I could not think of a more appropriate title for this post – perhaps Designers Survival Guide might fit the bill! Just for the record, although I am ‘known’ as a Contractor and Consultant, nowadays concentrating on the latter (it’s an age thing!), I have designed some 250 gardens, including 37 RHS Show gardens, and worked with many of the finest designers of the time (and today) in the country in producing private gardens large and small.
As I have explained, I grew tired of people wanting free advice, and resolved that problem by splitting my designer persona from the contractor side of my business. However, I decided to use my experience as a contractor when dealing with my ‘design’ clients, adapting some of the practices previously so invaluable when creating the documentation for a tender/quotation reference construction projects.
Amongst these forms was a Client Instruction Form (my title, call it what you wish) which began by identifying the client and the site address. The form starts with these important notes, together with date, time and weather conditions at the time of interview.
The initial form did not include details of site survey, concentrating on the Client’s Brief To Designer, as these instructions will be needed to establish the basis of the clients requirements. It is extremely important at some stage – and why not from the outset? – to register/record the actual Brief.
I have mentioned Dangerous Words on another post, but on this initial interview, they can be very useful if the client asks for Wildlife Friendly, Noisy and exciting water feature, Safe water feature, organic vegetable garden, or any number of elements to be included in your proposed scheme. The list may be as long as you wish, perhaps even as a separate menu as a reminder, and can be adapted to your style of designing.
The main purpose of this Check List is to ensure that you have a written record of your instructions, to prevent the client from denying they asked for this or that when it comes to paying the bill! Included in the list will be a note of your fees and payment structure. By including these as a part of the Check List, they will be seen to be a part of the job, inasmuch as you are selling your time and expertise.
By highlighting the various ‘types’ of design input you offer, you will include office time, travelling time/expenses, research time – when you are investigating something special that the client has requested, perhaps a type of pumping system, lighting variations etc, that will require you to spend time on – site visits and the anticipated number, again including payment structure and dates. Certainly, when a client asks to have something they have bought/been given e.g. a statue, specimen plant, fountain etc, you may have to take advice or alter your original ideas to accommodate the item.
At the end of the initial interview, both you and the client should sign the document, copy for each, as this Check List will ensure that you have established the grounds for your engagement, avoiding any disputes regarding the clients instructions at a later date. (I know that most designers already operate a similar system, but I know of others who do not!)