Schematic Design Checklist for Interior Designers

 Here at Designer Sanity, we’re all about processes and checklists to keep your business running like a well-oiled machine.  In this 5-part series, we’re going to cover your checklists for everything that needs to take place during each of the 4 main design phases: Programming, Schematic Design, Design Development and Construction Documents.  

In a previous blog post I went over everything you need to know about Programming.  If you missed that, you can read that HERE.

For each of these phases, there is a list of key questions that need to be answered in order to move onto the next phase.  Knowing what these questions are, and answering them in order, will ensure your design process runs smoothly.  Curious about what the key questions are?  In this blog post I’m going to cover not only your schematic Design Checklist, but I’m really going to dig deep into the psychology of getting clients on board with your design vision.  

This is an in-depth blog post, so get your cup of coffee ready and read on for everything you always wanted to know about Schematic Design!

What is Schematic Design? 

Let’s back up really quickly and define exactly what the Schematic Design phase is for interior designers, in case it’s not a term you’re familiar with.  For interior designers, Schematic Design is the first design phase which takes place right after programming is complete.  

For many designers, Schematic Design is the most fun because it’s when you really get to create a vision for the project!  This is when you get to brainstorm all of your creative ideas for the space.  

The goal of Schematic Design is to pin down your floorplan layout and the general concepts for the design.  It’s that first round of conceptual design that needs to be defined so that you can move on to refining the design and pinning down your actual product selections in the next phase (Design Development).  

You may have another name for this first design phase, like “concepts'' or “preliminary design”.  Regardless of the name, getting this first design phase right sets the stage for the rest of the project to run smoothly, and you don’t want to skip any steps or leave anything out.  

Schematic Design Goals

In every design phase, I’m always thinking about what I need to accomplish in this phase so that I can complete the next phase with ease.  When it comes to Schematic Design, what I’m thinking about is “what do I need to figure out now so that I can be super laser-focused with my product selections and not waste a lot of time showing the client things they don’t like?” 

The Floorplan

One of the big goals of Schematic Design is to get the floorplan layout pinned down.  If you’ve done your job in Programming, this should be pretty easy.  You have gathered all of the background information you need to make informed decisions about how the floorplan should be laid out.  You know exactly what the client wants and needs, and the structural and functional considerations.  Normally we’ll show a couple of different options and then with the clients feedback, revise it down to a final layout.  By the end of Schematic Design you should have the floorplan layout figured out.  

Product list

One of the goals of the floorplan layout is to get a shopping list of all the items that will need to be selected in the next phase (Design Development).  Your shopping list will include appliances, plumbing fixtures, lighting fixtures, hardware, finishes, cabinetry, etc.  At the end of schematic design you should have a complete list including the general sizes & style direction of each item.  This will be your shopping list for the next phase, Design Development.  

Finishes List

Another important item that you’ll be pinning down in Schematic Design is general material selections and locations.  If you’ve done your job in Programming, you’ve already gathered your client’s concept images and have some good direction for this.  At this stage, we’re not worried about the precise specification of the finishes, like tile, but we want to know the general look and feel and location.  

Showing the client your design ideas at this phase can be as simple as thinking through each area and showing concept images for all your ideas.  The backsplash could go to the ceiling, or just to the underside of the cabinets… it could have an accent tile, or have a decorative shelf.  Now’s the time to show all these ideas and get the client's temperature reading on them by showing concept images.  

Storage Solutions

Another important thing to show at this phase if you're designing cabinetry is storage solutions.  There are so many different ways to store knives, spices, etc. - do they hate lazy susans or really want a mixer lift?  I’d suggest creating a standard kitchen storage solution presentation to show at this phase to get their feedback on what they like and don’t like, so when you get into the details during the next phase you have some good direction.  Clients have strangely strong ideas about storage solutions (whoda thought a lazy susan could be so divisive?!), and it’s good to get their feedback during the Schematic Design phase so you don’t design your scheme around something they’re going to hate.  

Types of Materials for lifestyle

Should you use natural stone or quartz?  Now's the time to show images and discuss the aesthetic and functional pros and cons of each type of material you’re considering for the space so you can be laser focused when it comes time to select the actual material in the next phase (Design Development).  

If you’ve done your job in Programming, you have a good understanding of how your client lives in the space so you can make good recommendations that will fit with, not only their aesthetics, but their lifestyle as well.  Do they use a cleaner weekly?  Do they have kids and pets?  Are they neat-freaks or relaxed when it comes to maintaining a tidy home?  Since you’ve answered these questions in Programming, you can easily make recommendations for the best ideas to fit with your clients lifestyle.    

Pin down that Style and all your Ideas!

At the end of Schematic Design, I want have “gotten inside my clients head” and know exactly their style is and the look and feel that they prefer for the overall project, as well as the aesthetics for each specific category of item that will need to be selected, such as plumbing, lighting, hardware, tile, etc.   

This is accomplished by showing the client concept images for everything that you will be selecting and developing in the next design phase (Design Development).  Make your checklist of everything that needs to be designed/selected.  Be sure you’re showing the client a concept image of every single thing to get their temperature reading.   

That coffee bar idea?   Image.  

That brass pendant lighting idea?  Image. 

Concept of green cabinet paint?  Image.  

The more specifically you can illustrate your ideas, the better.  Throw your net wide and then narrow it down to just your favorites to not overwhelm the client.  They should have a clear idea that everything is cohesive and works together. 

Then have lots of back-ups in your back pocket to pull out and show if they don’t like something.  Remember, it’s just conceptual at this point.  You’re not spending a ton of time working out every detail - it’s all about quick gestures without a ton of time investment.  

Have I met all of the client’s wants and needs?  Now’s the time to look back over that Programming design questionnaire and make sure that you have addressed every item on the client’s needs/wants and wish list.  

How to Get the Client on Board with Your Ideas

One quick tip - the client will not be open to hearing your ideas until they know you have listened to theirs.  That means, it’s a really good idea to always show them the layout they asked for first so they can relax and feel heard and seen - even if you think it’s a bad idea or doesn’t work.  Then, once you have their trust, you can show them your ideas for improving on the client’s original idea.  

We encounter this so often with clients, who aren’t designers but have rigid ideas of how a kitchen should be laid out in a way that we know doesn’t work.  Don’t lead with an argument.  Show them their layout.  Be sure they feel heard.  Then you can show them what you see that isn’t working and what you would recommend to improve the layout and achieve their goals in a more functional way.  It’s always about going back to the client's goals.  

Remember how you learned what the client’s goals were in the first phase?  Always have that top of mind when you are showing them your design ideas.  Remember, your design idea is not an end in itself.  Your design ideas are always in service to the client -to help them achieve their goal.  When the client sees this, they will be much more likely to listen to you and take your advice.  Never tell a client they can’t do something.  It’s their house, they can do what they want.  Instead, listen first, then tell them what you recommend.  You can stay in integrity with what you know is right and express that in a respectful way as a professional, but ultimately what the client does is up to them.     

How to Harness the Power of 3D in Schematic Design

Next question - should you show a 3D model during Schematic Design, or just 2D floorplans and images? My answer is it depends on your confidence level (confidence in your design, and confidence with your 3D modeling skills).  

When I first started, I would always just show 2D floorplans and images during Schematic Design, because I wasn’t sure what the client would like and I didn’t want to go too far down the wrong path and waste a lot of design fees.  This is fine, but I also realized that the more tentative I was about the ideas I was presenting, the more tentative the clients were about accepting them.  They took my lead, and it often took a lot of meetings to land on a completed design. 

As my experience level progressed, I grew to the point where I had confidence in a complete design concept that I wanted to show the client during our first Schematic Design meeting that I was pretty sure they would love.  This was largely due to the fact that I had gotten so good at getting inside their heads during my thorough Programming phase, by the way!

At that point, I went all in and started showing them the whole concept in a 3D model at the first Schematic Design meeting.  I’d start off showing the floorplans, images and discussing my thought process and the concepts we were presenting, and then I would go into the 3D model to really bring it all together and enable them to truly visualize and get on board with the vision.  

What I found is that when the clients can really see what you’re envisioning, they’re far more likely to get on board.  They’re less likely to pick apart little details because they can see how it all feels as a whole… it’s almost like it already feels DONE.  

I liked to call this the “shock and awe” presentation, because the client has gone from having a vague idea in their head, to really seeing it all come together in a complete vision.  It’s so fun to see their faces light up with delight, and they get really excited!  

One note about this method I will say is that I like to present in the 3D modeling program Chief Architect, and actually go into the working model and walk through the space with them.  I let them know that these are just ideas and we can change anything at this point.  

I will have alternate finishes, etc. in the model so I can quickly change things as we talk, and show them various options.  I think that’s important to note because the client can relax, not feeling like I am forcing something on them.  It’s the perfect blend of them feeling in control, but also aligning with our complete vision.  

So what I find with this method is clients will try out a few little variations (like some different backsplash options), but be on board with the design scheme as a whole.  I don’t think this would work as well if I was showing the client static images… I think it’s the feeling of collaboration and being able to tweak together and try some variations out in real time that helps them get on board and make decisions quickly in the meeting, usually wrapping up with a completed design scheme.  

Another way to do this is to show the client a black and white 3D model at this phase.  This can allow you to focus on the spaceplanning, but not get caught up or distracted by colors.  

Again, I find colors so easy to tweak in real time in Chief Architect, I’d rather put in the colors I recommend, and then tweak with the client as needed during the meeting to quickly make decisions and land on a finished scheme at the end of the meeting.  

For instance, I had a client who fell in love with a bright blue tile idea and wanted to see it as a full height backsplash.  I was able to quickly pop it in the model and they immediately saw it was TOO MUCH BLUE… never mind!  I loved that we were able to rule that out in about 2 minutes, instead of promising to email  them back images after the meeting, which would have taken tons of time and back and forth.  

To me, walking through a realistic 3D model in real time, being able to tweak as we go, has been a very effective way of getting the client to make decisions quickly and land on a completed concept by the end of our Schematic Design meeting, rather than drawing it out over a bunch of meetings, and emails.  

The Schematic Design Checklist

So those are my tips and tricks for a successful Schematic Design Phase.  As you can see, it all depends on having a successful Programming Phase (read that blog post HERE).  When you have a successful Schematic Design Phase, the client is excited and on board with the design vision, and you are able to move into the next phase (Design Development) with confidence, knowing exactly what needs to be done.  

Schematic Design Checklist

So our Schematic Design checklist could look like this - customize this to work for you!  

1. Floorplan Layout (show two - narrow down to one)
1. Floorplan layout should show all items to be selected and general sizes (for instance, 36” counter-depth refrigerator, new 24”x48” double-hung window).
2. Should also show general finishes and locations (for instance, stone slab countertop, wood floor, etc.)
2. Concept images for each item to be designed (so that you can select easily in the next phase):
1. Overall look/feel
2. Finishes & materials for each idea
3. Special design features - accent wall, fireplace, etc.
4. Appliances
5. Plumbing Fixtures
6. Lighting
7. Hardwrae
8. Cabinetry
3. Optional but recommended - 3D model in color or black and white to get the client's buy-in on the concept.  
4. By the end of Schematic Design, you should have a complete shopping list of every item to be selected with sizes and general quantities.

If you are in design-build working with a General Contractor, you will most likely be creating a preliminary construction budget after Schematic Design.  This budget will be pretty complete regarding the structure since the floorplan is done, but have allowances for all of the products and materials.  With the clients sign-off of the preliminary budget, you’ll be ready to move into the next phase: Design Development.  

So that’s our checklist for the Schematic Design phase!  Ensuring you’ve checked all of these items off your list  will allow you to move into the next phase with confidence.  

Our next blog post will discuss our checklist for the next phase of design: Design Development.