Step 2: Intake
Congratulations, you’ve completed the first step of your design project - the qualification step. Now, it’s time to dive deeper into the project with Step 2, the intake process.
The intake process involves digging in and really getting to know your clients and their project in order to gather all the necessary information for your design. It’s also a key opportunity to continue nurturing your relationship with your client.
Why Systematizing Your Intake Process is Important
As a designer, your time is precious, and it’s important to use it efficiently. By systematizing your intake process, you can save time and ensure consistency when onboarding clients. An added bonus is that a smooth and seamless intake process will instill trust and confidence in your clients, making them feel secure in your abilities as a designer.
What to Include in an Initial Consultation Package
We recommend setting up a package for your initial consultation or site visit. Whether you publish the package on your website or keep it as a private link, a consultation package will allow your clients to:
Pay for the consultation in advance and agree to the pre-purchase agreement
Book a time for the consultation (optional)
Fill out a questionnaire (optional)
View your Client Welcome Packet (optional)
Communicate with you in your studio message center
and they can do it all in one convenient, easy-to-find place.
Setting up an initial consultation package for your potential new clients helps cut down on your admin time–you only have to set it up once rather than having the normal back-and-forth emails with every new client.
Click here to learn how to create consultation packages in our How to Build a Consultation Package webinar.
The Initial Consultation package will include many of the same elements as your Discovery Call package. We recommend that you include:
A cover image--for example:
A description that explains that this is the first step in your process as well as why discovery calls are beneficial:
A post-purchase description of what potential clients need to do before their call and what they can expect during this call:
An appointment link so the potential client can book the call:
A more detailed questionnaire to help you get more insight before the consultation:
Welcome information in the Files & Media:
The Welcome Packet is generally a PDF that explains your process and gives information about your business:
A Welcome Video is a great way to give your potential client a warm welcome, encourage them to fill out the questionnaire before they book their call, and let them know (again) what to expect:
During the Consultation:
Gather Key Information
During the consultation, you will gather important information that will lay the foundation for your design project. Here are some key pieces of information to gather during the consultation:
Detailed dimensions and/or floorplans - request plans or conduct measurements during the
Photos of the existing space (if applicable)
How the clients plan to use the space
Features wish list
Timeline expectations - provide guidance if their expectations are unreasonable
A more detailed budget - help them build a reasonable budget if they aren't sure where to start
Who the decision makers are - knowing up front who has the final say on style and/or financial decisions makes your job easier down the road
Initial inspiration
Additionally, it’s important to go over your client welcome packet with them in person. Your welcome packet outlines how you and your client will be working together and is a great way to communicate your process in a professional manner. Make sure to include a welcome message, a description of your process, and details about your business and the way you work. Your welcome packet should be a reflection of your brand and the level of service clients can expect from you.
Introduce the Clients to Mydoma
The consultation is also a great opportunity to introduce your client to Mydoma and explain how you lay out your projects using this platform.
Don't forget to explain what comes next and when they can expect to hear from you!
After the Initial Consultation
After the consultation is complete, upload the information you've gathered.
Existing structure: Upload measurement files, initial photos, and initial questionnaire responses to the appropriate folders
New build: Upload plans and initial questionnaire responses to the appropriate folders
Pro Tip: If you have a project template, you can quickly create a new project with everything set up before your initial consultation so you can take photos directly from the Initial Photos folder.
No need to go back and upload them later!
Make sure to add clients and team members to the project and to the appropriate filtered views, files & media items, and tasks; if your client is going to add inspiration images to the Inspiration folder, make sure to give them upload permission for that folder.
Setting up the Project
Pro Tip: Project Templates make setting up a new project quick and easy!
Click here to learn more about creating and using Project Templates in our How to Create & Use Project Templates with Mydoma webinar.
Project Name
The first thing you'll need is a name for your project. Using a naming convention makes it easy to keep track of your projects and all of the documents and files associated with it.
Project Overview
This is where you'll add the project description and key pieces of
Statement of Work
Summary of Project Scope
Design Concept
Key Areas of Focus
Preliminary Timeline
Estimated Total Budget
Environmental Impact Budget
Project Location
Contracts
Add the Contract and Scope of Work (contract templates make this easy), make any edits, and make sure they're marked as for your clients to sign.
Views
Filtered views of the project's Products & Services List can be used for design presentations, schedules, tear sheets, spec sheets, etc. that you will need as well as filtered views for each room.
Here are some suggestions for views:
Internal | Pricing Sheet
Internal | Concept Design
Internal | Concept Design Alternatives
Internal | Flagged for Revision
Internal | Detailed Design
Internal | Furniture Tear Sheets
Internal | Accessories Tear Sheets
Internal | Window Treatment Tear Sheets
Internal | Installation Day Item List
Contractor | Lighting Schedule
Contractor | Plumbing Schedule
Contractor | Finish Schedule
Contractor | Lighting Spec Sheets
Contractor | Plumbing Spec Sheets
Contractor | Finish Spec Sheets
Concept Design (for client; can also be used for presenting)
Detailed Design (for client; can also be used for presenting)
Receiver | Item List (can also be used for Expediter)
Filtered Products & Service views give you granular control and organization in your design project including FF&E schedules.
Click here to learn how to set up filtered Products & Service views in our How to Create and Use Views in Mydoma webinar.
Invoice(s) for the project's design fees
Files & Media Folders
Some example folders are:
Client Welcome Packet
Measurement Files (if needed)
Initial Photos (if needed)
Inspiration Photos
Progress Photos
Drawings
Questionnaire Responses
Appliances | Maintenance & Warranty Info
Finishes | Maintenance & Warranty Info
Furniture | Maintenance & Warranty Info
Lighting & Electrical | Maintenance & Warranty Info
Plumbing | Maintenance & Warranty Info
Appointments
We recommend that you:
Add an appointment for the discovery call and the initial consultation (this gives you a record of when those appointments were so you can see all of the project's appointments in one place)
Add appointments for all client meeting, site visit, etc. that have already been scheduled
Add an appointment with booking link for any appointments your client will book themselves (optional)
Questionnaires
To keep track of which questionnaires the clients have answered, we recommend that you:
Add the initial questionnaire and mark it as completed
Add any additional questionnaires
Tasks
Create Tasks for each step of your design process and include any checklists needed for each.
Some examples are:
Space Planning Tasks
Room Layout
Review architect’s plans
Sketch suggested changes
Walk through sketches w/ client (video if needed)
Revisions to architect
Furniture Layout
Sketch suggested layouts
Walk through sketches w/ client (video if needed)
Electrical/Lighting Layout
Sketch suggested layouts
Walk through sketches w/ client (video if needed)
Schedule on-site electrical walkthrough
Note changes and update files
FF&E Selection Tasks
Cabinetry/Countertops
Visit showrooms as needed
Input initial selections into Mydoma
Narrow selections
Present to client
Selections to builder
Lighting
Visit showrooms as needed
Input initial selections into Mydoma
Narrow selections
Present to client
Selections to builder
Flooring/Tile
Visit showrooms as needed
Input initial selections into Mydoma
Narrow selections
Present to client
Selections to builder
Appliances
Visit showrooms as needed
Input initial selections into Mydoma
Narrow selections
Present to client
Selections to builder
Plumbing
Visit showrooms as needed
Input initial selections into Mydoma
Narrow selections
Present to client
Selections to builder
Meeting Checklists and Notes
Initial Consultation
Review Intake Questionnaire
Identify key stakeholders
Get full contact details and availability for each stakeholder
Determine who uses the space
Examine how they use the space
Identify client timeline restrictions
Identify client budget restrictions
Identify project goals
Get basic measurements
Discuss client Welcome Packet
Client Presentation
Before Meeting | Send client meeting reminder
Before Meeting | Do a final review of all presentation materials; make sure everything is numbered and dated correctly
Before Meeting | Review timelines, budget, and scope of work
Before Meeting | Review presentation using client Presentation Mode
Before Meeting | Get samples ready
During Meeting | Set timer
During Meeting | Take detailed notes (in this task or in a project note)
During Meeting | Present design
During Meeting | Have client approve proposal
During Meeting | Have client approve drawings
During Meeting | Discuss next steps
After Meeting | Send Thank you follow-up message to client with next steps
After Meeting | Complete any revisions
After Meeting | Have client review and approve all revisions
After Meeting | Invoice client for items to be purchased (if you are doing procurement)
Pro Tip: Create a task (and task template) for each step of your design process and include all of the tasks in your project template, even if you are a solopreneur.
That way you don't accidentally miss a step when life gets hectic and everything will be set up and easy to explain to new team members as your business grows.
Click here to learn how to create task templates.
Notes
The notes section of your project is a great place to keep things like selection checklists and meeting notes.
Here are some examples of selection checklists:
Kitchen
Appliances
Refrigerator
Range/Cooktop
Wall Oven
Microwave
Dishwasher
Ice Maker
Trash compactor
Central Vac
Wine Refrigerator
Water Purification System
Plumbing Fixture Checklist
Sink
Faucet
Air Switch
Garbage Disposal
Pot Filler
Lighting Fixture Checklist
Recessed Lights
Chandelier
Pendant Lights
Outlets
Switches
Plate Covers
Under-Cabinet Lighting
Finishes Checklist
Countertops
Cabinetry
Backsplash
Flooring
Wall Color
Wallpaper
Trim Color
Ceiling Color
Doors, Trim, & Hardware Checklist
Cabinetry
Cabinetry Hardware
Doors
Door Hardware
Door Casing + Architraves
Window Casing + Architraves
Base Moulding
Quarter Round/Shoe Moulding
Window Sills
Crown Moulding
Chair Rail/Wainscoting
Furniture & Furnishings Checklist
Kitchen Table
Kitchen Chairs
Counter Stools
Rug
Rug Pad
Artwork
Accessories
Window Treatments
Pro Tip: In your project template, include a selections checklist for each of the room types you typically have and include all of the items that you may need.
When you create a new project from your template, you can delete any notes/checklists you don't need and remove any extra items from the checklists you do need.
Next Steps
Once your client has signed the contract and paid the invoice for your design services, it's time for the Development step.
If you need any additional support, click the question mark in the upper right-hand corner to chat with a member of our team.
Happy designing!