🧭 PHASE 1: Pre-Meeting Discovery — “The Why”
🎯 Objective:
Begin building emotional connection and creative momentum. Gather just enough practical detail to arrive at the first meeting prepared, while prompting the client to think bigger than function.
🔑 Strategy:
Send a short, beautifully designed questionnaire (preferably mobile-friendly) titled “Let’s Dream a Little” that sets the tone for a bespoke experience.
✨ Key Focus Areas:
Lifestyle Focus, Not Product Focus When do you feel most relaxed at home? What would an ideal Saturday at home look like? Who do you imagine enjoying this space with you? Are you hoping this space feels more like a retreat, a social hub, or something else? Is there a place you’ve visited that you’d love to recreate the feeling of? How long have you been in the home? Any known challenges (drainage, easements, HOA)? Are there areas you’d like to preserve or highlight? Upload photos that speak to your vision. (Mood > Specificity) Share your Pinterest board, saved Instagram post, or dream vacation home. 🛠 Outcome:
Designer enters the first meeting understanding the “why” behind the project, not just the “what.” Client begins to feel seen — and excited.
🤝 PHASE 2: In-Person Design Meeting — “The What”
🎯 Objective:
Translate lifestyle into layout. Get tactile and spatial. This is a creative collaboration — you’re part interpreter, part guide.
🔑 Strategy:
Use open-ended, on-site conversation paired with real-time sketches, precedent images, and material samples. Rather than a “checklist,” use prompts to shape the narrative of the design.
🎨 Topics to Explore:
1. Experiential Zones
Let’s walk through a typical day: where’s your first cup of coffee? Where do guests linger? Where do your kids go first? Are there moments of transition we should enhance (e.g., moving from kitchen to patio)? Do you want “chapters” in the space (formal vs. casual, sun vs. shade, etc.)? 2. Materials & Atmosphere
Explore materials tactilely: wood samples, paver textures, plant palettes. Do you respond more to organic, timeless elements — or clean, modern lines? Music, fire, water — which sensory elements matter to you? 3. Functionality Deep Dive
How often do you entertain — and how large is the group? Outdoor kitchen: is this an occasional grill or a full second kitchen? Spa/pool: active swim, relaxing soak, or visual feature? 4. Design Language & Alignment
Present conceptual diagrams and ask: Which of these layouts feels more like you? Review precedent projects (from your portfolio) and ask: Which ones do you gravitate toward — and why? 🛠 Outcome:
By the end of this meeting, the designer has a spatial roadmap and emotional palette. The client has begun to visualize something they never could have articulated on their own.
📐 PHASE 3: Design Confirmation & Fine Detailing — “The How”
🎯 Objective:
Shift into refinement and reality without losing the magic. Make technical decisions feel like luxury choices, not chores.
🔑 Strategy:
Host a second design meeting (or send a curated digital presentation) where final decisions are made with clarity and confidence.
📌 Topics to Finalize:
1. Design Approval
Present 3D model or visual renderings. Use storytelling: Here’s your morning routine... here’s how the sunset wraps around your spa... Let them react emotionally before getting into the specs. 2. Finish Selections
Present cohesive finish palettes (tile, coping, decking, furniture materials) instead of overwhelming swatches. Keep every selection rooted in the original lifestyle goals. 3. Systems & Tech
Lighting strategy (zones, dimming, color-changing options) Automation systems — show app interfaces and ease-of-use Drainage, irrigation, access — framed not as hurdles but enhancements 4. Budget & Phasing
Present a transparent itemized budget with optional upgrade paths. If needed, define what Phase 1 includes vs. future additions. 🛠 Outcome:
The client walks away trusting the plan, thrilled with the vision, and confident they’re investing in a lifestyle — not just a build.
🔄 Ongoing Client Touchpoints
After Each Meeting: Send a follow-up email recapping insights and progress. During Construction: Keep a beautifully branded progress journal — photos, notes, what’s next. After Completion: Deliver a printed "Project Book" with care instructions, photos, and a thank-you letter. 
