Finish strong! Tips for wrapping up your design projects

A design project doesn’t end at Reveal Day! So how do you wrap up your design projects to finish as strong as you started and leave a strong lasting impression?

I’m sharing three tips for wrapping up your design project that will improve your reputation and relationship with your clients and ensure you finish strong. These three practical steps are impactful ways that cannot be undervalued because you and your clients will walk away safe and satisfied with a smooth, efficient, and thoughtful top-to-bottom experience.

Episode Highlights

The Importance of Project Wrap-Up: Discover why a strong project finish is crucial for client satisfaction and referrals.
Top 3 Strategies: Learn Rebecca’s proven techniques for closing out design projects seamlessly, including photography, deficiency walkthroughs, and financial management.
Avoiding Common Pitfalls: Hear about Rebecca’s personal experiences with project wrap-ups and how to avoid messy situations.
Post-Project Reviews: Get insights on conducting effective post-project reviews to refine your process for future success.
Managing Client Expectations: Tips for keeping clients happy and informed throughout the project completion phase.

Episode Resources

Episode 144 How to run a Post Project Review
Episode 166 How to run a successful Reveal Day
Learn more about Power of Process

Read the Full Transcript ⬇️

00:00:00- 00:00:21 Rebecca Hay:
Hey, hey, hey, it’s Rebecca, and you’re listening to Resilient by Design. This is a shorty episode. Today, I want to talk about how you wrap up your design projects. Wrapping up a design project is, in my opinion, sometimes undervalued. We tend to get really excited at the beginning, and if you’re anything like I used to be, by the end, I was so over it.

00:00:21 – 00:00:52
Rebecca Hay:
Like, get me away from these people, get me off their property. I never want to talk to this contractor again. I’m exhausted. I don’t care that there’s a paint chip—get me out of here. I don’t know, maybe you guys can relate, but how you wrap up a project means everything. Before I get too far into this, I just want to remind you, I’ve already recorded a couple of episodes that are really specific to this. So, if you are interested in how to run a post-project review, that’s something I do after the project is completely wrapped up, and I go into detail about that process.

00:00:52 – 00:01:10
Rebecca Hay:
Some people call it a post-mortem, but I think that’s morbid, so we just call it a post-project review. You can find more about it in episode 144 of this podcast. So, if you want to learn about that, go check out episode 144. But today, I want to talk about wrapping things up with the client. This goes beyond just having a successful reveal day.

00:01:10 – 00:01:31
Rebecca Hay:
I’ve talked about reveal days here on this podcast, and I love doing them. It’s something that I teach inside Power of Process, and I think it’s really impactful. It was a real game-changer for my happiness level, to be honest, in my business. It definitely helped with my clients and made everything more fun for me. I talk about that in depth in episode 166, so go check that out as well.

00:01:31 – 00:01:50
Rebecca Hay:
So, episodes 144 and 166—easy to remember. Once you’ve listened to this one, head over to those two. But after you’ve done the reveal day, how do you wrap up the project? I just wanted to share three things that we do that you could implement in your business.

00:01:50 – 00:02:13
Rebecca Hay:
First, we always photograph the project—unless it’s not photo-worthy. And by the way, lots of projects are not photo-worthy. There are many projects I’ve done that you guys have never seen, but the clients were happy, and we generated good revenue. Most of the time, I like to organize a photo shoot, and I pre-organize it, so ideally, it’s the day after the reveal day. I have a YouTube video where I talk about how to organize and run a photo shoot day. You can check that out on my YouTube channel, Rebecca Hay.

00:02:13 – 00:02:30
Rebecca Hay:
I think it’s really important to do a photo shoot because everything is styled to perfection on reveal day. You’ve got everything in the space. Maybe not everything is perfect, but you can always adjust a few things in post-production if needed. Then, you’re out of the client’s house. The big challenge for me in the early days was I wouldn’t come back to do a photo shoot until months later. By then, the clients had settled in.

00:02:30 – 00:02:55
Rebecca Hay:
They’ve got their tchotchkes everywhere; maybe things are already getting damaged or dirty, and you end up having to clean. I remember doing a kitchen photo shoot a month or two after installation, and this family with young kids was just so messy. I remember being on my hands and knees, using Windex to clean the windows of the door and special stainless steel cleaner because the fridge was full of fingerprints. It was so gross and time-consuming.

00:02:55 – 00:03:13
Rebecca Hay:
Then, I had to bring in all the accessories and props again. It’s also annoying because you have to go back into the client’s space when they’re finally rid of you, and here you are again. So, I really like organizing the photo shoot as soon as possible after the reveal day.

00:03:13 – 00:03:34
Rebecca Hay:
The second thing is we do what’s called a deficiencies walkthrough. This is our chance to let the client know that even though the project has been revealed, we’re not disappearing. We will be back to ensure that every little detail is taken care of by the appropriate trades. Of course, that’s because we offer full-service. If this is not relevant to your business, feel free to skip ahead to the next episode.

00:03:34 – 00:03:54
Rebecca Hay:
But this is something that we do. We walk through the project, and it could be a service you offer too if you’re really good at attention to detail. Even if you haven’t implemented or project-managed the whole thing, you could come back to do a walkthrough if you did the design. You’ve got to be careful, though, because if the client has changed the design in your absence, you can’t say, “Well, I said the wall should be there, and you didn’t put it there.” That’s not a deficiency, but you get the idea.

00:03:54 – 00:04:21
Rebecca Hay:
We actually have a system for that, and I share it in my Power of Process. We have a checklist that we follow, and we keep the clients informed when everything is completed. That’s the second thing.

00:04:21 – 00:04:36
Rebecca Hay:
And the third thing we do to wrap up a project is dealing with the finances. No one wants to be chasing clients for invoices months after the project is wrapped. So, it’s really important for us to collect the balance owing on any of the goods before they’re delivered. This includes furniture, lighting, carpets—you name it.

00:04:36- 00:04:56
Rebecca Hay:
Clients must pay the balances on all of that before delivery. Another part of that is helping the client see that we’re upfront about costs. We don’t surprise them with unexpected expenses. We’re not like, “Oops, sorry, the deliveries were $1,000 more than we thought.” That would be a shock. So, we collect a retainer upfront for miscellaneous incidentals.

00:04:56 – 00:05:25
Rebecca Hay:
This can be $2,000, $5,000, or $10,000, depending on the project’s scope. We hold on to that money and use it for miscellaneous incidentals like a small shipping charge or day-of deliveries. That way, at the very end, more often than not, we end up returning some money to the client. Now, it’s not always fun as a business owner to be like, “What? I now have to write a check for $2,000 to my client?” But remember, that money was never ours. And it’s a really nice way to wrap up the end of a project.

00:05:47 – 00:06:04
Rebecca Hay:
We reconcile the retainer and often surprise the clients by returning some money to them. It’s a great way to close out a project. And if you can accurately estimate and collect more money upfront than you need, you will always have this situation. It’s a fun way to end a project. Of course, you want to give a big gift and do all those expected things, but these are the three things that I think actually make a big difference in fully closing out a project.

00:06:29 – 00:06:50
Rebecca Hay:
So, to recap: do the photo shoot, manage the deficiencies with a system, and have a financial system to collect all payments upfront to avoid surprises at the end of the project. Let me know if this was useful. How you end a project is how it’s remembered. No matter how excited clients are at the beginning, it’s how it ends that leaves a lasting impression.

00:06:50 – 00:06:59
Rebecca Hay:
It’s the final taste in their mouth and what will affect whether they refer you to their friends. That’s all, folks. I’ll see you soon.

September 30, 2024

Be the first to comment

Winter Designer Retreat

First Name

Last Name

Phone

Winter Retreat (HST Included)

Price:

2 Nights of Hotel Accommodations, Opening Night Welcome Reception, 2 Breakfast Buffets, 1 Private Dinner with Rebecca and Other Designers, Loads of Learning, The Opportunity to Connect and Build your Designer Network, And be ready to make 2023 your best year yet.

Coupon

Total

Credit Card

Card Details

Cardholder Name

Consent(Required)

I agree to the terms and conditions outlined below.

TERMS & CONDITIONS

Please read all of the terms and conditions set forth below. The Winter Designer Winter Designer Retreat is offered subject to our standard terms and conditions, set forth below. Upon purchase with Rebecca Hay Designs Inc., you are deemed to be accepting all “Terms and Conditions.”

Reservation Policy:

All Winter Designer Retreat prices are current at the time of publication and in CAD. To confirm your reservation, you must pay the full amount via the secured form on this website. Payments will be processed by Stripe.

Cancellation Policy:

In the event an attendee cancels prior to December 18, 2022, a refund will be issued, minus a $275CAD administration fee. As of December 19, 2022, the event is 100% non-refundable. Exceptions to our cancellation policy cannot be made for any reason, including weather, terrorism, civil unrest, or personal emergencies. There is no refund or discount for arriving late or leaving a Winter Designer Retreat early, or for not participating in any scheduled activity.

Cancellation Insurance:

We strongly recommend that you purchase flight cancellation insurance to protect yourself from unexpected circumstances that may cause you to cancel your Winter Designer Retreat. Cancellation of any travel plans, airlines, etc. will be completely your responsibility.

Cancellation by Rebecca Hay Designs Inc.:

Although it's unlikely, Rebecca Hay Designs Inc. reserves the right to cancel any Winter Designer Retreat at any time for any reason determined at our sole discretion, including too few participants, or if the quality of the Winter Designer Retreat or the safety of the participants is deemed by Rebecca Hay Designs Inc. to be compromised. In such a case, a refund of payments received from Winter Designer Retreat reservations shall constitute a full and final settlement and release of all claims against us. In the event of cancellation, Rebecca Hay Designs Inc. is not responsible for any loss incurred on account of non-refundable or non-transferable air tickets or other unrecoverable travel costs.

Travel Requirements & Conditions:

Please ensure that you have all the relevant travel documentation for your Winter Designer Retreat location and that you arrive at the airport on time. Rebecca Hay Designs Inc. is not responsible if you lack the required documentation for your flight or for entry into another country (valid passport for the entire duration of the Winter Designer Retreat and return travel, visa, entry fee, etc.). However, if you are unsure of your requirements and need help, you are welcome to contact us for assistance. Rebecca Hay Designs Inc. cannot accept responsibility for delay or cancellation of any flights, train, buses or other forms of transport.

Resort Policies:

Your Winter Designer Retreat will be held at the JW Marriot in Muskoka, and all guests are required to follow their policies.

Responsibility of Valuables:

Upon check-in, all valuable items may be placed in your room. Rebecca Hay Designs Inc. is not liable for any breakage, loss or theft of personal items. Please limit your valuables, as traveling with such valuables will be your complete responsibility.

Personal Safety & Insurance:

Rebecca Hay Designs Inc. recommends that you obtain cancellation, travel and medical insurance prior to attending any of our Winter Designer Retreats. Prior to participating in any activities or using any facilities, please ensure that you are medically and physically fit and able. If you have any injuries or illnesses, please seek doctor’s advice prior to attending. Rebecca Hay Designs Inc. is not liable for any injuries due to use of our facilities or participation in activities or during travel to and from the Winter Designer Retreat. Any injuries or medical conditions are completely your sole responsibility. By sending a deposit toward your Winter Designer Retreat, you certify that you do not have any physical condition or disability that would create a hazard for you or other participants during the Winter Designer Retreat. In other words, you certify that you are healthy and fit for any activities in which you plan to participate. Furthermore, it is required that you have the proper personal and health insurance to cover your needs while present in the Winter Designer Retreat, in case of any loss of property, illness, injury or death.

Rebecca Hay Designs Inc. retains all copyright license rights and sole exclusive ownership of the information, photographs and material displayed on its website and obtained during the Winter Designer Retreats. The material may not be modified, copied or used in any other way without first obtaining written permission from Rebecca Hay Designs Inc..

Liability:

Rebecca Hay Designs Inc. shall not be liable for any failures beyond its control. This covers natural disasters, war, ‘acts of God’, closure of airports, civil strife, accidents or failure to perform by third parties, including suppliers and subcontractors.

We respect your privacy, both personal and informational. Rebecca Hay Designs Inc. will keep all information that we collect from you secure, and will not provide this information to any third party providers. In order to prevent unauthorized access or disclosure of your personal information, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We are committed to creating special memories for you during your Winter Designer Retreat, and that includes having an on-site photographer and/or videographer to capture any special moments. If you are not comfortable having your picture taken, please let us know in advance. Otherwise you authorize Rebecca Hay Designs Inc. to use any and all photos for Social Media and Marketing purposes.

*All policies and terms and conditions may be subject to change without notice.

Acceptance of Terms and Conditions:

By making a booking with Rebecca Hay Designs Inc. for a Winter Designer Retreat, you accept on your behalf and all those named on the booking to be bound by these Terms and Conditions, including the general release of liability and assumption of risk, described below.

Release of Liability:

You hereby release and discharge Rebecca Hay Designs Inc., a Canadian company, its shareholders, directors, officers, agents and employees, from and against any and all liability, loss, cost, expense or damage arising, directly or indirectly, from the Winter Designer Retreat, including your participation in the Winter Designer Retreat activities.

Assumption of Risk:

You acknowledge that you have voluntarily applied for a Winter Designer Retreat with Rebecca Hay Designs Inc., a Canadian company. You understand that you may be traveling to a foreign country and that you will participate in various activities. You are prepared to assume the risks associated with this Winter Designer Retreat, including: forces of nature, terrorism, civil unrest, war, accidents, personal injury and similar circumstances. You also assume risks associated with illness, disease, physical exertion and alcohol consumption, knowing that access to suitable medical support may be delayed. Your hereby agree to take full responsibility for your own actions, safety and welfare, including unanticipated events, injury, illness, emotional trauma or death

CAPTCHA