Trade Tales Podcast Summary

Title: Ask Us Anything: Amy Storm on Navigating Complex Contractor Relationships
Host: Kaitlin Petersen, Business of Home
Release Date: June 11, 2025

Introduction

In this episode of Trade Tales, Kaitlin Petersen engages with Amy Storm to address a common yet challenging issue faced by interior designers: managing complex relationships with contractors. Amy shares her personal experiences, strategies for effective collaboration, and insights gained from her own projects to help designers navigate similar situations successfully.

The Challenge: Navigating Difficult Contractor Relationships

A designer reached out with concerns about working with a contractor who was unresponsive and inconsistent, threatening the quality and timeliness of her projects. She feared that continuing to work with this contractor could compromise future projects.

Amy Storm’s Experience with a Problematic Contractor

Amy begins by recounting her own experience with a challenging contractor during one of her first solo projects:

"This project was one of my first as a solo interior designer, and it came through a family friend. The client chose the contractor based on their past commercial work, but unlike others, this contractor was uncommunicative and unreliable."
— Amy Storm, [00:51]

Key Issues Faced:

1. Lack of Communication:

   • Amy highlights the contractor's failure to maintain regular communication, which is crucial for project coordination.

     "I started requesting the construction schedule, and they didn’t respond to emails or calls."
     — Amy Storm, [02:49]

2. Project Delays:

   • The contractor missed deadlines by approximately a month, leading to last-minute installations and compromised quality.

     "When I came into town for the install, the site was still a full construction zone."
     — Amy Storm, [02:12]

3. Remote Management Challenges:

   • Managing the project remotely prevented Amy from performing regular site visits, exacerbating communication issues.

     "Being a distance project meant I couldn't check in on the site every week."
     — Amy Storm, [02:29]

Strategies for Managing Contractor Relationships

Amy offers several strategies to help designers handle and prevent similar challenges:

1. Set Clear Expectations from the Start:

   • Establish detailed project timelines and communication protocols to ensure all parties are aligned.

     "Setting expectations from the outset helps prevent misunderstandings."
     — Amy Storm, [05:04]

2. Transparent and Inclusive Communication:

   • Keep all stakeholders informed through regular updates and inclusive communication channels.

     "Keeping everyone on emails maintains accountability and ensures everyone is on the same page."
     — Amy Storm, [25:27]

3. Implement Documentation and Sign-offs:

   • Use a sign-off policy for critical project stages to confirm that all parties approve of the progress and details.

     "Having a sign-off policy helps keep things on target and raises red flags when timelines slip."
     — Amy Storm, [32:31]

4. Proactive Problem-Solving:

   • Address issues immediately to mitigate larger problems and keep the project on track.

     "When you see something going wrong, have an honest conversation to fix it before it escalates."
     — Amy Storm, [34:09]

Managing Remote Projects Effectively

Amy discusses her approach to handling remote projects to ensure they run smoothly:

1. Travel Planning and Expenses:

   • Clearly outline travel expenses in contracts, ensuring clients understand the costs associated with site visits.

     "I do not include travel expenses in our fees; they are covered by the client to avoid unexpected costs."
     — Amy Storm, [28:36]

2. Regular Updates and Documentation:

   • Utilize local architects for weekly site photos and updates to stay informed about the project's progress.

     "Job site pictures help us stay informed and adjust our timelines accordingly."
     — Amy Storm, [30:52]

3. Buffer Times in Contracts:

   • Include buffer periods in project timelines to accommodate unexpected delays without compromising overall schedules.

     "Including a buffer period ensures that even if there are delays, the project stays within the agreed timeframe."
     — Amy Storm, [28:36]

Personal Insights: Lessons from Amy’s Own Home Project

Amy shares how managing her own home project provided deeper empathy and improved her professional approach:

1. Emotional Sensitivity:

   • Living in a designed space enhanced her understanding of clients' stress during transitions.

     "It gives you that extra level of sensitivity to what homeowners are going through."
     — Amy Storm, [10:51]

2. Client Engagement:

   • Introducing small gifts to clients during quieter project phases helped maintain connection and reduce stress.

     "We send them a little bag that says, 'Keep calm and trust your interior designer,' which helps keep the connection alive."
     — Amy Storm, [13:10]

Building Trust Through Financial Management

A pivotal lesson Amy learned emphasizes the importance of meticulous financial management:

1. Advice Received:

   • "Get your ducks in a row. Know what you’re talking about when you're talking prices."
     — Amy Storm, [41:42]

2. Implementing Financial Controls:

   • Employ staff such as bookkeepers or fractional CFOs to ensure financial accuracy and trustworthiness.

     "Having the right programming and staff has been a game changer for our project's ease and client trust."
     — Amy Storm, [44:21]

3. Transparency with Clients:

   • Maintain open communication about budget and financial decisions to build and sustain client trust.

     "When you manage clients' money responsibly, it establishes a foundation of trust that's crucial for project success."
     — Amy Storm, [41:42]

Conclusion: Empowering Designers to Navigate Contractor Challenges

Amy Storm’s experiences and insights provide a comprehensive guide for interior designers facing complex contractor relationships. By setting clear expectations, maintaining transparent communication, and managing finances meticulously, designers can safeguard their projects' quality and timelines while fostering strong, collaborative partnerships.

Notable Quotes

• On Setting Expectations:

  "Setting expectations from the outset helps prevent misunderstandings."
  — Amy Storm, [05:04]

• On Proactive Problem-Solving:

  "When you see something going wrong, have an honest conversation to fix it before it escalates."
  — Amy Storm, [34:09]

• On Financial Management:

  "Get your ducks in a row. Know what you’re talking about when you're talking prices."
  — Amy Storm, [41:42]

This episode serves as an invaluable resource for interior designers seeking to enhance their project management skills and navigate the complexities of contractor relationships effectively.