Trade Tales Podcast Summary: Ask Us Anything with Courtney McLeod on Developing Systems to Power Your Projects
Release Date: March 5, 2025
Podcast Information
- Title: Trade Tales
- Host/Author: Kaitlin Petersen, Editor-in-Chief of Business of Home
- Description: Kaitlin Petersen engages with interior designers to explore nurturing creativity, achieving financial stability, setting goals, and defining personal success within their firms.
- Episode: Ask Us Anything: Courtney McLeod on Developing Systems to Power Your Projects
Introduction
In the latest episode of Trade Tales, host Kaitlin Petersen introduces a new segment titled "Ask Us Anything," where she addresses pressing questions from interior designers seeking to enhance their business operations. This episode features Courtney McLeod (referred to as Ty Brittingham in the transcript), a seasoned interior designer known for her organized approach and recent appearance on an HBO Max design show.
The Designer's Challenge: Lack of Systems
Timestamp: [00:02] – [05:08]
Kaitlin begins by presenting a question from a solo designer struggling to establish a clear process. Despite having a vision of successful projects, she finds herself frequently searching through notes and lacking a systematic approach. The designer expresses frustration over "flying by the seat of [her] pants" and the absence of a reliable database to reference past solutions.
Notable Quote:
"I have found myself in scenarios where we're flying by the seat of our pants or, like, flying the plane while we're building it." — Unnamed Designer [01:04]
Guest Introduction: Courtney McLeod
Timestamp: [06:56] – [08:42]
Kaitlin introduces Courtney McLeod, highlighting her New York-based firm’s creative resurgence and her recent success on HBO Max’s "Taking Back the House." Courtney shares her journey from experiencing burnout to reigniting her creative energy through new projects and refining her business processes.
Notable Quote:
"Having that done, having the show come out, having it be successful, that was really great. But it was also kind of like getting something really big off the plate so that you could make room for new things." — Courtney McLeod [08:22]
Developing Systems for Interior Design Businesses
Timestamp: [09:00] – [27:00]
Courtney delves into the importance of documenting processes to alleviate the chaos of daily operations. She emphasizes creating a detailed step-by-step guide that outlines every aspect of project management, from client onboarding to final delivery. This documentation serves as both a personal reference and a foundational tool for future hires.
Notable Quote:
"The best investment you can make is to sit down and literally write down step by step by step, not only your current process, but what would your ideal way of working be." — Courtney McLeod [10:29]
She outlines practical steps for developing these systems:
- Client Onboarding: Detailed procedures for signing contracts, collecting retainers, and setting up project management tools.
- Workflow Phases: Breaking down projects into manageable stages with specific actions for each phase.
- Templates and Documentation: Creating reusable templates for contracts, questionnaires, and budgets to streamline operations.
Notable Quote:
"Every project is learning, and so this is a working, living document. And I think that's also really important because in the beginning I thought, oh, well, one day everything will be great and I'll have this all set." — Courtney McLeod [13:59]
Importance of Documentation and Process
Timestamp: [27:39] – [28:04]
Courtney discusses the balance between internal documentation and client-facing documents. She explains that internal processes should drive client interactions, ensuring consistency and efficiency without overwhelming the client with unnecessary details.
Notable Quote:
"What the client sees is an output from our process. Right? So start with your internal process document." — Courtney McLeod [25:26]
Balancing Internal Documents and Client Communication
Timestamp: [28:04] – [29:37]
The conversation shifts to how internal processes translate into client communication. Courtney emphasizes the importance of having structured yet flexible systems that allow for personalized client interactions without deviating from established workflows.
Notable Quote:
"This is something you should do as a principal alone and have sort of figured out before you make a first hire." — Courtney McLeod [15:11]
Overcoming Anxiety with Documentation
Timestamp: [29:53] – [31:48]
Courtney addresses the anxiety that often accompanies a lack of structure in a growing design business. She advocates for comprehensive documentation as a means to reduce stress, providing a clear roadmap that allows designers to focus on creativity without being bogged down by operational uncertainties.
Notable Quote:
"I don't have to be thinking about all of this and have it all in my brain and oh my God, am I going to mess something up? Because it's all written down for me." — Courtney McLeod [30:18]
Final Advice: Dream Big
Timestamp: [31:48] – [33:26]
Concluding the episode, Courtney shares her most impactful business advice: dream big. Encouraged by a coach to set "unrealistic goals," she explains how this mindset shift has led to significant personal and professional growth.
Notable Quote:
"Take that dream big goal setting thing seriously because it can really change your life." — Courtney McLeod [32:00]
Key Takeaways
- Establish Detailed Processes: Document every step of your workflow to create consistency and reduce reliance on memory.
- Create a Living Document: Allow your processes to evolve with your business, continuously refining them based on project experiences.
- Balance Structure and Flexibility: Develop internal systems that support client interactions without becoming rigid.
- Invest Time Early On: Dedicate time to setting up your processes before scaling your business, ensuring a solid foundation.
- Dream Bigger: Setting ambitious goals can drive significant growth and open up unexpected opportunities.
Conclusion
This episode of Trade Tales provides invaluable insights for interior designers grappling with the challenges of running a solo business. Courtney McLeod’s experience underscores the importance of developing robust systems to streamline operations, enhance client satisfaction, and foster sustainable growth. By embracing detailed documentation and maintaining flexibility, designers can transform chaotic workflows into efficient, scalable processes.
For more business advice and inspiring stories from the interior design world, be sure to subscribe to Trade Tales on Apple Podcasts and leave a review to support the show.
Produced by Kaitlin Peterson and Caroline Burke. Edited by Caroline Burke and Michael Castanega. Theme music by Kyle Scott Wilson.