Ensuring Communication Between Designer and Builder

We’ve worked with contractors for 17 years and operated as a contractor for 2 years and communication has always been a strong focus for us. We often hear from clients that communication is a concern based on horror stories or past experiences they’ve had. This is not due to a lack of trying, it’s a challenge of expectations and what expectations are realistic vs. those that are not, as well as communicating those expectations!

We started construction with the goal of bridging that communication gap and providing a start-to-finish service with the same point of contact through design and construction. We had a detailed plan for providing regular communication but found that the issue really does come down to expectation setting from both parties.

Communication is nevertheless the number one challenge when working on construction projects. It’s one thing when you don’t feel you’re getting communication from your contractor, but what if the designer and the contractor aren’t communicating? All that work you did with your designer is no longer guaranteed, which results in money down the drain and construction being implemented incorrectly.

We’ve got some great tips that will help ensure proper communication between you, your design team, and your general contractor.

1. Set and Clarify Expectations

The purpose of the designer through construction is to ensure that the design intent is carried through to construction. This means that the designer will authorize minor changes or areas that were not confirmed in the design on the fly. Many homeowners work with designers so that they are not burdened with the little detailed decisions, and designers use their discretion to make these decisions on behalf of the client. As the owner of the home, if you do not want the designer to make any authorizations for changes, but communicate every change with you, it is important to clarify this from the start. Note that communicating every small change will absolutely delay the project and create pauses in work, but will also ensure you get exactly what you want.

It is important that a design project include construction administration, and that the contractor is very aware of this collaboration. Any design changes (changes from what is reflected in the drawings) should be coordinated with the designer. We have a perfect example of this- a homeowner we worked with many years ago had crown molding as a part of the design in their kitchen. Seeing it as an independent piece and described by the contractor (who wasn’t super excited about installing it), the homeowner decided to skip it. What they didn’t know was that piece would have provided them with additional storage, a more cohesive aesthetic for the kitchen space, and prevented some awkward transitions. We weren’t consulted and came back at completion to find this change.

Changes on site without designer notification is a breach of contract and nulls designer liability. It is in the homeowner’s and the general contractor’s best interest to keep the designer informed.

2. Hire your GC at the same time you hire the designer.

We know what you’re thinking, “but I want to get multiple bids”. We’re going to be honest- this is not the ideal way to work, but you still can get multiple estimates. Having a GC ready to consult and aware of the “why” behind the design decisions ensures that this is carried through to construction. A contractor who is genuinely interested and respects the design process will respect this into construction.

Discuss a pre-construction agreement that does not require a commitment for construction. This ensures that the designer has buildability input from the get-go, that the project stays on budget, and that if you decide to work with the consulting general contractor, they have the reasoning for design decisions and direction as they build.

3. Ensure that your designer is on board for Construction Administration.

The design does not stop when the drawings have been completed and handed over, particularly with remodels. There are often discoveries on-site that, due to our lack of x-ray vision (for now), need adjustments. A GC’s adjustment may not align with the designer’s end goal, so having the designer available to review needed changes is key to the success of the project.

Read more about why Construction Administration can prevent significant issues and poor quality “builder-grade” finish. 

4. Understand Project Roles.

The designer hired for Construction Administration may act as a liaison between the homeowner and the General Contractor. The goal is to communicate design intent and ensure the design is built as drawn. If there are last-minute changes, the designer can make those decisions with the goal of design in mind.

This does not make the designer a negotiator for the homeowner, nor are we the boss of the general contractor. What we have in the design drawings is a contract (this is why they are called contract documents), and any changes must be documented and approved by the designer who drafted the contract.

While different designers work differently, Waldron Designs provides the design and will define the quality requirements expected in the build (cabinet construction, etc). We do not provide any of the products for construction with the following exceptions for which we also provide installation: Window Treatments, Wallcovering, Furnishings, Art, Decor

Read more about the different roles here.

5. Expect (and request) a weekly or bi-weekly check-in, and designer walk-throughs with all subcontractors prior to the start of work.

Throughout the construction process, this weekly check-in can satisfy those communication woes. Getting the GC and the designer in the space to answer questions and address concerns prevents issues before they get too big and too far to correct. That said, often times these issues already have a plan for correction and are simply a part of the installation process that simply isn’t pretty in progress.

In addition to a regular site visit, we ask to be present on the first day (or prior to the first day) of work for each subcontractor. While the subs may have done a walk-through prior to construction start, it’s not always the same person on site doing the actual work. Walking through with the person who will truly do the work ensures that all questions are answered to the finest detail and that the subs know who to call with questions and adjustments.

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