How To Have a Successful Project: Answers to Your Frequently Asked Questions

If you have been thinking about making a move into a new space, or refreshing your current one, you may be wondering how to begin. Here are answers to our most Frequently Asked Questions.

Design is a collaborative process built upon mutual trust. We are partners with you, lending you expert advice and professional solutions. We want to hear your ideas, vision, and thoughts throughout the process to help you achieve the best project results.

What’s the process and how long will the process take?

After hearing your vision and goals, we will prepare a Proposal outlining the process and a Preliminary Timeline estimating how long it will take. This estimated timeline will be based on our experience on previous projects. Since each project involves work by multiple consultants, vendors, and contractors who will all have an impact on the timeline, we prefer to assist you in the selection of these partners.

How do I know what services are included?

Our contract provides a detailed listing of the design services we will be delivering each step of the way. We are happy to review the list with you, answer your questions, and show you examples from other completed projects. Since the services are written in the order for which they will be delivered, the contract also gives you a preview of what’s to come.

When do we need to make decisions? And when are decisions final?

Each project is a series of layers, with decisions that build on top of the previous ones. We can all agree, decision making can be overwhelming at times. The best ways to feel confident in your decisions are:

-         Come to each meeting ready to absorb the options, ask questions and make decisions in the meeting.

-         Ensure all decision-makers are present for each meeting and stay for the duration of the meeting.

-         If there is a committee that needs to vote on design options, please share this with us in the initial interview. We can then discuss the best presentation format and include time in the schedule for your internal review process.

To avoid decision fatigue, we will present you with design options in smaller bite-size portions for each major project category. Comparing two or three solutions and providing clear direction at each meeting allows you to narrow in on the solution that feels right for your project and prevents the need for backtracking on decisions. Decisions reached at the end of each meeting will be considered final and will serve as the basis of our next phase of work.

Will I have any homework?

Yes. At the end of each meeting, we will recap the follow-up information that you will need to provide to us, with a deadline that corresponds to the project schedule. Your involvement and commitment are crucial to the successful outcome and timely completion of the project.

How do I provide constructive feedback and when is it appropriate to give feedback?

Giving us constructive feedback is always appropriate, and it should be your number one priority. It can be provided in-person during our design meetings, in a scheduled phone call, or in a detailed email.

What if we don’t understand the drawings or have difficulty visualizing?

Please interrupt us the moment you don’t understand so that we can all get on the same page before proceeding with a presentation.  We acknowledge that viewing a 2-dimensional drawing and comprehending it’s 3-dimensional outcome is not an easy thought process. 

When are services considered additional to the contract? How and when will these be communicated?

Our contract, with its detailed listing of services, serves as the basis of our agreement. Any services that you request or require outside of this list will be additional and will be performed at our hourly rates. Please contact us as soon as you identify the need for an additional service so we can discuss the best way to proceed.

Will you be placing the furniture orders on our behalf? Do we pay you for the furniture and signage?

You will be placing orders directly with each vendor based on their contract requirements. Prior to that, we will coordinate the bid process, bid review, award, and contract review on your behalf. Payment will made from you to the vendor. Terms may vary, but it is common for vendors to require a 50% deposit at the time of order placement with the balance due after installation.

Can we make changes to the plans once the contractor has begun?  What does that process look like?

Changes made once the contractor has begun are Change Orders to the construction contract. They result in either an additional cost or a credit to the negotiated price. There is a formal process that must be followed whereby we make the request in writing to the contractor, the contractor submits a response in writing, we review the response with you for direction, and we provide written approval back to the contractor. All correspondence documents become part of the contract.

How often will construction progress meetings occur and who will run the meetings? What am I responsible for once construction begins, and what are you responsible for?

Construction Meetings will occur once a week or twice a month, depending on the overall length of the construction phase. The meetings will be run by the contractor’s site supervisor and will follow an agenda that prompts discussion regarding outstanding information and any changes to the schedule. Your responsibility will be to provide the requested information in a timely manner. We will be responsible for the review of product submittals, shop drawings, and answering contractor questions regarding our drawings and specifications. Together we will both monitor the construction progress to ensure the build-out occurs according to the envisioned design.

Will the project be completed on time?

This is literally and figuratively the million-dollar question! Following a systematic approach to the design and construction process, and tracking progress against a Project Timeline, keeps the Team accountable to completing the project on time. We recommend choosing an experienced Team with a reputation for meeting deadlines.

We hope this Q&A session has been helpful!  If you should have any other questions, please let us know at info@pyeinteriors.com.