When communication falters, problems arise. For instance, if a client misses a critical deadline for selecting materials like flooring or countertops, or there’s confusion about their final choice, it can lead to frustration, project delays, and financial loss.

However, by setting clear expectations and using effective tools, managing client selections can be a smooth and even enjoyable aspect of your projects.

Getting organized with home builder selections

When we surveyed builders and remodelers about their selection management processes, many said they give clients allowances and let them make decisions independently, informing the builder of their final choices.

Other strategies include:

  • Providing clients with a curated set of options for each selection.
  • Collaborating with an interior designer to coordinate all selection decisions with the clients.

Without an organized system to track allowances, communicate with clients, and coordinate with vendors, confusion is inevitable.

There are numerous tools available for selection management, ranging from traditional pen and paper to advanced cloud-based apps and construction management software.

The Conventional Home Builder Selection Sheet

The conventional method involves using a printed selection sheet, resulting in a lengthy document that can take months for a client to complete. This process often requires double-entry, transferring data into another system for ordering, cost tracking, specifications, and status updates. This duplication increases the risk of errors and confusion among project managers, job site teams, showroom managers, and clients.

Selection Spreadsheets and Templates

Popular apps like Google Suite (Sheets, Docs, Calendar) and Microsoft Office (Excel, Word, OneDrive) are widely used by builders. However, using multiple apps can create confusion for clients. It’s better to stick with one primary suite, whether Google or Microsoft.

These apps are not designed for streamlined communication. Sharing items via email, while also managing texts and separate email chains, can be chaotic.

Client Selection Management Software

Investing in construction management software, offers a modern solution. Such software captures and manages every selection decision, consolidating communication within the app. This eliminates the need to sift through emails and texts to confirm choices, and it tracks budgets, allowances, and change orders.

Setting client selections expectations

Most homeowners build or remodel a home only once, so they may not understand the impact of delaying a selection. Be upfront about decisions that can hold up progress, such as materials for windows, doors, floors, countertops, and tiles. Explain the need for advance planning and ordering.

Before starting a project, provide clients with key dates for their selections. Use a shared calendar or a client selection management tool like BuildBook to set and share these deadlines.

Managing Client Selections

Once expectations are set, keep clients and your team accountable. Provide detailed information in advance, whether through allowances or specific options. Use your preferred method (spreadsheet, construction management platform, or selection sheet) to add all selection categories and items.

Include comprehensive details for each item, such as:

  • Installation locations
  • Images
  • Relevant documents (invoices, specs)
  • Key dates (decision deadlines, order dates, delivery dates)
  • Additional specifics (dimensions, room placement)
  • Status updates (in review, approved, complete)
  • Allowance vs. final cost

Share this information with the client and/or designer using an easy-to-access tool. With construction management software, you can send invitations to your project, track client interactions, and collaborate within the platform, keeping everyone updated and reducing misunderstandings.

Simplifying Client Selections

Setting up a streamlined selection process may seem daunting, but the right tools can simplify it. Using software helps manage the complexities of material selections, capturing every decision and keeping all parties aligned.

Remember, clients care about their projects but may not always know how to help. A bit of empathy and accountability can lead to stress-free projects and happier clients.