Designing Your Dream Home

1 Getting Started and Staying Organized

As you begin the laborious task of having your home designed and built or remodeled, it is imperative that you take time to get organized. Getting organized at the outset of the design process will save time and money while reducing stress and headaches.

At the end of this chapter, you’ll find basic forms to keep you organized: contact information forms for team members, real estate people, and utilities; a To Do List; a Comments form; a Product Sample Manifest; a Product Sample Fact Sheet; and meeting notes forms. These forms will help you keep critical information at your fingertips, and allow you to stay on top of the communication that takes place at meetings with your team. In the following pages, I’ll explain when you use these forms and where to store them.

WHAT YOU WILL NEED TO GET STARTED

I recommend using a simple system of tote bags, binders, and wheeled luggage to keep everything you need at hand. The tote bags are lightweight and the contents can be easily identified; the bags serve as a portable file cabinet. The binders are easy to use, easy to update, flexible in size, and serve as portable file folders. The wheeled luggage is an easy way to organize samples and carry them around.

TOTE BAGS

Use three to five tote bags, depending on the size of the bag. These can be inexpensive tote bags made of a soft material, the type often given away at conventions or events.

THREE-RING BINDERS

You’ll want 12 three-ring binders in these sizes: 4 one-inch, 7 two-inch, and 1 three-inch. If you will not be doing due diligence (this is explained in Chapter 3) and not dealing with a Homeowner Association, you will need two fewer of the one-inch binders. Choose binders with plastic sleeves on the front cover so you can slide in a piece of paper identifying the binder contents. You will also want to be able to slide the binder title in the spine of the binder. A plastic pouch inside the front and back cover of the binder is a convenient place to store pages temporarily that need to be inserted into the binder.

Additionally, purchase a box of heavy-duty plastic sleeves, a pack of plastic sleeves that hold business cards, and a plastic zippered pouch to hold receipts, all three-hole punched.

WHEELED LUGGAGE AND ZIPPERED
PLASTIC BAGS

Use a piece of wheeled luggage with a pull-up handle to hold samples such as stone, tile, brick, carpet, hardware, and paint colors. Zippered plastic bags are a convenient place to keep samples in the wheeled luggage.

The benefit of the tote bag/binder system is that it easily keeps everything you need at your fingertips. All you have to do is grab the tote bag pertinent to the meeting you’re going to or the job you’re doing. You can easily have them all in the car with you at any time. As you collect information, you can slip it into the tote bag holding the pertinent binder and file it when you get home.

Or you may choose a different approach to carrying and storing the multiple items needed to keep organized. Whatever your approach, get organized!

HOW TO USE YOUR TOTE BAGS

Designate one tote bag for supplies. You’ll need

Blue painter tape

Calculator

Correction tape or fluid

Paper clips

Pens, pencils, highlighters, and erasers

Plastic sleeves

Post-it notes

Retractable fifty-foot tape measure, cloth tape measure, and ruler

Rubber bands

Scissors

Scotch tape

Stapler and staples

Three-hole punch

Tracing paper and note-taking paper

The other tote bags will hold the three-ring binders. In the following pages you’ll find recommendations for the contents of each binder. You can decide which binders you want grouped together in the same tote bag. The size of the binder and the size of the tote bag will determine how many binders will fit.

To identify easily which tote bag holds which binders, you can tie a different colored ribbon to the tote bag handles, use a luggage tag, use different colored tote bags, or come up with some other identifying mark.

HOW TO ORGANIZE
YOUR BINDERS

Create cover pages and spine strips for each of the 12 binder names. Decide which binders you want in which tote bag. If identifying and coordinating with color is important to you, you can print the cover page for your binder on colored paper to match the color of the ribbon tied on the tote bag or the color of the tote bag.

The 12 binders are

Binder 1: Blank Forms (three-inch binder)

Binder 2: Hiring Your Team (one-inch binder)

Binder 3: Due Diligence (one-inch binder)

Binder 4: Design (two-inch binder)

Binder 5: Team Meetings and
Communications (two-inch binder)

Binder 6: Existing Content/Wish List Photos and
Tear Sheets (two-inch binder)

Binder 7: Homeowner Association (HOA) and
Municipality (one-inch binder)

Binder 8: Financial, Legal, and Insurance
Information (two-inch binder)

Binder 9: Shopping Forms and Checklists
(one-inch binder)

Binder 10: Product Brochures and Specification
Sheets (two-inch binder)

Binder 11: Final Selections (two-inch binder)

Binder 12: Builder Discussions (two-inch binder)

BINDER 1: BLANK FORMS

This binder should include blank copies of all the forms in this book related to your home. Any form that does not represent an area you will be using in your home should not be copied. This book covers 32 rooms; if your home will only have 12 of the rooms, then copy only forms for those 12 rooms. (See Appendix 1, page 348, for a complete list of forms and where you will find them in this book.)

Photocopy each form and put those blank copies in Binder 1. You will need to make multiple copies of some of the forms; these are indicated by an asterisk throughout this chapter and in the list in Appendix 1. You will need a copy of the Bathroom Checklist and Bathroom Storage Item Checklist for each bathroom, the Bedroom Checklist and the Bedroom Closet Checklist for each bedroom and bedroom closet, and the Individual Room and Closet form for every room and closet you will have in your home. Depending on how many architects, interior designers, and builders you will be interviewing, you will need multiple forms for the questionnaire.

Suggested titles for the tabs in this binder:

Architect Site Visit/Change Order Form

Architectural Plan Review Forms

Builder Discussion Forms

Comment Forms

Contact Information

Design

Due Diligence Forms

Entire-Home Selection Forms

Hiring My Team Forms

Meeting Notes Forms

Miscellaneous Storage Checklists

Noise Checklist Form

Product Sample Forms

Room Checklist Forms

Shopping Forms

To Do List

Later, once you begin completing these forms, you will transfer them to different binders, as explained in the following pages.

BINDER 2: HIRING YOUR TEAM

This binder will contain information related to hiring your architect, interior design, builder, and consultant team. This binder will contain

Architect Comparison Chart

Architect Questionnaire

Builder Comparison Chart

Builder Questionnaire

Interior Designer Comparison Chart

It will also include

Lists of architects, interior designers, and builders you are considering

Correspondence with potential architects, interior designers, and builders

Lists of interview questions for architects, interior designers, and builders, along with your notes on their answers. (Create your own list of questions using the suggestions on pages 28, 31, and 34 as a guide.)

Answers to the questions you asked when taking the potential architects and/or builders to the site. (Create your own list of questions using the suggestions on pages 28 and 34 as a guide.).

Contract points to discuss with your attorney. (Create your own list of points, using the suggestions on pages 29, 32, and 35 as a guide.)

Suggested tabs for this binder:

Architects

Builders

Consultants

Interior Designers

Other

BINDER 3: DUE DILIGENCE

This binder will contain information related to due diligence you are performing on a piece of property you want to purchase. You’ll file these filled-out forms in Binder 3:

Due Diligence Information Fact Sheet

Homeowner Association Information Fact Sheet

Municipality Information Fact Sheet

Real Estate Contact Information

This folder will also include

All printed marketing brochures and sheets on the property and any information received from the companies involved

Contracts

Due diligence questions and answers (create your own list of questions using suggestions in Chapter 3).

Notes taken when viewing property with realtors and potential architects and builders.

Suggested tabs:

Appraisal Information

Attorney Communications

Banker or Mortgage Company

Contact Information

Contracts

Due Diligence Information Fact Sheet

Due Diligence Questions and Answers

Home Inspector Information

Homeowner Association (HOA) Information
Fact Sheet

Municipal Codes, Zoning, and Building Information
Fact Sheet

Property Flyers or Fact Sheets

Title Company

BINDER 4: DESIGN

The information contained in this binder will communicate to your entire team your vision of your dream home and any building restrictions imposed by the Homeowner Association (HOA) or municipality. Add a plastic sleeve to hold business cards. These should be followed by all design-related forms.

Forms and checklists that will go into Binder 4, once you have filled them out:

Apartment Area Checklist

Architect Contact Information

Attic Checklist

Bar Checklist

Basement Checklist

Basic Bedroom Fact Sheet

Basic Design Fact Sheet

Bathroom Applications for Stone/Tile Checklist

Bathroom Checklist

Bathroom Storage Item Checklist

Bedroom Checklist

Bedroom Closet Checklist

Breakfast Room Checklist

Butler’s Pantry Checklist

Ceilings, Doors, Floors, Lighting, Walls, and
Windows Checklist

Closets in Your Home Checklist

Common Household Item Storage Checklist

Control Room Checklist

Dining Room Checklist

Driveway Checklist

Electrical Checklist

Electrical Plan Review Checklist

Elevation Plan Review Checklist

Entry Foyer Checklist

Exercise Room Checklist

Existing Contents of the Home Checklist

Exterior and Interior Christmas Lights and
Decorations Checklist

Exterior Applications for Stone/Tile Checklist

Exterior Elements for Your Home Checklist

Exterior Front Entry Checklist

Family Room Checklist

Floor Plan Review Checklist

Garage Checklist

Garage Item Storage Checklist

Garage Vehicle Checklist

HVAC Checklist

HVAC Plan Review Checklist

Individual Room and Closet Fact Sheet

Interior Applications for Stone/Tile (Excluding
Bathrooms) Checklist

Interior Designer Contact Information

Kitchen Appliance Checklist

Kitchen Cabinet Layout Checklist

Kitchen Checklist

Kitchen Island Checklist

Kitchen Item Storage Checklist

Kitchen Pantry Checklist

Kitchen Plumbing Checklist

Laundry Room Checklist

Library Checklist

Living Room/Great Room Checklist

Mechanical Room Checklist

Media Room Checklist

Miscellaneous Information Checklist

Morning Kitchen/Counter Checklist

Mudroom Checklist

Nursery Checklist

Occupants of the Home Checklist

Office Checklist

Playroom/Game Room Checklist

Plumbing Checklist

Plumbing Plan Review Checklist

Pool House Checklist

Porch, Patio, Deck, and Balcony Checklist

Powder Room/Half Bath Checklist

Rooms in Your Home Checklist

Safe Room Checklist

Specialty Room Checklist

Stone/Tile Cuts Checklist

Things That Make Noise Checklist

Wine Room Checklist

Suggested tabs:

Architectural Plan Review Checklists

Basic Design Information Checklists

Bathrooms Information

Ceilings, Doors, Floors, Lighting, Walls, and
Windows Checklist

Christmas Lights and Decorations Checklist

Closet Checklists

Contact Information

Contents Checklist

Electrical, HVAC, and Plumbing

Exterior Information

Garage Information

HOA and Municipal Design Information

Kitchen Information

Noise Checklist

Room Information

Rooms in Your Home Checklist

Stone/Tile Checklists

Storage Checklist

BINDER 5: TEAM MEETINGS AND
COMMUNICATIONS

This binder will contain all communications with your team:

Discussion points for the next meeting with your team

Timetables provided by members of your team

It will also include these filled-out forms:

Architect Meeting Notes

Builder Meeting Notes

Consultant Meeting Notes

Interior Designer Meeting Notes

Landscape Architect Meeting Notes

Subcontractor Meeting Notes

Suggested tabs:

Architect Communications

Architect Timetable

Blank Architect Site Visits

Blank Change Orders

Builder Communications

Builder Timetable

Consultant Communications

Consultant Timetable

Interior Designer Communications

Interior Designer Timetable

BINDER 6: EXISTING CONTENT/WISH LIST
PHOTOS AND TEAR SHEETS

Once you have filled out the Existing Contents of the Home Checklist (page 75), file it in Binder 6. Using plastic sleeves, organize photos and tear sheets into categories and place them in this binder. One group of photos represents items you currently own that will be used in your home. These photos should include the dimensions of the item and the name of the room where you want the item placed. The other group of photos and tear sheets represents your wish list. Write on each photo, tear sheet, or the plastic sleeve you have placed it in what appeals to you about this photo or tear sheet.

Suggested tabs:

Existing Content Photos

Wish List Items Photos

Wish List Tear Sheets

BINDER 7: HOMEOWNER ASSOCIATION
(HOA) AND MUNICIPALITY

This binder includes the following information you have collected:

HOA architectural approval process

HOA bylaws

HOA covenants

HOA general information

Municipal codes

Municipal general information

Municipal permits

Municipal zoning laws

Suggested tabs:

HOA Architectural Approval Process

HOA Building

HOA Bylaws

HOA Covenants

HOA General Information

HOA Permit Application

Municipal Building Permit Application

Municipal Code and Zoning Information

Municipal General Information

BINDER 8: FINANCIAL, LEGAL, AND
INSURANCE INFORMATION

This binder includes

Architect Site Visit Form

Change Order Form

It also includes

Contracts

HOA approvals

HOA permits

Insurance information

Invoices

Municipality approvals

Municipality permits

Paid and unpaid invoices

Paid receipts

Permits

Plastic zippered pouch for receipts

Proposals

Suggested tabs:

Architect Site Visits

Change Orders, Invoices

HOA Approvals

HOA Permits

Insurance Information

Municipality Approvals

Municipality Permits

Paid Invoices

Paid Receipts

Proposals and Contracts

Unpaid Invoices

BINDER 9: SHOPPING FORMS AND
CHECKLISTS

This binder holds copies of all the shopping forms used when shopping for items for your home, as well as checklists to refer to when shopping. They are

Appliance Shopping Form

Bathroom Applications for Stone/Tile Checklist

Bathroom Hardware Shopping Form

Bedroom Closet Hardware Checklist

Bedroom Closet Hardware Shopping Form

Ceiling Fan Shopping Form

Door Hardware Checklist

Door Hardware Shopping Form

Electrical Item Shopping Form

Exterior and Architectural Hardware Checklist

Exterior Applications for Stone/Tile Checklist

Exterior Hardware Shopping Form

Gas Log Fireplace Shopping Form

Individual Bathroom Hardware Checklist

Interior Applications for Stone/Tile (Excluding
Bathrooms) Checklist

Kitchen Hardware Checklist

Kitchen Hardware Shopping Form

Laundry Room Hardware Checklist

Laundry Room Hardware Shopping Form

Miscellaneous Rooms with Cabinet Hardware
Checklist

Miscellaneous Rooms with Cabinet Hardware
Shopping Form

Stone/Tile Cuts Checklist

BINDER 10: PRODUCT BROCHURES AND
SPECIFICATION SHEETS

This binder holds the following pages corresponding to items in your wheeled luggage, such as paint, roofing, and stone/tile:

Product Sample Fact Sheet

Product Sample Manifest

It also will contain brochures and specification sheets you have collected while selecting items for your home. These pertain to such items as appliances, hardware, fireplaces, lighting, paint brochures, plumbing fixtures, roofing, windows, and so on. Use your three-hole punch on the brochures and use plastic sleeves for specification sheets and other information on the products to file in this binder.

Suggested tabs:

Product Sample Fact Sheet

Product Sample Manifest

Appliances

Fireplaces

Lighting

Paint

Plumbing

Roofing

Windows

BINDER 11: FINAL SELECTIONS

This binder contains the completed forms representing the final selections you have made on the various components in your home:

Entire-Home Appliance Selections

Entire-Home Built-in Selections

Entire-Home Ceiling Fan Selections

Entire-Home Computer Wiring Selections

Entire-Home Door Hardware Selections

Entire-Home Exterior Component Selections

Entire-Home Exterior Paint Color Selections

Entire-Home Fireplace Selections

Entire-Home Fixed Mirror Selections

Entire-Home Floor Selections

Entire-Home Interior Paint Color Selections

Entire-Home Plumbing Selections (Excluding
Bathrooms)

Entire-Home Security Alarm and Integrated
Home Automation Monitor System Selections

Entire-Home Stereo Equipment Selections

Entire-Home Stereo Speaker Selections

Entire-Home Stone/Tile Selections

Entire-Home Telephone Jack Selections

Entire-Home Television Selections

Individual Bathroom and Powder Room
Plumbing Selections

BINDER 12: BUILDER DISCUSSIONS

Throughout the design process, questions will arise that you will want to discuss with your builder. You’ll write those on the Builder Discussion Form (page 345) and file it in this binder.

HOW TO USE YOUR
WHEELED LUGGAGE

You will collect many different types of samples representing selections you have made for your home. You can store these in the wheeled luggage. Use the Product Sample Manifest form (page 19) to list each item placed in the wheeled luggage, and the Product Sample Fact Sheet (page 20) for the pertinent information on each sample item, including the name of the room for which it is intended. As you begin filling in these sample forms, file them in Binder 10 and place a copy in the wheeled luggage with the samples.

Actual sample items might include millwork (baseboard, crown, and door trim), brick, rock, stucco, siding or other exterior wall material, flooring, paint colors, roofing, stone and tile pieces, roof material, window screens, and shades. See-through zippered plastic bags come in many sizes and are a great tool for organizing samples. Using a marker, you can write the name of the manufacturer, showroom, sales representative, lead time, and any other pertinent information on the plastic bag.

File in
Binder 4: Design

Architect Contact Information

Architectural firm __________________________________________________________________________________________

Address __________________________________________________________________________________________________ _________________________________________________________________________________________________________

Office phone ______________________ Fax ____________________ E-mail __________________________________________

Contact name ______________________________________________________________________________________________

Cell ________________________________________________ E-mail ________________________________________________