canvas. They have a second check in as well before painting begins. Once the painting is final, they’ll schedule the delivery and can also provide the installation of the piece, or can recommend installers if they prefer to manage that on their own.

Which artist are you more confident in hiring?

DING DING DING! Artist number two! And do you feel they are stuffy? Or, are you comforted by their process because otherwise, you would be too nervous to hand over a big chunk of money and total creative control without knowing what’s happening.

Systems are NOT stuffy. They are comforting and build trust, positioning YOU as the expert.

You have to make your customers feel comfortable handing over their $$ and creative control.

INTERIOR DESIGN BUSINESS MYTH #7

Systems Never Get Used. They Just Sit on a Shelf & Collect Dust

If this is true, then you’re likely not creating systems for the right things (the key components of your business) and you likely don’t have them in a tool that is accessible by your team.

Our systems and processes live inside Asana. Some aren’t used often, but, if we need to set up a design library happy hour or a coupon code for something, my team can search up our Asana database to find what the process is for completing those tasks. When updates are made, the process is noted so we know when it was last refreshed. ALWAYS keeping things relevant.

And, my team “owns” certain SOPs that they are responsible for keeping updated as the company grows and our processes change.

You don’t need a system for every single thing in your business. Instead, focus on the client facing and revenue generating aspects of your business. Then, create systems and processes around those.

INTERIOR DESIGN BUSINESS MYTH #8

I Can Just Keep Everything in My Head

This is a common one! While it might work when your business is small, eventually, managing every detail mentally leads to burnout, missed steps, and inefficiencies. Having things out of your head and documented lets you delegate, scale, and not rely on your memory to run your business smoothly.

Plus, it captures all those little details for how to do things, or how you previously did them, so you can ensure repeatable, consistent experiences for your customers and efficient workflows for your team.

You, your clients, and your team suffer when everything lives in your head.

INTERIOR DESIGN BUSINESS MYTH #9

Systems Make My Business Less Personal

Some interior designers fear that systems will make their business feel cold or robotic. But well-designed systems actually help you deliver a *better* client experience because everything is organized, consistent, and runs smoothly behind the scenes, leaving you more present and engaged with your clients., with time and energy to think of those extra special touches.

Plus, if you have the bulk of the assets created (email templates, Canva guides, forms, post project resources) you’ll save TONS of time in not having to create those things from scratch, and instead, use just a minute or two to personalize them for clients.

INTERIOR DESIGN BUSINESS MYTH #10

I Want To Stay Small

Business owners mistakenly assume that process automation equates to exponential growth, and there is no point in developing those systems unless you have set your sights set on a large expansion of your business. NOT SO!

Yes, systems can certainly support business growth, but they can also enable much more down-to-earth goals: free up time across your team, clear your head of minutiae, clarify your expectations to staff, and streamline and build consistency in your delivery.

So, it is not a matter of scaling, it is really about simplifying.

INTERIOR DESIGN BUSINESS MYTH #11

My Business is Too Unique for a System

Interior designers often think their projects are “too unique” for a system to apply. But every business has recurring tasks and processes, whether it’s onboarding clients, managing projects, or sending invoices. Systems can be tailored to your unique workflow while still giving you structure.

Yes, the *scope* and details of each project are unique, but the *process* is often similar—client onboarding, design, presentation, vendor coordination, management, install, for example. Systems can help you manage these recurring tasks efficiently, leaving you more time to focus on the creative, custom details for each client.

Read this post about why your projects are NOT too unique for systems!

INTERIOR DESIGN BUSINESS MYTH #12

Systems Are Too Complicated or Expensive

Implementing systems doesn’t have to mean fancy software or expensive consultants. It could be as simple as setting up a consistent workflow in tools you already use, like Google Docs or Asana. The goal is to create repeatable processes, not over-complicate things.

If you’re not ready to use a project management software like Asana or Trello, you can absolutely get away with paper checklists or a spreadsheet.

We certainly use Asana, Google Docs, and other tools together to create our systems.

Once you have these systems and processes in place, and you have documented and shared them, you’ll be able to continually iterate when you identify areas of opportunity to make things more efficient or valuable to the client.

Save time and increase value?

This is a no brainer for service based businesses.

INTERIOR DESIGN BUSINESS MYTH #13

I Won't Need Systems Until I'm Bigger

Waiting to set up systems until you grow usually leads to chaos down the road. Starting small with simple systems right from the start sets you up for smoother growth, so when you hit those next milestones, your business can handle the expansion without missing a beat.

I recommend starting first with the things you know you want to delegate. For many designers, that’s marketing and bookkeeping.

Then, focus on key phases of your business that impact revenue, such as marketing, the sales process, onboarding phase, design presentation process, sourcing process, and install process.

INTERIOR DESIGN BUSINESS MYTH #14

I'm Too Much of a Control Freak—Systems Won't Work for Me

Many creative small business owners (myself included) feel like they need to check every single detail to ensure it's done perfectly. The fear is that if you rely on systems, things might slip through the cracks or get done incorrectly.

But the opposite is true.

Systems let you be in control even when you’re not personally involved.

👏

By setting clear standards, processes, and quality controls upfront, you can trust that things will get done exactly the way you want, without the need for you to oversee every step.

Raise your hand if you’re ready to NOT be involved in every.single.happening at your company?

🖐️

INTERIOR DESIGN BUSINESS MYTH #15

Systems Are Too Rigid—I Need Flexibility and Customization

There's a misconception that systems lock you into a rigid structure, limiting your ability to adapt or pivot. In reality, well-designed systems provide a *framework* that keeps the basics running smoothly, allowing you to flex and adapt when needed, and improve when you start to see issues at certain parts of your system.

Similarly, client’s will not perceive your systematized business as overly regimented. Instead, they will appreciate a polished, professional experience. Systems ensure that nothing is missed and that clients receive the same high level of service every time. This consistency leads to better communication, faster responses, and a more enjoyable experience overall.

INTERIOR DESIGN BUSINESS MYTH #16

Systems Will Make My Designs Feel Cookie-Cutter

Interior designers pride themselves on creating bespoke spaces, so they fear that systems might make things feel too formulaic.

But systems don’t diminish creativity—they handle the behind-the-scenes logistics, so you have more time to deliver a highly personalized service. In fact, systems ENSURE a consistent client outcome and high quality results. Think of them as “quality controls.”

Less time trying to figure out where things are. Less time starting everything from scratch. More time sourcing unique pieces and creating bespoke designs.

INTERIOR DESIGN BUSINESS MYTH #17

Clients Expect Me to Be Hands-On for Every Detail

Interior designers often feel they must personally handle every aspect of the design process, but this can lead to burnout and missed details. Systems allow you to delegate tasks to your team while ensuring nothing slips through the cracks AND your clients get that high-touch experience they expect.

And if you don’t have a team, your systems can be structured to ensure you don’t miss a single detail and clients feel completely taken care of and supported every step of the way—like reminder emails go out from your scheduler, project update emails go out every Friday on autopilot, onboarding emails go out instantly, etc.

Clients still get your personal touch where it matters most, but the admin is streamlined and automated behind the scenes to ensure everything happens when you want it to.

INTERIOR DESIGN BUSINESS MYTH #18

There’s Too Much Chaos in the Interior Design Process for Systems to Help

Once you move beyond the design phase, project management and construction administration can feel like controlled (or, let’s be honest, completely uncontrolled) chaos, with a million things happening at once, making it seem like systems won't make a difference.

But, well-designed systems create structure out of chaos by breaking down big tasks into manageable steps, keeping you on track and making sure nothing is overlooked. They make the hectic nature of large scale, multi-phase projects feel more manageable and less overwhelming.

Not to mention, they help you capture and track all those last minute changes so you’re not popping up awake in bed at 3 am realizing you forgot to do something.

With proper systems in place, you can handle last-minute changes more easily because the groundwork is already set, and you’re not scrambling to reinvent the wheel.

INTERIOR DESIGN BUSINESS MYTH #19

I’ll Lose My Personal Relationship with Vendors If I Use Systems

Interior designers often rely heavily on vendor relationships and fear that systems and delegating portions of their process might depersonalize these interactions. But systems actually *enhance* vendor relationships by keeping communication clear and consistent, expectations outlined, and deadlines met. When vendors receive timely, professional communications, it strengthens trust and collaboration, making you a preferred interior designer to work with (and most likely resulting in better customer service!)

INTERIOR DESIGN BUSINESS MYTH #20

I’ve Been Managing Fine Without Systems—Why Start Now?

Many interior designers rely on their experience and mental checklists to get by. But as your business grows or you take on more clients and larger-scale projects, managing everything manually becomes unsustainable and inevitably leads to little (but important) details falling through the cracks.

Systems reduce the mental load, streamline repetitive tasks, and make it easier to scale your business without sacrificing quality or the client experience.

—

WHEW! That’s a lot!

Do any of these myths feel like ones that have stopped you from streamlining your interior design business with systems and processes? If so, get past these roadblocks and on the path to developing systems in your business.

System development is always worth the time dedicated to it! Yes, it can feel like a lot of effort, but the REWARD is so worth the up-front commitment of time. Really, if you want to deliver high-touch client experiences, you want your business to operate smoothly, and you want to scale your time, impact or revenue, there is no other choice but to develop systems around your processes.

Do the heavy work once, then leverage it forever.