VIRTUAL

DESIGN
SERVICES
ONLINE SERVICES

CONSULTING
Short (1-2 hour) advice-driven conversations. Offering a few
actionable steps to improving client's homes or solving home
design-related issues & problems.

DESIGNER-FOR-A-DAY
Half to full-day advice- and solution- oriented consultations.
Provides opportunity to dive a little deeper into designing
spaces or solving clients home issues. Clients responsible for
purchasing.

E-DESIGN
Could be close to your normal design services - just keeping
everything virtual. Or it could be a significantly pared down
package service. May include some to-the-trade purchasing
and mailing samples.

© www.capellakincheloe.com 2020 02
SCOPE

DETERMINE THE SCOPE OF

YOUR SERVICE
You have the option of running full E-Design just as you would
your in-person design services. If they're hourly, scope may
not need to be as clearly defined.

However, for packages - with a flat fee you need to clearly

define scope. What exactly is included? What deliverables?
Samples? A shopping list? How many hours? Any
reselects/choices? What exactly is the client receiving and in
what form?

This is where you need to clearly define your offering. Clients

need to know what to expect and what the process will be.

© www.capellakincheloe.com 2020 03
ONLINE TOOLS

SCHEDULER

When scheduling appointments, I prefer to use a scheduler. It

allows clients to choose appointment times based on your
availabiity and helps eliminate back and forth emails.

Some schedulers can also manage the onboarding process

for you - including payment and questionnaires, as well as
integrate with your video conferencing software. It helps
maximize efficiency and minimize your time commitment.

I've been using and recommend Acuity Scheduling. Calendy,

Doodle, Timetap, and Simply Book are also options.

Further Reading:
https://www.capellakincheloe.com/blog/online-scheduler

© www.capellakincheloe.com 2020 02
ONLINE TOOLS

VIDEO CONFERENCING

Next, you'll need to determine what software you'll use for

virtually meeting with clients.

I use and recommend Zoom. It's free for up to 40 minutes or

you can pay to upgrade to remove that limitation. A bonus is
that you can use this tool in business, but personally as well
(Zoom happy hours, anyone?)

Zoom integrates easily with online calendars, many online

schedulers, and is easy to use.

Another good option is Google Hangouts - which is free.

© www.capellakincheloe.com 2020 02
ONLINE TOOLS

QUESTIONNAIRES
You require a way to collect information from clients. You
could simply create a pdf and email it to clients. This is the
most "analog" of the digital solutions.

However, why not make it easier for them and for you by
putting it online and making it simple to complete and return
to you?

Google Forms is free and works well. Or if you use Acuity

Scheduling you can create forms and instructions in there. If
you use Airtable - one of my favorite tools - you can also
create a form inside the application.

There are many applications that allow you to create forms

online, just remember to look for integrations with your existing
applications and keep it simple and easy for both you and
your clients.

© www.capellakincheloe.com 2020 02
ONLINE TOOLS

PAYMENTS

You can email an invoice, send a link via paypal, integrate a

payment processor (like Paypal and Stripe) into your online
scheduler.

There are many ways to accept payments in your business.

You can continue using your current system, but I suggest
making it as integrated and simple to pay as possible. The
more steps you create, the more likely you will lose a prospect
in the process.

© www.capellakincheloe.com 2020 02
VIRTUAL WORKFLOW
Virtual design sales page on your website.
1 Make it easy for clients to book and get
started.

Inquiry/new client email/initial phone call.

2 Get them onboarded!

3
Complete pre-work. Client questionnaire,
room measurements, inspiration images.

4 Virtual service delivery (call and deliverables).

5
Follow-up. Send meeting summary, design plan,
request for testimonial.

© www.capellakincheloe.com 2020 02
SUGGESTED WORKFLOW
The previous page has a blanket workflow. The one featured
on this page is my suggested workflow, using the tools I
recommend. Because the tools you choose determine the
workflow.

1 Client clicks buy button on sales page.

Buy button directs to Acuity Scheduling: where

2 client books appointment, pays via Stripe and
completes questionnaire, signs contract.

Send personal welcome email and request any

3 additional materials prior to video call.

4 Virtual service delivery (call and deliverables).

5 Send follow-up email with meeting summary,

thank you, next steps, and request for review.

© www.capellakincheloe.com 2020 02
YOUR WORKFLOW
After determining what tools and the scope of your virtual
services - create your workflow. The step-by-step process
for your new virtual service. Start at acquisition and end with
a testimonial.

© www.capellakincheloe.com 2020 02
CONTRACT

PROTECT YOUR BUSINESS

Any service - virtual or in-person requires a contract. It can

be a simple one-page document for simpler services. It
should include scope, pricing, a refund policy, You want to set
up expectations here as well - it should be informational not
just legal.

You can go through your existing contract and adjust it for

virtual services.

And, as with an client work, it's a good idea to have insurance.

© www.capellakincheloe.com 2020 02
CLIENT FORMS

DONE-FOR-YOU FORMS

The following pages are forms I have created for you to use
with clients.

I've included a simple questionnaire that can be used for

virtual design services. You can use as is, adapt for your own
use (my recommendation), or combine with my full-service
client questionnaire and make something more in-depth.

If you already have a client questionnaire you should adapt

that for virtual services. Depending on the scope of your
project, the questions are likely to vary a bit.

The key is to know what information you need from your client
to best serve them efficiently. This could take some trial and
error.

© www.capellakincheloe.com 2020 02
 VIRTUAL SERVICES
NAME:

ADDRESS:

EMAIL:: PHONE:

HOUSEHOLD (SPOUSE, CHILDREN, PETS)

PINTEREST IF YOU DON'T HAVE A PINTEREST ACCOUNT, PLEASE

PROFILE: CREATE ONE AND PIN 10+ INSPIRATION IMAGES.

I WANT MY
ROOM/HOME TO
FEEL:

CURRENTLY MY
ROOM/HOME FEELS:

I WOULD DESCRIBE
MY STYLE AS:

MY FAVORITE
COLORS ARE:

MY LEAST FAVORITE
COLORS ARE:

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 VIRTUAL SERVICES
NAME:

WHAT IS YOUR
MAIN GOAL FOR
OUR TIME
TOGETHER?

WHAT PERCENTAGE
OF YOUR HOME IS
COMPLETE:

WHAT ARE YOUR

BIGGEST
CONCERNS/FEARS/F
RUSTRATIONS WITH
YOUR HOME RIGHT
NOW?

TO PRIORITIZE OUR
TIME TOGETHER,
LIST YOUR TOP 5
GOALS FOR YOUR
HOME:

In our limited time

together, this will
help focus the
conversation.
During our meeting
we'll begin at the
top and work down.
Try to be as specific
as possible.

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 VIRTUAL SERVICES
NAME:

WHAT EXISTING
PIECES, IF ANY,
WOULD YOU LIKE
TO (RE)USE?

OF YOUR EXISTING
PIECES, ARE YOU
INTERESTED IN
FRESHENING UP
WITH NEW PAINT
OR UPHOLSERY?

HOW INTERESTED
AND CAPABLE IN
DIY ARE YOU?

TELL ME A LITTLE
ABOUT YOUR
INSPIRATION
IMAGES - WHY DID
YOU CHOOSE THEM
AND WHAT STANDS
OUT TO YOU?

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 VIRTUAL SERVICES
NAME:

WHAT IS YOUR
BUDGET FOR THIS
SPACE?

IS THERE ANYTHING
ELSE YOU'D LIKE
ME TO KNOW?

03
 CLIENT CHECKLIST
PLEASE RETURN THE FOLLOWING TO ME NO LATER
THAN 3 BUSINESS DAYS BEFORE OUR MEETING.

COMPLETE CLIENT QUESTIONNAIRE

SEND ROOM PHOTOS

INSPIRATION IMAGES

IMAGES & MEASUREMENTS OF EXISTING FURNITURE

ROOM MEASUREMENTS

FAMILERIZE YOURSELF WITH ZOOM

DURING OUR MEETING

JUST BEFORE OUR SCHEDULED MEETING TIME, JOIN

OUR ZOOM CALL - TESTING MIC & VIDEO.
HAVE YOUR QUESTIONNAIRE HANDY, AND WATER,
COFFEE, OR EVEN A COCKTAIL!
AFTER HELLOS & INTRODUCTIONS, WE'LL GET RIGHT TO
IT. WE'LL START WITH YOUR TOP PRIORITIES.

AFTER HELLOS & INTRODUCTIONS, WE'LL GET RIGHT TO

IT. WE'LL START WITH YOUR TOP PRIORITIES.

AFTER OUR MEETING

TAKE TIME TO MAKE NOTE OF ANY FINAL IMPRESSIONS

OR THOUGHTS.

DELIVERABLE ONE

DELIVERABLE TWO

COMPLETE FEEDBACK SURVEY

04
 HOW TO MEASURE
1 - Use a pencil to draw out existing layout. This doesn’t have to be
perfect. Include locations for windows, radiators, closets, doors, built-
ins, fireplaces, etc.

2 - Using a tape measure, measure each wall in the room corner to

corner. This is the overall length of each wall.

3- Once you have the overall length of each wall, measure each wall in
detail. Start in one corner, going around the perimeter of the room.
Measure corner to outside of window or door casing to opposite outside
casing and so on. Measure wall expanses. Windows, radiators, closets,
doors, built-ins, fireplaces, etc should be measured from outside edge to
outside edge.

4 - Calculate detail measurements for each wall and compare to overall

length of each wall.

5 - Make notes on your layout of any room details, such as ceiling height,
power outlet locations, sconce locations, ceiling light locations, hearth
size and location, floor changes, etc.

6 - Please include measurements from the floor to bottom of window

casing (AFF – After Finished Floor), as well as heights of windows and
doors. Elevations are helpful, but not required.

PLEASE NOTE: We take your measurements as provided, we can't be

responsible for incorrect or inaccurate measurements.

05