Updated October 2024

If you’re newer to the field, you may have NO clue how to manage a new build or renovation project. Or maybe you’ve been collaborating with contractors for a while and things are feeling more out of control than ever. And if you have a difficult GC, lots of delays, and subs moving on to other jobs because they couldn’t wait for all your plumbing finishes to arrive, your profitability tanks, your overwhelm skyrockets, and your client is now somehow mad at YOU. The nerve!

If this sounds all too familiar, keep reading for seven ways to create boundaries around project management (there are certainly a million more). Throughout this post, I will refer to construction and renovation management as project management, and I’m making the assumption you are NOT a licensed general contractor.

01 | Clearly define the services you offer during the construction phase

7 Ways to Create Boundaries Around Project Management for Interior Designers

If you are comfortable collaborating with contractors, doing site visits, processing change orders, and being the point person during the construction phase, this should be spelled out clearly in the contract and scope and should be reflected in your pricing. Or, if you will only collaborate and coordinate with your own painter/wallpaper hanger/carpenter/carpet guy/etc. that should be detailed as well.

IMPORTANT: Be sure to check with your attorney on what is allowed in your state related to managing your own subcontractors and billing for their services. This often falls into the General Contractor category, and if you’re not a licensed GC, you could be opening yourself up to a lot of liability. So again → check with a licensed attorney in your state on the legal way to handle this and then define it in your contract.

But, even without taking on the role of GC, there is ample opportunity for you to be an asset to your client during the construction and installation phase, for instance, being present for deliveries of items ordered through your company, providing on-site design-specific instructions and specification books to installers and fabricators, confirming that installation meets your design intent, troubleshooting and answering questions from any of the tradespeople on site, and much more. A designer being on-site at critical points during construction can ensure the design is being implemented properly. If the project warrants and you are making regular site visits during the process, make sure both your client and the GC understand your role.

02 | Know who you will and won’t work with.

If you’ve been in the industry for a while, you’ve likely worked with a builder or two you’d prefer to avoid in the future. During the inquiry phase, find out if the client has already contracted with a builder or GC. Based on past experience, there may be times when it’s best to decline a project early or steer a client away from a problematic contractor.

Ensure your prospects are working with LICENSED professionals, not their brother and his college buddies who are “really good at carpentry.” (Yes, this has happened to one of my clients.)

If they aren’t using licensed contractors and are planning to DIY any construction, you’re likely better off moving them to a Design Only service. More on that here.

Clients often ask for your recommendation when they haven’t hired a builder or GC yet, so develop a list of contractors you trust. Some states may require you to provide multiple recommendations to avoid liability, so consult with an attorney to determine what’s allowable and how to protect yourself.

In any event, SAVE your “little black book of vetted contractors and vendors” for once a prospect becomes a client. Don’t give that premium info away to anyone who asks.

03 | Be upfront with prospects about who hires contractors. You or them.

This ties back to point #1—knowing what’s allowable in your state.

A general contractor is responsible for applying for building permits, ordering build materials, managing the project timeline, and hiring, scheduling, overseeing, and paying all subcontractors. Depending on your state’s laws, you may take on certain parts of the process but always check with a licensed attorney.

For instance, if your state allows you to hire subcontractors without a GC license or without special insurance, you may hire, schedule, and pay the installers whose work involves products or decorative finishes while the GC manages all the construction-related elements, such as the sheetrock install, carpentry, plumbing, and cabinet subcontractors. There may be instances where the installation of decorative finishes (wallcovering, drapery install, mirror, and art installation) happens after the completion of the GC’s management of the project, so these may be areas that you oversee.

Ensure the client understands who is responsible for what and that they will have a separate contract (separate from the contract with you) with the GC and any other third party hired by them (architect, structural engineer, landscape designer, etc.).

When we work with interior designers, we define multiple touchpoints throughout their process to explain who will be responsible for what, how services will be paid for, and who will be overseeing various aspects of construction.

04 | Price the project management phase correctly.

You can bill for project management (also called construction administration—the oversight a designer provides once construction has begun) in several different ways. Make sure to set up your fee for this in a way you will actually follow, and will appropriately compensate you and your team for time spent in this phase. Too often, interior designers lose money because they haven’t set clear boundaries around what is or isn’t included. Whether you bill project management as part of the flat fee, hourly, or through a monthly retainer, make sure your contract accurately reflects the work and sets clear parameters to avoid scope creep.

05 | Communicate clearly and understand expectations and timelines.

Getting to know the builder or GC and their timeline is key for ensuring you are coming in as an advocate and not the enemy. Just as often as interior designers have had bad experiences with builders, builders have had bad experiences with interior designers.

This is why being proactive from the start is key. Once you’re brought on to the project, reach out to the construction team and talk through what you’re doing for the client and learn how they work.

Should you have access to their software program?
Should they have access to yours?
What is the schedule of work?
When do they need specs and how should you submit them?
Who is your point person on the job site?

Be sure to let your client know how you and the construction team will work together and who their point person is. This way, there will be a chain of communication rather than everyone getting information at different times and everyone being confused because “he said, she said.”

During the design phase, be sure to check with the builder to make sure the designs are feasible and within budget. Yes, we know that anything you can imagine can be brought to life with skilled professionals … but we have to make sure the builder isn’t going to die inside when he sees your design plan knowing those materials are 9 months out and would push the client 3x outside of the budget they have allotted.

So check to make sure the design plan is feasible and cost-effective before presenting it to your client. Builders will greatly appreciate this collaboration, and it will start you off on the right foot with them.

06 | Guide your clients by letting them know what they can expect during construction.

Dust, noise, delays, unexpected expenses—your clients need to be prepared for all the realities of a construction project. As the expert and primary point of contact, we all know your clients will look to you for everything during the project management phase.

This means it serves you well to let your clients know what to expect. In our Emerson Client Experience Templates and our Construction Design Templates & Contractor Kit, we have language and guides you can share with your clients so they know what to expect for various types of work being done in their homes.

And, if your clients haven’t signed with a builder or GC yet, you can provide your insights on whether to include a per diem fee if the project is late, whether to include incentives for early completion, whether to include a bonus if the project is on time and on budget, whether to have a contingency clause, what allowances actually should be ($3,000 for lighting for an entire house????? $1,000 for hardware???????), what to require for communication and meetings, what is a typical change order fee/process, etc.

Check out our Construction Design Client Experience Templates and our Emerson Client Experience Templates.

07 | Use a project management software.

If you’ve been here for a while, you know we have a love for Asana, a project management software used by a majority of the interior designers we work with. When clients come to us, and they aren’t using anything to manage all the backend tasks, it’s typically our first software recommendation. (NOTE: this is in addition to using software like Houzz Pro, Design Files, Studio Manager, etc.)

Using project management software allows you to manage, organize, share, track, and communicate about everything related to a project. When you use Asana, you can create templates for each project type with a set of checklists that you can easily duplicate for each new project, reducing your chances of missing any important details.

You can create processes in Asana for things like:

managing a trade day
handling quality control during construction
providing installation drawings
preparing a spec book
making reselections during construction
attending key site visits and your role at each
attending the final walkthrough
preparing the punch list

You can also track progress, manage contact information for tradespeople and vendors, plug in key dates and identify who is responsible, and have a central hub for your entire team to go to when they have questions or updates on the project.

If you aren’t yet using a project management software like Asana, Trello, Monday, Clickup, etc., be sure to check out our complimentary Asana Blueprint here.

Managing construction projects as an interior designer can feel overwhelming, but with the right systems and boundaries, you can confidently guide your clients through the process. By setting clear expectations, defining your role, and ensuring proper communication with contractors and clients, you’ll avoid many common pitfalls that lead to stress and scope creep. It all comes down to planning, communication, and making sure your services are structured to protect both you and your business. With these tips, you’ll have a solid foundation to manage construction projects with ease, helping your clients bring their dream spaces to life while keeping your sanity (and project profitability) intact.