The importance of documentation

The Importance of Documentation

I cannot emphasise enough how crucial it is to be thorough and organised to stay on top of every element of your project. We have several documents that we always use to keep track.

Shopping List

Once the floor plans have been finalised, every single element on that floor plan will be numbered.

This number is then input into our shopping list - an Excel spreadsheet that records every element that needs to be bought for the room; from sofas, paint and fabrics right down to mirrors, lampshades and vases.

It is done by room and is an essential piece of documentation. Not only does it tell us what needs to be bought, but we also use it to record exactly what we buy along the way so it's a live tracker too.

Paint Schedule

This details to our contractors exactly where every paint colour or wallpaper is going. Within one room there are often multiple colours in multiple finishes, so you need to make it clear where you want these to go.

Including as much detail as possible will prevent any hold-ups or delays to your project.

Lighting Schedule

Similarly, this document details to contractors where you want every light to go, and the type of bulb and fitting it requires.

It will include a room name, a description of the light as well as a photograph so it's super clear.

The weight of a light can be important to note; if it's particularly heavy, there needs to be the right framing in place to support it.

The Worksheet

This is a piece of paper I use to describe in detail the specifics of a design element.

Take curtains as an example; I would include the fabric, the trim, the style I want, the hardware and the dimensions. It's very useful to include a detailed sketch too so that there is a visual representation of your ideas.

The worksheet then goes to the coordinator, who will enact all the steps involved to make this design a reality; working out a cost, reserving the fabric, organising the production and so on.

Every design element will have a worksheet, and it makes sure that nothing is forgotten or done incorrectly.

Punch List

After installation, we will walk through the project with the client to identify any issues or gaps and compile them into what we call a 'punch list'.

This then becomes a record of the final things that need to be done before the project is complete.