How To Prepare for a Commercial Design Project

From timelines to long-term goals, Sarah Kuchar-Parkinson shares six key steps to kicking off your commercial interior design project the right way — with less stress and more confidence.

The DARRAN showroom is physically located in Chicago but draws ample inspiration from the brand’s North Carolina headquarters — a design choice that allows the brand’s story to be visually told in subtle ways.

Starting a commercial interior design project can feel overwhelming, especially as turnaround schedules seem to be getting shorter and shorter (for a million and one different reasons!). That’s why the beginning exploratory stage is more important than ever — laying the groundwork by setting a clear timeline, budget, and vision (and bringing the right materials and inspiration to the table) sets everyone up for success and ensures a quick, aligned start. Here are six steps for getting out of the gate fast… 

Kuchar was tasked with transforming this vintage office building in Chicago’s West Loop — and the resulting space honors the building’s history while ushering in the future with amenities and professionalism.

1. Set Your Timeline Early

One of the best things we can do together when kicking off a commercial design project is to set a solid timeline. And this isn't just about picking a grand opening date and working backward — thankfully, our team's extensive experience and expertise allows us to facilitate and communicate a realistic timeline from planning and permitting to construction and final walkthroughs. When everyone (clients, designers, contractors, etc.) is on the same page about key milestones, things run a whole lot smoother. Timelines help manage expectations from the start, which keeps stress (and surprise delays) to a minimum — so once you share your goals and expectations for timing, we'll hit the ground running in terms of coordination. As we all know, in the fast-paced world of commercial projects, opening on time isn’t just nice… It can be a game-changer for your business.

Realistically, you should plan for a minimum of eight months from the time you first contact us to when your project is finished. Assuming a three-month construction timeline leaves about five months for design and documentation (and the longer we have to focus on design, the better the outcome will be). The creative process isn’t just about generating ideas — it requires time for exploration, refinement, and editing to arrive at the most thoughtful and effective design solution.

The Chicago-based startup Farmer’s Fridge required an office as multifaceted and flexible as their growing staff.

2. Lock In Your Budget

Budget talk might not be the most glamorous part of the process, but it’s absolutely essential. Before you fall in love with terrazzo tile or start picking the perfect pendant lights, you need to figure out how much you’re comfortable spending, including where you want to invest. A clear budget gives your design team the tools to get creative within the right boundaries and make smart choices that add up. It also sets the stage for honest conversations about where to splurge and where to scale back. Maybe seating is a big deal for you, or maybe the wow factor at the front entrance matters more than the breakroom backsplash. These priorities often come into focus during workshops we hold with clients, where we dig into not just what they need right now (like reception areas or social spaces) but also what makes sense for their unique culture and team dynamics. Having those chats early saves everyone from sticker shock later and keeps the project on track financially from day one.

The communal spaces in this Phoenix apartment building blend luxury and artistry.

3. Think About Now — and Later

Your space should work for you today, but also be ready to grow with you down the line — so it’s worth spending some time thinking about what the future might look like. Will your team get bigger? Are you planning to expand your services? Will your workflow change as technology evolves? This is a chance for business owners or committees to align on both immediate needs and long-term goals, thinking through where they want to be in five to ten years and designing with that vision in mind. The more you think ahead and communicate, the smarter our design decisions will be. Plus, designing with future flexibility in mind can help you avoid costly renovations a few years down the road. A little planning now means your space will keep up with you, no matter how things shift. Think of it like future-proofing your investment.

It’s crucial that showrooms reflect a brand’s longstanding visual identity while also offering a backdrop for new collections.

4. Get Your Materials Together

Before your design team can start sketching layouts or selecting finishes, they need a few essentials from you. (Think of it as your project’s starter kit.) This includes floor plans, a few quality photos of the existing space, your brand guidelines, lease terms, building rules and regulations, and any existing drawings. These pieces lay the foundation for smart, strategic design decisions from day one. Floor plans reveal dimensions and layout options, while photos capture lighting, flow, and unique features. Brand guidelines ensure the final space aligns with your identity — whether that’s clean and minimal or bold and edgy — so it not only functions well but also feels distinctly “you.” Meanwhile, gathering logistical details like lease terms and building rules helps define project parameters early on, enabling the design team to get started even before an in-person site visit.

Colors, patterns, textures, and finishes all work together to convey the overall “vibe” of any space, whether commercial, residential, or civic.

5. Set Goals for the Design and the Vibe

It’s time for a gut check: What do you actually want this space to do for you? That might sound like a big question, but it’s the key to everything. Maybe you want to boost collaboration across teams, create a killer first impression for clients, or simply make the space feel more inspiring for your employees (or all of the above). Your answers will guide everything we do, from layout decisions to material choices to lighting schemes. And if something has to shift later in the project (which it often does), having clear priorities helps everyone stay focused on what matters most. 

And don’t hold back! We want to hear what your big dreams are: what you're really aspiring to, and what you want the experience to be, especially if it’s a retail space. Those lofty goals are our north stars. It’s deeply satisfying for us when we’re able to hit that vision. Maybe we can’t always get there because of budget or space limitations, but we always try to make dreams come true. The more specific you can get about your goals, the better your design team can help bring them to life in realistic, thoughtful ways. It all comes down to this: how do we use design to meet those dreams?

The design of Alice and Wonder’s second location was inspired by the store’s own clientele: femininity and fun.

6. Share Your Inspiration

This is where the fun really starts. When it comes to communicating your style, pictures speak louder than words. A Pinterest board, an Instagram folder, or even a few magazine clippings can go a long way in helping your team understand what you're drawn to. Maybe it’s a certain color palette, a type of lighting, or a vibe you can’t quite put into words — but you know it when you see it. Sharing that visual inspiration gives your designer a window into your taste and sparks meaningful conversations about what you like (and don’t). It’s not about copying another space — it’s about pulling out themes, moods, and ideas that can be reimagined in a way that feels totally custom to you. Bonus: it makes the whole process feel a little more collaborative and a lot more exciting.