Building a trusted list of contractors, vendors, and other resources is an essential part of establishing your interior design business. The challenge is vetting folks to figure out if you want to work with them before trying them out on a new project. No one likes experimenting on their clients. 😬

Your first project with any new partner will always be a bit of an experiment, but if you start out by asking great questions, you’ll have a much better chance of success once you do work together!

Remember, just like how we interior designers each work differently, so does every contractor, vendor, and installer. That means it’s not only normal to ask a bunch of questions when you are establishing a new relationship, it would be a sign that you’re less experienced designer if you didn’t ask a bunch of questions.

Here are 10 questions I like to ask new colleagues to find out if we might great referral partners!

1. How long have you been in (this) business?

Why this matters: Have they been running *this* business for 20 years, or are they a new business owner with have 20 years of experience *in the industry*? If you have found a contractor with lots of industry experience but little business experience, you either just hit a goldmine (newer businesses tend to charge less) or a landmine (maybe they are a great contractor, but a terrible project coordinator).

Lack of time in business doesn’t mean you shouldn’t hire them, but maybe consider using them for a smaller project first. Being *in this business* for 20 years means the contractor not only has experience building stuff, but has also worked out the kinks in their business (ie: they know how to accurately estimate project timelines and costs, and have an established subcontracting team that works together seamlessly). Keep in mind, how long a person has been in business doesn’t necessarily equate with the quality of their work or how well they run their business – getting references is still key (more on that later!).

2. How familiar are you with these* kinds of clients, projects, and homes?

Why this matters: You want your contractor to be familiar with the age and style of the kinds of homes you design, especially if you wish to stay true to the character of that time period. We adore the beautiful craftsman homes in Seattle that were built in the 1920’s and ’30s, but these decades-old homes can come with their own set of problems such as asbestos and lead abatement, along with outdated plumbing and electrical wiring that can really increase the scope of even a small project.

Planning to open up a few walls? You want a contractor who knows and trusts their structural engineer. Live in a condo? You’ll have to have your remodel approved by the HOA or condo association, and some contractors may not even take on a condo remodel for that reason. Choosing a contractor who’s already been around the block a few times on your kind of project helps avoid a whole slew of potential problems!

* By “these” I mean the kinds of projects you do. Be as specific as you can – the more specific your questions, the more specific the answers. 😉

3. How long do you typically need to complete these kinds of projects? And how often do you go over your estimated timelines?

Why this matters: While we all wish that a remodel would be as easy as watching an episode of Fixer Upper on HGTV (we could dream!) we designers know it’s rare that a project will go smoothly without any hiccups from start to finish. Hiccups are a reality, and not *necessarily* the fault of your contractor.

What’s key is finding *why* the projects took more time than expected. Was it because the client kept changing their mind? (That’s the client’s fault for the project getting extended.) Did subcontractors not show up as scheduled? (That’s a GC not doing a great job of hiring, communicating, and coordinating.) Was a box of tile not opened until the day of install, discovered to be the wrong tile, thus delaying the installation and all the sub-contractors scheduled next in line? (That’s the GC not thinking *ahead* of problems.) Or was it simply unforeseeable complications, like unexpected and extensive termite damage? (It happens.)

Asking how long your project should take, and *also* asking how often this contractor stays on schedule, can help you figure out if this is the contractor for you, and anticipate how you, as the client, can help your project not go over.

4. How often are *you* on the job site, checking on the project?

Why this matters: Contractors are busy people and often have multiple projects they are overseeing. Find out who will be the point person for communication and problem-solving on your project. Will the General Contractor be on site each day? If not, will a specific project manager oversee your project? Be sure to know who you go to should a problem arise, and how to get in touch with them both during work hours, and in case of an emergency (eg, a burst pipe). The best GCs swing by their job sites often, checking on progress and giving you updates.

5. What do your estimates include?

Why this matters: You want to be sure you can give your clients a clear breakdown of costs covering labor, materials allowances, and contingency amounts.

Bear in mind that a contractor can only give an accurate and complete cost quote if you have a fully developed and detailed design plan. Without a clear project plan that spells out the scope of work and materials, each contractor will be making *very* different assumptions about the scope of work and providing *very* different allowances (are they thinking $5.00/sf or $50.00/sf tile?), therefore leaving you unable to effectively compare bids. Consider showing them a past design you’ve created so you can talk concretely about the kind of work you do, and they can give you answers based on the level of detail in your designs and plans.

6. Who pulls any required permits, and is the cost of those permits in your estimate?

Why this matters: Ideally the contractor will be familiar with the permitting likely required for your project and they will pull the necessary permits. Some contractors expect the client to take care of this, but really, the company doing the work *should* pull the permits. The main point is to find out how they typically work so that you can share that information with your client.

7. What does the work schedule look like?

Why this matters: A good contractor will have a clear schedule with specific times they will be at your jobsite. You should also ask the following:

• How do they handle access to the property?
• How do they deal with your pets?
• How do they clean up the work environment?

The key takeaway is that you want to make sure how you work aligns with how they work.

8. What will the payment schedule be?

Why this matters: Even if the client will work with and pay the contractor or vendor directly, this is a great question to ask to see if they have their business “ducks in a row.” If they can’t answer fundamental questions like this, they may be a hot mess when it comes to running their business, and may not cast you in the best light if you refer them.

9. Are you licensed, bonded, and insured?

Why this matters: Being licensed, bonded, and insured helps protect the homeowner. A license ensures that contractors are legally in business. Now, that doesn’t mean they do good work (that’s what calling references is for), it just means they can perform work in your state.

Bonded protects the homeowner in the event that they have to make a claim against a company (ie: work not completed as stated in the contract).

Being insured means that the contractor will have two types of insurance; liability insurance and workers’ compensation. Liability will cover contractor-caused damage to the property, and workers’ compensation will cover injured workers for lost wages and medical bills regardless of how the injury occurred.

Even if the contractor *says* they are licensed, bonded, and insured, a smart person will check that all three are current. Here’s a good place to start.

10. What (if anything) do you provide a warranty for?

Why this matters: A good contractor will provide a warranty that spells out what is covered (and for how long), and what is not covered. Take a look at this article that dives a little deeper into warranties.

11. Can you tell me about a time when you had a miscommunication with a client and how you handled it?

Why this matters: This is a tough question to ask but an important one. *Every* project will have its stress-points – it’s unavoidable in a project that requires so much communication and involves so much time and money. Knowing how the contractor resolved any disagreements or disputes can tell you a lot about them.

Listen to their tone of voice and body language, and of course how they came to a resolution. Does this feel like a person you can be honest with, and that will let you have a voice at the table? You don’t need to be bullied by your contractor – you should feel like they are a partner in your project.

12. What is your preferred method of communication, and how do you keep your clients and subs updated?

Why this matters: A good business person will have a method behind the madness, plus you want to make sure that their mode of communication will align with what you’ve established in your company. Clear communication ensures a smooth workflow and keeps everyone on the same page throughout the project.

13. Can I contact three of your past clients?

Why this matters: As they say – trust, but verify. Ask the contractor for references and CALL them (don’t assume they’ll be great – confirm! Check! Verify!). Here a few good questions to ask the references:

• Timing: Did the contractor start and finish when they said they would? If not, why not? And on a daily basis, what time did they show up and leave?
• Budget: Did they stick to the promised budget? If not, why not?
• Site Care: Did they keep a tidy workplace? Were they good about locking up the house? Keeping pets safe?
• Client Care: How did you resolve any issues that came up?
• Quality of Work: How long has it been since you worked together? Still happy with the results?
• Big Picture: Would you hire this company again? If not, why? If so, what would you differently to make it an even better experience?
• Bonus: Anything else you think I should know?

Be fearless and get the information you need to make sure you can trust this new partner. 👍 If you don’t get the answers you need, if you find them hard to communicate with, or if they are unwilling to put in the time to establishing a solid relationship before working together – move on. No reason to spend time or energy on someone who’s not aligned with how you want to do business!

Like this, and want more?

I’m here to help emerging designers set clear expectations with their clients and contractors so they can give their clients fantastic design experiences. If you’re looking for an interior design business coach who’s been in the trenches, reach out and let’s chat – I might be the coach for you! 💪

May your business always be seriously happy!