How to Create Interior Design Project Timelines That Prevent Client Frustration
Episode 94
Every interior designer has faced that dreaded question: "When will this be done?" Client frustration about timelines is one of the most common pain points in the design industry. But as Beth Bieske explains in this insightful episode of Design Dialogues, the problem isn't usually about actual delays—it's about misaligned expectations.
I hope you enjoy the episode.
Beth xx
Why Timelines Matter More Than You Think
"Most client frustrations aren't actually about delays. They're about misaligned expectations," Beth explains. Clients rarely understand how long design processes truly take. Without proper guidance, they create their own timeline expectations, which almost always leads to tension.
A well-structured timeline does more than organize your work—it:
Sets realistic expectations from day one
Helps clients see the bigger picture
Gives you a tool to manage the process confidently
Builds trust when clients feel informed
The 3 Biggest Timeline Mistakes Designers Make
1. Not Setting a Timeline Until It's Too Late
Many designers wait until they're already deep into a project before outlining timeframes. By then, clients have already formed their own expectations.
Solution: Include a detailed project timeline in your fee proposal. When clients accept your proposal, they're also accepting your timeline.
2. Being Too Optimistic
It's tempting to promise quick turnarounds, but this approach almost always backfires.
Solution: "If you think something will take six weeks, plan for eight," Beth advises. "You really want to under-promise and over-deliver." Build buffer time for inevitable delays like illness, client feedback delays, or supplier issues.
3. Not Communicating the Timeline Clearly
Even if you understand the project phases, your clients likely don't.
Solution: Share the full project timeline at the start and check in regularly. When clients know what to expect and when, they're much more patient and cooperative.
Creating an Effective Project Timeline
Beth outlines a simple three-step approach to creating timelines that work:
Step 1: Break It Down Into Clear Phases
Instead of saying "this will take 12 weeks," divide the project into digestible phases:
Phase 1: Concept Development (3 weeks)
Phase 2: Design and Documentation (4 weeks)
And so on...
This helps clients understand the process and prevents them from expecting everything overnight.
Step 2: Build In Checkpoints
Regular check-ins serve two purposes: they reassure clients that progress is happening and create structured opportunities for feedback.
"Little check-ins like this reassure the client that things are progressing and prevent backtracking, which costs time and money," Beth notes.
Step 3: Communicate the Timeline Consistently
Setting a timeline at the start isn't enough—you need to reinforce it throughout the project:
Send the timeline with your fee proposal
Include it in your welcome pack
Mark completed stages and send revised timelines
Reference the timeline in regular update emails
When Things Go Off Track
Even with perfect planning, delays happen. Beth recommends:
Stay ahead of it: Tell clients about delays before they ask
Frame it as a collaboration: "To keep quality high, we need an extra week"
Offer solutions: Be clear about what happens next
"When you approach it proactively and positively, it keeps the relationship strong, even when things don't go perfectly," Beth explains.
A structured timeline isn't just about preventing frustration—it's about giving both you and your clients confidence in the process. By setting realistic expectations upfront and consistently reinforcing them, you can transform one of the most stressful aspects of design into a tool that builds trust and keeps projects running smoothly.
Ready to Improve your Project Timelines?
Start from the very beginning with our course The Process Stage One.
This course takes you from when you get that initial enquiry through to sign contracts
It includes
Document Templates
Email Scripts
Meeting guidelines