Introduction

You know the drill: the work is solid, but misunderstandings, missed selections, and late payments chew up your week. This guide shows what to set up before day one, why it prevents disputes, and how to implement it fast. We’ll cover messaging cadence, the kickoff agenda, material choices with deadlines, and a clean reminder process for invoices—plus practical ways to run it all from your phone.

Table of Contents

• Introduction
• Construction Communication Plan
• Project Kickoff Meeting Agenda
• Selection Deadlines Tracking
• Payment Reminder Workflow
• Frequently Asked Questions
• Conclusion

Construction Communication Plan

When homeowners feel informed, they stay calm—especially on messy interiors. Put a simple, written plan in your agreement and reiterate it before site setup.

• Channels: One primary channel for all job talk (avoid mixing WhatsApp, SMS, and email). If a client insists on messaging elsewhere, copy the info back to your central thread so nothing gets lost.
• Cadence: One structured update each week (same day, same time) plus same‑day alerts for blockers (hidden rot, access issues, supplier delays). Consistency builds trust.
• Office hours: Define when you read messages and how quickly you reply (e.g., 24 business hours for non‑urgent questions; urgent = safety or site access only).
• Decision log: Every client decision gets time‑stamped, noted, and linked to a photo or drawing. That single habit cuts 80% of “But I thought…” conversations.
• Update outline (copy/paste template):
  • What we completed since last update (with 2‑3 photos)
  • What’s next week
  • Pending decisions (who/what/when)
  • Risks and holds (weather, supplier backorder, trades overlap)
  • Money status (issued invoices, paid, upcoming)

Practical guardrails:

• Use subject labels like “Update Week 3 – Kitchen” so the client can find things later.
• Summarize phone calls in writing: “Per our call at 15:30, you approved matte black taps for the ensuite.”
• Store selections and approvals together with the running timeline. According to the European Payment Report 2024 (Intrum), more than half of EU SMEs say late or unclear approvals hurt cash flow—clarity helps you avoid that spiral.

Pro move: Run the plan in a single workspace where updates, approvals, and photos live together. With Donizo, your weekly update, decision log, and client messages sit in one thread tied to the job’s timeline, so you don’t waste Fridays chasing screenshots.

Project Kickoff Meeting Agenda

The first hour on site sets the tone for the next six weeks. Hold the meeting with decision‑makers present, then leave a one‑page summary.

Step‑by‑step agenda:

1. Walk‑through and boundaries

• Rooms included, rooms excluded, protection (floors, doorways), parking, and where tools/materials live.
• Daily start/finish times, noisy work windows, pet and alarm instructions.

2. Safety and access

• Keys, codes, lockbox location, and who is allowed on site.
• What happens if access fails (fee for wasted visit or reschedule rules).

3. Drawings and decisions

• Confirm latest drawings. Mark walls or floors with tape for any layout changes.
• List open decisions and when you need them (e.g., vanity choice by Thursday).

4. Dependencies and lead items

• Which trades overlap and in what order.
• Flag long lead items: custom cabinetry, shower glass, heat pump components, stone tops. In Q4, lead times often stretch—plan extra buffer near holidays (e.g., Ferragosto impacts suppliers in Italy; August shutdowns hit Spain and parts of France).

5. Programme and hold points

• Simple week‑by‑week plan with two “hold points” where you need client sign‑off before proceeding (post‑first‑fix and pre‑tiling are common).

6. Money admin

• How invoices are delivered, due dates, acceptable methods, and where to find receipts for their records.

7. Communication recap

• Reconfirm the weekly update time and the decision log policy.

Leave behind: a one‑page “house rules” sheet plus the open decisions list with dates. Example message after the meeting: “Thanks for today. Attached: house rules, schedule snapshot, and your three pending decisions with dates.”

CTA: Want a ready‑to‑send meeting recap that becomes your living job record? Create the project and first update in Donizo so photos, notes, and decisions roll straight into your timeline and invoices.

Selection Deadlines Tracking

Selections sink jobs when they drift. Tie each decision to a material lead time and a site milestone.

Fast method:

• Build a list of decisions with due dates 7–10 days before you actually need the item on site.
• Include a fallback rule (e.g., “If not decided by the date, we order the base option in the contract allowance.”)
• Price differences are approved in writing before ordering.

Sample selection table:

Execution tips:

• Confirm supplier stock before you promise anything. Get alternative SKUs ready for common items.
• Share a single, living list with the client. When an item is decided, record the choice, color, finish, SKU, and supplier contact.
• When a deadline passes, act per the fallback rule and document it. If the client wants a late premium item, show the revised cost and revised completion.

Avoid common traps:

• “We’ll decide on site” is code for delays. Set the cutoff in writing.
• Don’t install until you have the physical item, not just an order confirmation, for anything custom‑sized (glass, tops).
• Warn clients early about seasonal backlogs (heating parts in autumn, glazing near year‑end).

How Donizo helps: Track selections alongside the job’s progress notes. Each decision becomes an entry with the due date, photos, and the approval message in the same thread—no separate spreadsheets to reconcile.

Payment Reminder Workflow

You don’t need to be aggressive; you need to be consistent. Create a short, automated sequence that’s explained at contract stage.

Standard timeline:

• T‑3 days (before due): Friendly heads‑up with the invoice PDF and payment options. “Just a reminder: invoice 104 due on Friday. Let us know if you need any details.”
• Due date: Short confirmation request. “Checking you received invoice 104 due today. Thank you for your prompt payment.”
• +3 business days: Nudge with consequence. “Invoice 104 is outstanding. To keep your schedule on track, please pay today. Otherwise, we pause work per contract until funds clear.”
• +7 business days: Formal notice. Include late‑payment interest statement and re‑start conditions. Under EU rules (Directive 2011/7/EU), businesses can charge statutory interest and a fixed recovery fee in B2B cases—check your local applicability and consumer protections for B2C jobs.

Practical pointers:

• Keep tone professional and short. Don’t re‑litigate the job in a payment email.
• Stop work only if your contract allows it and you’ve clearly communicated the trigger.
• Split invoices by milestone so each one is easy to verify.
• For card/transfer, include a payment link and IBAN in every reminder so clients don’t hunt.

Data point: The European Commission notes late payment remains a key SME risk. Clear terms and consistent reminders improve collection rates without damaging the relationship. See the Commission’s late payment resources and country rules to align your notices with local law.

Where Donizo fits: Issue VAT‑correct invoices, track who’s paid, and trigger reminders on schedule. You’ll see exactly what’s outstanding and link each bill back to real progress updates, so clients pay with confidence.

Frequently Asked Questions

How long should onboarding take on a small renovation?

For a bathroom or single room, target a 45–60 minute kickoff on site plus a 15‑minute recap call the next day. The aim is to confirm boundaries, access, pending decisions, and the weekly update slot. Longer, multi‑trade projects may need two checkpoints—one pre‑start and another after first‑fix—so you can lock layout and selections before finishes.

What belongs in a weekly client update?

Keep it predictable: what was done (with two or three photos), what’s next, decisions due (with dates), risks or holds, and the money snapshot (issued, paid, upcoming). Put it in one message thread and title it with the week number so clients can search later. If something changed from plan, say why and how it affects timing or cost.

How do you handle missed selection dates without arguments?

State a fallback rule before the job starts (e.g., order the base option if no choice by the deadline). When the date passes, send a short note: decision missed, base option proceeding, expected delivery, and impact on schedule. If the client still wants a late upgrade, price and document the change with the new completion date before ordering.

What’s a fair way to follow up on late invoices?

Use a short, staged timeline: a heads‑up three days before due, a same‑day confirmation, a polite nudge at three days late with a clear consequence, and a formal notice at seven days. Keep tone professional and reference the agreement. Link each invoice to visible progress so clients feel confident paying.

Conclusion

Strong projects start with clarity: one message hub, a crisp kickoff, firm selection dates, and a steady reminder rhythm. That’s how you reduce disputes, keep crews moving, and protect margin without adding admin. Put the plan above into your next job and measure the difference in callbacks and cash timing. If you want the admin handled for you—from weekly updates and approvals to VAT‑correct billing and reminders—run your next project in Donizo. It keeps the story of the job, the money, and the client conversation in one place so you can get home earlier on Fridays.