Do you provide a list/doc of design choices to your contractor for a rehab project?

[Kevin Cullen]

Hi there! My first full rehab project is underway on a unit in a duplex and I'd love to hear from the BP community about how y'all typically handle communication of your design choices to you contractor.

I am currently putting together a document that contains paint colors, faucet brands/models/links, hardware and finishes, etc. I'm just wondering if anyone has found success with a specific checklist of items they provide to their contractors either and whether they are treated as concrete rules or at simply guidance on style and such during the rehab process. In theory, I'm imagining this doc can be used again and again for each rehab to streamline the process in the future and keep my contractors and myself on the same page.

Would love to know what you've found successful. I appreciate your thoughts! 

[Matthew Masoud]

Effective communication with your contractor during your duplex rehab project is key. Creating a detailed design document including paint colors, faucet details, hardware, and finishes is a great start. Describe your desired style and mood clearly, using images or mood boards. 

Allow for flexibility, as unexpected challenges may arise. Maintain clear communication channels through meetings or emails and prioritize decisions that impact the project early on. Encourage feedback from your contractor and update the document as needed. Respect their expertise and be open to their suggestions. If design choices affect the timeline, communicate this clearly. 

Review the document with the contractor before starting to ensure agreement. Define completion expectations precisely. This approach ensures everyone is on the same page, enhancing collaboration and project success.

[Bruce Woodruff]

Speaking from the Contractor's perspective......first of all - bless your heart for even thinking like this! It will make your GC very happy, help keep the job on schedule and keep the cost down overall. And not to mention keeping the dreaded Change Orders to a minimum....they are the ultimate job killer.

I used to have a multi-page (depending on the size of the job) checklist where I asked the client - as soon as we signed the contract - to identify in writing virtually every design choice and sign off on it....right down to the drywall corner detail and texture, the kitchen counter edge detail, etc. Plus all the fixtures - electrical and plumbing....knobs, light switches and plugs, cans, pendants, faucets, appliances, etc...everything.

And yes, they are concrete rules, mainly for you. It's not the Contractor who is constantly changing things once the job gets going, it is the customer. I make these a legal document, referred to in the contract as 'Exhibit B' or whatever you want. And you both sign it and stick to it.

[Kevin Cullen]

Quote from @Matthew Masoud:

Effective communication with your contractor during your duplex rehab project is key. Creating a detailed design document including paint colors, faucet details, hardware, and finishes is a great start. Describe your desired style and mood clearly, using images or mood boards. 

Allow for flexibility, as unexpected challenges may arise. Maintain clear communication channels through meetings or emails and prioritize decisions that impact the project early on. Encourage feedback from your contractor and update the document as needed. Respect their expertise and be open to their suggestions. If design choices affect the timeline, communicate this clearly. 

Review the document with the contractor before starting to ensure agreement. Define completion expectations precisely. This approach ensures everyone is on the same page, enhancing collaboration and project success.

 Great advice, @Matthew Masoud! I appreciate your response! Navigating that give and take with your contractor when things pop up is what I'm hoping to make easier for the both of us. Do you have a standard design document like this that you could share? I'd love to see how different folks handle this type of thing.

Also, I see you invest in Columbus! I just closed on my duplex in Driving Park, which is the project I referenced here. I'd love to connect and chat more about Columbus whenever you have the time!

[Kevin Cullen]

Quote from @Bruce Woodruff:

Speaking from the Contractor's perspective......first of all - bless your heart for even thinking like this! It will make your GC very happy, help keep the job on schedule and keep the cost down overall. And not to mention keeping the dreaded Change Orders to a minimum....they are the ultimate job killer.

I used to have a multi-page (depending on the size of the job) checklist where I asked the client - as soon as we signed the contract - to identify in writing virtually every design choice and sign off on it....right down to the drywall corner detail and texture, the kitchen counter edge detail, etc. Plus all the fixtures - electrical and plumbing....knobs, light switches and plugs, cans, pendants, faucets, appliances, etc...everything.

And yes, they are concrete rules, mainly for you. It's not the Contractor who is constantly changing things once the job gets going, it is the customer. I make these a legal document, referred to in the contract as 'Exhibit B' or whatever you want. And you both sign it and stick to it.

 It's great to hear your perspective from the contractor side, Bruce! I'm glad this sounds like it would be a helpful way to approach the project. I am a software/web designer and developer by day, so I have a tendency to want to systematize as much as possible.

I like the idea of including that as a part of the contract so both sides are on the same page. I would love to get my hands on that checklist if you still have it handy anywhere! I bet I know quite a few investors who would find that to be super helpful.

Thanks again for sharing your experience and insight 🙌🏻

[Matthew Masoud]

Quote from @Kevin Cullen:

Quote from @Matthew Masoud:

Effective communication with your contractor during your duplex rehab project is key. Creating a detailed design document including paint colors, faucet details, hardware, and finishes is a great start. Describe your desired style and mood clearly, using images or mood boards. 

Allow for flexibility, as unexpected challenges may arise. Maintain clear communication channels through meetings or emails and prioritize decisions that impact the project early on. Encourage feedback from your contractor and update the document as needed. Respect their expertise and be open to their suggestions. If design choices affect the timeline, communicate this clearly. 

Review the document with the contractor before starting to ensure agreement. Define completion expectations precisely. This approach ensures everyone is on the same page, enhancing collaboration and project success.

 Great advice, @Matthew Masoud! I appreciate your response! Navigating that give and take with your contractor when things pop up is what I'm hoping to make easier for the both of us. Do you have a standard design document like this that you could share? I'd love to see how different folks handle this type of thing.

Also, I see you invest in Columbus! I just closed on my duplex in Driving Park, which is the project I referenced here. I'd love to connect and chat more about Columbus whenever you have the time!

 I have a very good relationship with my contractor and he knows my expectations so he chooses most details.

Yeah absolutely. Most of my property is in Dayton but I've got a few in Colombus, let's connect.

[Alecia Loveless]

@Kevin Cullen My contractor works with many other investors. He is familiar with the items that are the best quality and the best value for the cost in the types of properties I own. He also understands that I want to have a nicer quality rental than many of the other investors he works for so when it comes to the finishing touches he keeps that in mind.

We collaborate on things he thinks I might like to have an opinion on but pretty much I let him have the freedom to pick and choose materials and then if there’s an option such as between two vanities or two types of flooring he sends me pictures of the materials and I make the final decision.

[Chris Seveney]

@Kevin Cullen

Absolutely

These are typically called specifications

As noted communication and a very clear contract are important. Let’s take paint for example, painting all the walls one color and ceilings a color is a lot more affordable than different paint colors in every room or having accent walls in a home.

Certain flooring is more expensive as well, 3” wide wood flooring takes more labor than 5” as another example

Thus being clear with what finishes you are wanting will impact pricing and no one likes surprises

[Kevin Cullen]

Quote from @Alecia Loveless:

@Kevin Cullen My contractor works with many other investors. He is familiar with the items that are the best quality and the best value for the cost in the types of properties I own. He also understands that I want to have a nicer quality rental than many of the other investors he works for so when it comes to the finishing touches he keeps that in mind.

We collaborate on things he thinks I might like to have an opinion on but pretty much I let him have the freedom to pick and choose materials and then if there’s an option such as between two vanities or two types of flooring he sends me pictures of the materials and I make the final decision.

 Thank for sharing your experience, Alecia! I think that makes a ton of sense once you build up a good working relationship with your contractor.

[Kevin Cullen]

Quote from @Chris Seveney:

@Kevin Cullen

Absolutely

These are typically called specifications

As noted communication and a very clear contract are important. Let’s take paint for example, painting all the walls one color and ceilings a color is a lot more affordable than different paint colors in every room or having accent walls in a home.

Certain flooring is more expensive as well, 3” wide wood flooring takes more labor than 5” as another example

Thus being clear with what finishes you are wanting will impact pricing and no one likes surprises

 These are great points, Chris. I appreciate you sharing your thoughts!