SOPs for Interior Designers: How to Delegate Without Losing Your Mind

So, you've finally done it. You’ve hired someone to help you in your interior design business. A huge milestone! You imagined yourself sipping coffee while they handled the admin or client onboarding… and instead, you’re fielding constant questions, fixing mistakes, and thinking, “It would’ve been quicker to do it myself.”

Sound familiar?

You're not alone. But the solution isn't to find someone "better" or to start micro-managing every task. The real fix? Create systems that actually let someone else deliver your level of service, without needing a mind-reading degree.

Today, we’re diving into something that can transform your business operations: SOPs, Standard Operating Procedures.

Not the sexiest topic, I know. But stay with me, because this is the stuff that lets you stop being the bottleneck in your business.

Why Designers Struggle to Delegate

Here’s what I see all the time: designers hire their first assistant and expect a magical transformation. But within a few weeks, they’re more stressed than ever.

The onboarding feels off. Files are named in ways that make no sense. The measuring process is inconsistent. And when contracts need sending? Total chaos.

Most people think the problem is that they’ve hired the wrong person. But more often than not, the real issue is this: you haven’t told them how you want things done.

You're relying on someone to intuit processes you've developed over years, things you've perfected in your own head, but never put down on paper.

What Is an SOP (And Why You Need Them)?

An SOP is simply a clear, step-by-step guide to a specific task in your business.

Think of it like a recipe. Follow it, and you get consistent results, no matter who’s doing the cooking.

SOPs aren’t about sucking the creativity out of your work. In fact, they protect your creativity. They remove the admin overwhelm and decision fatigue, so you can focus on design and strategy, not folder names or chasing forms.

Done right, SOPs give your team the tools they need to deliver the same experience your clients expect from you, without you having to hand-hold every step of the way.

Where to Start: A Simple Framework

The idea of documenting everything can feel overwhelming. So don’t.

Start with the three processes that either:

- Take up loads of your time

- Or cause the most chaos when someone else tries to do them

From what I see inside our Hub Insiders programme, these are usually:

1. Client onboarding

2. File organisation and naming conventions

3. Measuring processes or contract management

Here’s how to create your first SOP without spending your whole weekend writing it out.

Record Yourself Doing the Task

No need for fancy tech. Just grab your phone and:

- Record your screen if the task is computer-based

- Or film yourself talking through what you're doing if it's something physical

As you work, narrate what you’re doing and why.

For example:

“I’m creating a new client folder. I always name it with the date first, then the surname, then the project type, so: 2025-01-15-Smith-Living-Room. This keeps everything in date order and easy to find.”

Once recorded, you can either transcribe it into a simple step-by-step guide, or just use the video as a training tool.

Why Explaining the ‘Why’ Matters

Don’t just tell people what to do. Tell them why it matters.

Instead of:

“Save the file in the Projects folder.”

Say:

“Save the file in the Projects folder so we always know where to find client work, and it stays separate from internal files.”

When your team understands the reasoning, they can make better decisions when things don’t go exactly to plan. It builds confidence and reduces the number of times they need to ask you questions.

Start With These Three SOPs

1. Client Onboarding

This one is key, it sets the tone for your entire client relationship.

Include:

- How quickly you respond to new enquiries

- What information to collect up front

- How consultations are booked

- What documents go out and when

- How you prepare clients for their first meeting

2. File Organisation

It might seem boring, but nothing slows a team down more than not being able to find things.

Cover:

- Folder structure

- Naming conventions for documents

- Where images, drawings, contracts, and product specs go

 - How to version control floor plans or moodboards

3. A High-Impact Admin Process

Pick the one that’s taking up the most time:

- Contract creation

- Procurement

- Invoicing and payments

Break the task down, record your process, and create a repeatable system.

The Secret to Making SOPs Feel Doable

Don’t block out a weekend to write a 50-page handbook. Instead:

- Choose one process per week

- Document it as you’re doing it

- Build your SOP library gradually

Within a month or two, you’ll have systems in place that allow someone else to step in, and deliver just like you would.

The Payoff? Freedom and Consistency

Once these SOPs are in place:

- Training becomes quicker and easier

- Team members stop interrupting you every five minutes

- Mistakes reduce

- Clients experience a more seamless, consistent service

And you? You finally get to do more of the creative, high-impact work you actually want to do.

Let’s Make It Interactive

What’s the one process in your design business you’d love to delegate, but just haven’t yet?

I’d love to hear what feels like your biggest bottleneck right now.

Until next time,

Kate x