I am back for round two of Q&A all about the “How To” into the interior design world. Honestly, I couldn’t be any more excited about this post. In today’s series, I want to dig a bit deeper into scheduling and what that looks like in my day to day life. So much of this business is a juggling act. One second everything is going in perfect synchronization (contractors are on time, no kids are sick, happy clients), then one card falls, and your task is to ensure the remaining cards stay in the air and not crashing to the floor. The daily schedule of an interior designer is never the same. Over the years I have tried many different ways to make the most of each day, and now that I have a system that genuinely works for maximizing my productivity I want to share it with you!
Time management is vital in my daily schedule, and while I talk about it in depth in the blog, I also wanted to touch on a few other topics that take a good chunk of my time which are client meetings, vendors, plus a few tips for things I have learned the hard way.
Q&A with Melissa Roberts, a Houston Interior Designer
How do you organize/prioritize your daily schedule between client meetings, vendors, emails, design, etc.?
I have a set daily schedule that applies to every day of the week. M/W/F are office days while T/Th are client meetings and errands days. Like I briefly discussed in the last Q&A interior design has a lot of business work behind the scenes which require a lot of details and computer work; 90% business and 10% design. Sometimes my daily schedule must be changed to cater to clients and their needs, but for the most part, this is how I schedule my weeks. Tuesdays and Thursdays are job sites visits, meetings with vendors, sourcing at showrooms, etc. My M/W/F are spent answering emails, coordinating with my employees, submitting in QuickBooks, creating invoices, designing homes, and so much more. Something else I made a priority this year is my health. I let work take over my life, and I rarely worked out which was making me feel terrible. Now I plan 1 hour a day for me time, which is spent at the gym. Skipping is not an option.
How do you prepare for a design consult meeting?
Before I meet with new clients, I have the client complete a questionnaire using google docs. Within this document, I ask several questions about the specific project but also to try and learn more about my client, the family, and their personalities. I also request images of the space as is which allows me to familiarize myself with the room before I step foot into the home. Sometimes I get such great pictures. I can sketch the space up before the meeting, so once there, I can simply insert measurements.
How did you go about finding your suppliers/vendors for samples, flooring, etc.?
What did we do before the internet? Fortunately, my entire career has been during the days of Wi-Fi. I find many sources from designer Facebook groups, Instagram business pages, local design centers, as well as interior design markets (such as Dallas Market Center). Every day I discover a new source, but I have my go-to suppliers with whom I have developed a relationship. For specialty items, I love trying out new vendors and working with something new in my design.
Rapid Fire Questions
Best tip or app for staying organized?
Get yourself a calendar (electronic and/or paper) and a design program.
Best time management tool?
Google Calendar
How do clients pay you?
I require a retainer in full before I begin working on a project. Once I receive payment, I start designing and submit the final plans for approval. I then ask for the “budget” money and apply this payment to make the purchases for my clients. I never start a project or make any purchases before receiving the funds.
Where do you hold meetings for potential clients/clients?
Every client situation is unique. I have met clients for coffee, hosted meetings at my house (which doubles as my office), met at the client’s home, cafes and bakeries, etc.
What software do you use to create design boards?
I am slightly obsessed with the simplicity of PowerPoint. I also have Photoshop and use it when necessary.
Is there a dress code you follow when meeting clients?
If you consider yoga pants and my favorite MRI hat a dress code then, yes! KIDDING! It’s interesting and exciting to learn about my clients and their needs. I have clients who I have learned prefer a casual designer and who is more relatable to the “real world” but also have clients who require more of the “professional” appearance. For the first time meetings, I always go with business casual. I love a cute top, maybe even an MRI shirt, with jeans, and my favorite pair of slides.
Do I need a business license to start an interior design business?
All you need is self-discipline, motivation, a sales tax number, and possibly an LLC.
Did you create a contract or letter of agreement for clients?
Yes! If there is one lesson that I am still using from nursing school, it is “CYA” Check Your A$$. Mine is very simple in structure but contains all the basic principals to protect you and your client.
What is one item you spent money on when getting into the business that was a waste?
A simple website; I found that this is not where you should “save” money in the beginning. Do you what you do best and let others do what they do best. Hire someone to design your site and use a quality host like WordPress. Start with a professional website!
What is one item you wish you would have spent money on when getting started?
A high-quality lens for my camera. I am currently researching lenses and hoping to find one more option to have on hand! A professional photographer is always the best choice, but sometimes it isn’t an option. One more note; a design program to keep the designer, the client, and the contractors organized! I use MyDoma!
Shop My Camera Gear
How do you come up with designs to show your clients?
My priority is my client. My client inspires me through their personality, their needs, their likes and dislikes, their wants, and their inspo.
How much work is local and how much is online?
While I have released E-Design under my services tab, I have yet to announce it on social media or any other platforms. My calendar is so full right now I am not sure I have time for E-Design, but this is something I am currently focusing on and hoping to hire more help that will allow me to be more readily available.
Advice from Melissa Roberts, founder of MRI
What have you learned over the years in terms of time management with work/life balance?
As you may know by now, I homeschool my son, Maddox. Work can and does become overwhelming, and I find myself slacking as a mom and a wife. A goal I set this year was to do better at managing all these aspects of my life. It is a work in progress, but I am making small changes along the way. I am adhering to my daily schedule (as discussed in the beginning), limiting the number of projects I contract to at a time, plan out time to school the man-cub, and have significantly reduced the amount of time I work in the evenings. The key? Life can be as stressful or as easy as you let it be. Life can be as fun or as stiff as you allow it to be. Life can be all work, all play, or a healthy balance. It is up to me to set these limits so that I live a life full of design projects that are a counterbalance with family and God; these two are my priorities.
What is your best advice on how to “sell” yourself to a potential client?
Any business owner knows that all contracts, agreements, & sales are a collaboration. What often gets lost when people think of the word “collaboration” is the true meaning of this verb. Collaboration is not something that benefits one party. Partnerships should be beneficial for each party. In my case as an interior designer, my clients need to understand and see my value which leads them to hire me and signing a contract. I must show them why I should be their designer amongst the other thousands upon thousands of designers they have to choose. I offer affordable and personalized design services which are honestly hard to come by these days. While coming up with a cohesive design is something most designers can do, many don’t offer personalization and benignity as well. It is crucial for me to relate to my clients so I make sure I offer them a service that they will not only love but enjoy as well.
How do you decide if a client is the right fit for you to take on? How do you let them down if they are not?
If a potential client starts the conversation with “I had to fire my last designer” or “My last designer was awful” I am probably scared away immediately. Now, this is not always the case, but in many cases, it is a red flag and something to pay attention. Another aspect that is a MAJOR factor when choosing which clients to refer out and which clients to take on is my existing workload. I only allow myself to handle so many projects at once. I don’t have a specific project number I stick by, but I do keep track of my projects, the amount of time I need to spend on each, and how much time I have left to cater to new clients. Each client deserves the personalized care I mentioned earlier so I must be mindful of existing projects as well as potential projects. When I am not able to accept a new client/project I kindly let them know that my schedule is full and am happy to refer them to other local designers who I genuinely believe.
I believe organizing your daily schedule whether you are an interior designer, doctor or stay at home mom is vital. In today’s world we are always being pulled and tugged in a thousand different directions and for me waking up and knowing what I have before me for the day helps me focus and push through even on the days I don’t feel like it.
I LOVED the feedback from the last Q&A series. It guided me in the direction for today’s blog; please continue sending me any questions you have about interior design or life in general. Contact me either on Facebook, Instagram, or comment here on the blog. Let me know what the next Q&A segment should incorporate #Q&AwithMRI.
