Hi everyone! This month’s discussion at AIBD’s Coffee With Bernie was about whether clients are a good fit, and how to have the right expectations from the beginning. We hope you enjoy this discussion!

We started with an ice breaker: We would like to hire you to design our home. We have ideas and photos of what we like, a budget for you to help us create a home, and a year to plan. What designers conveyed:

As architectural designers, it’s essential to find the right balance between creativity and practicality when working with clients. Based on feedback from fellow designers, the ideal client is one who comes with a clear vision, understands their budget, and is willing to engage in open communication throughout the process. Having a year to plan allows for thoughtful, deliberate design decisions, ensuring the project stays aligned with both the client’s aspirations and budget. Designers value clients who can collaborate not only with them but also with builders and interior designers, creating a cohesive team environment. A realistic timeline and openness to suggestions allow the design process to flow smoothly. Additionally, involving a builder early on is crucial, especially for projects with specific budget and technical needs, like passive house designs or energy-efficient homes. Patience, respect, and teamwork are key to creating successful, sustainable, and meaningful projects.

We then discussed assessing the client fit with several questions:

• How do you determine if a client is a good fit for your firm?
• What red flags might indicate potential issues with a client?
• How do you gracefully decline projects that aren’t a good match?

Assessing client fit is crucial for architectural designers to ensure smooth, successful projects. The process typically begins by evaluating the client’s expectations regarding budget, timeline, and design vision during the initial consultation. Red flags include clients who try to alter contracts, display unrealistic budgets, or don’t value the designer’s expertise. Clients with a history of issues with previous designers or those who attempt to micromanage can also signal potential problems. Pushy behavior or attempting to dictate how the designer should run their business often creates friction. Some firms use a pre-screening process or charge a consultation fee to filter serious clients and determine compatibility. When declining projects, it’s best to be honest and explain that the client’s goals and expectations do not align with the firm’s approach, preventing future frustration. Graceful exits, transparent conversations, and firm boundaries can help avoid difficult relationships and set the tone for future success.

Next, we discussed the communication and expectations of clients with these questions:

• How do you set clear expectations with clients from the start?
• What strategies do you use to ensure effective communication throughout the project?
• How do you handle clients with unrealistic expectations about budget or timeline?

In the discussions about communication and managing client expectations, architectural designers emphasized the importance of consistent and transparent communication throughout a project. Many noted that face-to-face meetings, whether on-site or over a meal, can resolve issues more effectively than digital communication alone. Regular updates, such as weekly Friday follow-ups, keep clients informed and build trust, while also providing an email trail for reference. Designers stressed that all clients, regardless of project size, should feel that their project matters. Setting clear expectations from the start, especially around timelines and budgets, helps avoid misunderstandings, with many designers offering timeline summaries or handouts as part of initial meetings. Handling clients with unrealistic expectations requires education—”taking them to school”—and reinforcing trust through honesty and transparency. Building long-term relationships is key, with repeat clients, referrals from past clients, builders, and networking events like those held by the Chamber of Commerce and the local Home Builders Association, playing vital roles in growing business.

As designers, we all had a well-rounded and helpful discussion!

We then talked a bit about mentorship through the AIBD with one of its members.

Scott, a Virginia Beach-based entrepreneur with a background in managing hardwood exports and graphic design, is on an exciting journey to expand his skills in residential design. After teaching himself CAD and joining the AIBD to connect with like-minded professionals, he’s actively seeking mentorship to improve his plan-drawing abilities. With experience managing home projects in the Bahamas but not yet creating plans, Scott is eager to practice and get feedback on his work. Fellow AIBD members have encouraged him to seek mentorship through the AIBD’s College of Fellows, avoid working for free, and attend upcoming conferences to network and grow. He’s also been advised to take advantage of the AIBD’s resources like contract templates and to prepare for entering categories in the ARDA awards. With his entrepreneurial mindset and determination, Scott is well-positioned to succeed in his next chapter as a residential designer!

As we meet each month, we continue to learn and grow!

A reminder that you can find all of the AIBD recordings on our YouTube channel at: https://www.youtube.com/user/AIBDOnline. And, you can find the AIBD events, including the Monday Minute at AIBD.org/mondayminute.

Until we meet again, thanks for reading!

Bernie