20 Time Saving Tips for Interior Designers

Discovering the value of your time includes understanding how important it is to manage, control, and protect it while still remaining flexible as a business owner.

In today's episode, we dive deep into time-saving tips tailored specifically for interior designers that will help you handle the minor inefficiencies so that you can spend your time in your zone of genius and the areas which are revenue generating. We'll cover the top areas that tend to take up time - sourcing, email management, and general time management.

6 Sourcing Hacks to get your time back

#1 - How to Best Use SketchUp

I have found that I save so much valuable time using Sketchup to truly streamline my design process and to showcase a comprehensive resource directory. Creating a system of how we are using SketchUp has been a game-changer in navigating relationships with vendors, manufacturers, and showrooms.

#2 - Use Buying Groups

Leveraging buying groups to access designer net pricing and building relationships with reps and vendors can help expedite your sourcing process. I would use your own discretion and due diligence but share a few that I have worked with in the links below.

#3 - Utilizing Vendor Support

Building solid relationships with reps and vendors is a great way to utilize their expertise and help to expedite the sourcing process.

#4 - Build a Trade Resource Directory

As you build relationships with vendors, manufacturers, reps and showrooms, you must have a streamlined place to keep all of their information and notes. I like to keep ours in AIrtable due to the functionality in creating filters and lists based on what you're trying to source. We keep information on contacts, how to order, any URL's needed, what they are known for, features, notes on the company, and our ratings of working with each one.

#5 - Create a well-organized materials library

Having a meticulously organized materials library may take some time initially but is worth its weight in gold in the long run. (You can see how we organize our materials here!). The ability to see and price materials quickly can save time and build more accuracy and transparency into your client proposals.

#6 - Utilize Standard shipping rates

Instead of calculating a shipping cost for every item, we choose to standardize our shipping costs (which we developed using historical data analysis and working with our bookkeeper). This single change has simplified the cumbersome task of calculating the shipping costs for every item and allows us to save time without compromising on profitability.

4 Tips to Manage Your Email

Email management is a challenge that can lead to email overload, an email blackhole and can steal away productivity. Aside from setting email checking windows an sorting systems and filters, I have a few other strategies to tame your email and regain control of your time.

#1 - Use canned email or templates

This is one of my favorites! Whether you're responding to inquiries about hiring, product information, or general business inquiries, having pre-written template emails ready to go in your Gmail (or preferred email platform) can be a massive time saver. By creating these templates as you encounter common scenarios, you streamline your response process and free up valuable time for other tasks.

#2 - Email Swiping on the Phone

When I am faced with a backlog of unread emails, especially after a busy period, I switch from my desktop to my phone. With the swipe of a finger, I can quickly sift through emails, deleting or marking them as read with ease. For emails requiring a brief response, I utilize voice dictation to compose and send replies swiftly. This approach not only helps clear out my inbox efficiently but also prevents me from getting bogged down in lengthy email exchanges.

#3 - Pause your Inbox

I use Gmail's "Pause Inbox" feature during times when I need to focus deeply on a task without distractions. By temporarily halting the influx of new emails, I can reference and respond to existing messages without being tempted by incoming ones. This feature allows me to maintain control over my workflow and stay focused on priority tasks without succumbing to email distractions.

#4 - Use Auto-Labeling Features

In terms of organization, leveraging labels and rules within my email system has been invaluable. By automatically tagging incoming emails based on criteria such as client names or project stages, I can quickly locate and manage relevant messages. This systematic approach ensures that nothing falls through the cracks and allows for efficient retrieval of information when needed.

- Related -

10 More Productivity Tips to Create More Efficiency in Your Day

#1 - The Power of Automations

I'm a firm believer in the power of automation. Whether streamlining client onboarding processes or sending out invoice reminders, automating repetitive tasks saves time and minimizes the risk of oversights. Tools like Dubsado or HoneyBook have been instrumental in orchestrating these automated workflows, allowing me to focus on more value-added activities.

#2 - Timeblocking

I know this is not a new concept but time blocking is another cornerstone of my time management arsenal. By allocating specific blocks of time for different types of tasks throughout the week, I minimize context switching and maximize productivity. Whether it's designating Mondays for financial tasks, preserving Wednesdays for deep work, or dedicating Fridays to wrapping up loose ends, this structured approach ensures that each day serves a purpose and fosters a sense of rhythm in my workflow.

#3 - Link Google Docs to your Calendar Events

Another step I take to organize my calender is that I often use a Google Doc, that is tied to a calendar event for recurring events. If I am doing a task repetitively every Monday and there is an SOP related to that task or notes related to that task, I attache the Google Doc inside the calendar event. That allows me to very quickly see the task and what time has been set aside to complete the tsk while also being able to click to any notes or how to information on the task. I utlizie this method for meetings as well that may have an agenda I would like to quickly access inside my Google Docs.

#4 - Time Tracking

Tracking time with precision is paramount to optimizing productivity. I rely on Harvest for its intuitive time-tracking capabilities, both on desktop and mobile devices. Whether I'm at my desk or on the go, Harvest makes it seamless to record billable hours, track project progress, and manage time effectively. By staying disciplined with time tracking, I gain valuable insights into my productivity patterns and can make informed decisions about resource allocation and project management.

#5 - Protect your White Space

Another strategy that I implement is having "Whitespace Wednesdays," a practice that involves protecting dedicated time for deep work. Deep work, as defined, is essential for fostering creativity and enabling individuals to delve deeply into their tasks without interruption. By setting aside a specific day each week for this purpose, such as Wednesdays, I can optimize my productivity by minimizing distractions and fully immersing myself in the projects I have going on.

#6 - Using time management tools like the Time Timer can further enhance productivity by providing a visual representation of time and helping us to stay focused on the tasks at hand. The visual aid of the timer can serve as a reminder to allocate my time efficiently and keeps me from getting sidetracked.

#7 - Create Standard Operating Procedures (SOPs) for efficient business operations

The creation and implementation of Standard Operating Procedures (SOPs) is critical for creating efficiencies in your interior design business. SOPs serve as comprehensive guides detailing how to perform various tasks within a business, thereby streamlining processes and facilitating consistency. Whether it's invoicing clients, handling claims, or managing taxes, having SOPs in place can significantly reduce cognitive load and ensure smooth operations, particularly as a business grows and scales.

#8 - Utilizing Loom for communication

Leveraging communication tools like Loom for creating explanation videos can greatly enhance collaboration and streamline communication processes with your clients. These videos allow for clear and concise explanations, making it easier to convey complex ideas or concepts to clients or team members. By visually demonstrating concepts or providing walkthroughs, Loom videos can expedite decision-making and foster better understanding with your clients.

#9 - Streamline meeting coordination

Utilizing polling tools like Survey Monkey for scheduling meetings can simplify the coordination process, particularly when dealing with multiple clients, vendors, contractors, etc. whom may have conflicting schedules. By allowing participants to indicate their availability, polls enable you as the designer to identify convenient meeting times quickly and eliminate the need for lengthy email exchanges and minimize scheduling conflicts.

#10 - Boomerang for Gmail

This may be one of my favorite tools to use with my Gmail. Integrating email management tools like Boomerang for Gmail can streamline scheduling and improve time efficiency. Features like suggested times and email scheduling empower users to take control of their calendars and communicate more effectively. We you automate tasks and minimize manual coordination, Boomerang helps optimize workflow and maximize productivity.

Mastering the art of time management and creating more space for true productivity and creativity is crucial for achieving success as an interior design business owner. By implementing strategies such as whitespace scheduling, leveraging productivity tools, and embracing efficient communication methods, you can enhance your productivity, reduce stress, and ultimately achieve your business and design goals with greater ease and efficiency. So, whether you're a solopreneur or part of a growing team, investing in effective time management practices can help to create the space you need to do your best work while also increasing your revenue and time for your personal life.

Resources mentioned in this episode: