Nine Tips for Hiring a Contractor: A Guide for Interior Designers

As a New York interior designer, collaborating effectively with general contractors is supremely important for the success of any renovation or design project. We’ve worked with some wonderful ones over the years and have some very specific thoughts to share with our readers. So, in this blog, I’ll outline some important strategies to foster clear communication and strong partnerships with general contractors, so you know that your projects in Manhattan, Brooklyn, or anywhere in the greater New York area run smoothly from inception to completion.

1. Define Your Home Improvement Project Scope

Before diving into the hiring process, it’s crucial to define the scope of your home improvement project. This means determining the specific work to be done, the materials needed, and the timeline for completion. A clear understanding of your project’s scope will help you communicate effectively with potential contractors and ensure you receive accurate bids.

Start by making a detailed list of the tasks and materials required. Consider factors such as:

• The type of work to be done (e.g., renovation, repair, or new construction)
• The materials needed (e.g., lumber, drywall, paint)
• The timeline for completion
• Any specific requirements or restrictions (e.g., budget constraints, environmental concerns)

Having a well-defined project scope will help you avoid misunderstandings and ensure that your contractor understands your needs. This clarity is essential for the success of your home improvement project.

2. Verify General Contractors Credentials and Insurance

Before hiring a contractor, it’s essential to verify their credentials and insurance. This step ensures that you are working with a qualified and responsible professional. Here’s what to check:

• Contractor’s License: Ensure that the contractor is licensed to work in your state and has the necessary certifications for your project.
• Insurance: Verify that the contractor has liability insurance and workers’ compensation insurance to protect you and their employees in case of accidents or injuries.
• Business Registration: Check that the contractor is registered with the state and has a valid business license.

You can verify a contractor’s credentials and insurance by:

• Checking with your state’s licensing board
• Contacting the contractor’s insurance provider
• Reviewing the contractor’s business registration documents

Verifying these credentials will give you peace of mind when hiring a contractor who is both qualified and insured, safeguarding your home improvement project.

3. Hiring a Contractor: Recommendations and Referrals

One of the best ways to find a reliable contractor is through recommendations and referrals from people you trust. This can include:

• Friends and family members who have recently completed a home improvement project
• Neighbors who have worked with a contractor in the past
• Online reviews and ratings from reputable sources like the Better Business Bureau or Angie’s List
• Professional associations such as the National Association of the Remodeling Industry or the National Association of Home Builders

When asking for recommendations, be sure to ask specific questions, such as:

• What type of work did the contractor do?
• Was the contractor reliable and professional?
• Were there any issues or problems during the project?
• Would you hire the contractor again?

Getting recommendations and referrals from trusted sources will help you find a contractor with a proven track record of quality work and customer satisfaction. This step is invaluable in ensuring the success of your home improvement project.

4. Establish Clear Communication and a Written Contract… from the Start!

To kick things off, clarity is key. Before the project begins, make sure that both you, the interior designer, and the contractor fully understand the design vision, budget, timeline, and any potential challenges. Miscommunication can lead to costly delays and mistakes. Don’t assume the contractor knows exactly what you want! (Isn’t this good advice for any relationship?) Much of this comes down to brainstorming, planning, and documentation. What do I mean? Specifically, use detailed images, sketches, or mood boards and have comprehensive project records so your ideas are articulated clearly.

5. Define Roles and Responsibilities

Clearly setting expectations for both parties can prevent confusion and conflicts down the line. As the interior designer, you’ll focus on the aesthetics and finishes, while the contractor will handle the execution of construction work and coordination of subcontractors. Right from the start, define who is responsible for what. Regular check-ins, whether through weekly meetings or quick emails, will keep you updated on progress and help catch any potential issues early.

Additionally, it is crucial to have a well-written contract that clearly outlines the contract price. This contract should detail the work to be performed, materials to be used, completion date, and the overall cost. A well-written contract establishes clear communication and mutual respect between homeowners and contractors. Make sure to review the contract details thoroughly before making any commitments to protect your interests and ensure a successful renovation experience.

6. Embrace Collaboration and Feedback

Contractors bring valuable construction experience to the table, so be open to their suggestions. While they might not have a designer’s eye, they often propose ideas that enhance a design or reduce costs–something clients certainly welcome! It’s crucial to create a collaborative environment after hiring a contractor where both parties feel comfortable offering suggestions, you not only foster a positive working relationship but also potentially enrich the project outcome. While it may feel like extra work, having adequate and ongoing communication helps. That said, it’s not easy. Contractors are busy often juggling multiple projects. But interior designers are busy too, at least ones who have lots of projects…or those trying to build their businesses. Figuring out how best to collaborate is not something to gloss over. Homeowners should read the contract carefully to understand every detail before signing.

7. Promptly Address Issues on the Job Site

If an issue arises, address it promptly. Even minor problems can lead to bigger setbacks. That means extra time and extra money. Approach challenges with a problem-solving mindset—stay calm and solution-oriented and maintain open communication with the contractor to resolve issues quickly. If a contractor fails to meet their obligations or disputes arise, take steps such as reviewing the contract, seeking legal advice, and protecting yourself from claims related to unpaid subcontractors and suppliers.

8. Keep Track of Changes

This is one of my favorite tips for interior designers after hiring a contractor. Document well! It’s so important to document any changes to the original design plan. This helps both parties to remain accountable to each other and helps avoid confusion about what was agreed upon initially. Because things will inevitably change, it’s crucial to track and document them. If you’re good at it, do it yourself; otherwise, delegate it. Maintaining proper documentation and ensuring cleanliness and quality of work at the job site before making the final payment is crucial.

You can consider using a shared document system (like Google Docs) or a project management software tool that tracks all decisions and changes, keeping everyone on the same page and organized. There are different options for this (some free, some not). For instance, there are programs that interior designers can use like Plaky, which is basically a project management software platform, but has elements specifically for use in the interior design world.

9. Respect a General Contractor’s Time

As I said earlier, general contractors are busy. Recognize that they have their own schedules and responsibilities. Their workload can be at times crushing. So, again, be efficient with your communication and work with people that you can trust to manage the construction aspects of the project. This respect for their time and processes will help build a strong professional relationship. Over time you will find people to rely on. Additionally, implementing a structured payment schedule can protect both parties and motivate contractors to meet project milestones.

Home Improvement Project Breakdown… and Resolution!

Let’s take a quick look into a scenario that illustrates how essential clear communication and detailed specifications are when working with general contractors.

Imagine you’re redesigning a high-end boutique hotel in Manhattan, where the centerpiece of your design is a bespoke, intricate flooring pattern intended to be the focal point in the lobby. This pattern features a sophisticated design with a distinctive inlaid pattern in the center surrounded by a sleek, linear perimeter.

Well, that was the plan, right? Unfortunately, the project has now gone awry when the contractor (relying on a preliminary discussion and an initial sketch) misunderstands the complexity of the design. Instead of creating the detailed inlay as a separate piece, the contractor integrates a simpler, less intricate pattern directly into the main flooring. Even more unfortunate, the error wasn’t caught until much of the flooring was laid, ending up with a visual and thematic dissonance from the intended design. Homeowners should review the completed work before making the final payment to ensure it meets their expectations.

So, what’s the impact? First, there are cost implications. Rectifying this mistake will involve ripping up the already installed flooring, purchasing new materials, throwing in additional labor costs, and you have a significantly increased project budget. Also, as we all know, time is not only money, but a precious commodity to itself. With a delay in timelines, the project will be extended by several weeks as the new flooring needs to be ordered, crafted, and installed. This will delay the hotel’s reopening and impact its bottom line.

To resolve this type of issue (and prevent future occurrences) you can decide to provide comprehensive design documents for every aspect of the project. This includes detailed drawings, material specifications, and step-by-step instructions for installations. Implement a system of weekly on-site check-ins with the contractor to review the work completed. Perfect time to discuss any questions and adjust to any discrepancies right on the spot. Assessing the quality and reliability of the contractor’s work is crucial to ensure the project stays on track.

I would go as far to even suggest “mini sessions” for all team members (with the designers, the contractors, the subcontractors if applicable) to clearly understand the design vision and technical requirements. Get everyone’s alignment with the project goals and specifications.

Again, such a scenario underscores the importance of clear, detailed communication. This approach not only safeguards the project’s success but also strengthens professional relationships with contractors. Something you’ll want to ensure smooth collaboration during future projects.

Final Thoughts: Success in Interior Design Projects

Clear and consistent communication is the cornerstone of successful projects involving interior designers and general contractors. By establishing clear parameters, embracing collaborative feedback, and utilizing technological tools, you can ensure that your projects not only meet but exceed expectations. For designers, (particularly New York interior designers) who are working in such competitive markets as in this city, mastering these strategies is essential for maintaining an edge and ensuring long-term success. Additionally, having a written contract is crucial in establishing clear communication and mutual respect between homeowners and contractors.

Further Reading and Resources

I want to end this article with a few more insights and guides on effective project management and collaboration when hiring a contractor. Visiting professional sites such as the American Society of Interior Designers, getting referrals from others (such as other interior designers or clients who have had good experiences), and using the Better Business Bureau tool to screen when hiring a contractor in your area. Not just those near you, but those that are accredited.  And what does that mean? According to the BBB site:

Select businesses earn BBB Accreditation by undergoing a thorough evaluation and upholding the BBB Accreditation Standards.

BBB assigns ratings from A+ (highest) to F (lowest). In some cases, BBB will not rate the business (indicated by an NR, or “No Rating”) for reasons that include insufficient information about a business or ongoing review/update of the business’s file.

(You can filter businesses by accreditation on the search page, and with geographical search capabilities.)

On that note, we’d love to hear from you and get your thoughts, questions on this topic or on any other articles we have published on our site. Happy designing!