A potential client has invited you to see their office. It is tempting to leave with a few room names and the feeling that you understood what they wanted. Later, at your desk, the gaps become harder to fill.
Give the conversation a simple structure before you arrive. These prompts help you document the proposed work and the questions still open. Keep one page for the overall arrangement, then repeat the same short set of notes for each area.
1. Ask what the client wants to change
Open with a plain question: “What would you most like this arrangement to improve?” Their answer gives you something specific to discuss as you walk. A client who mentions meeting rooms may have different expectations from one who starts with the reception area.
Record the answer in their words, then ask for an example. “Ready for visitors” might mean a particular room is prepared before the first meeting. Write down what that means for this office instead of translating it into your own assumptions.
2. Repeat the same notes for each area
Use consistent headings so you can compare rooms later. Give each area a clear name that the client recognizes. “Meeting room beside reception” is more useful than “room two” if someone else will review your notes.
Distinguish what you observed from what was requested. Seeing a storage room does not automatically mean it belongs in the proposal. Mark anything uncertain as a question and ask the client to confirm it.
- Area: which room or part of the office is being discussed?
- Requested tasks: what does the client expect to be done?
- Frequency: how often is each task requested?
- Open questions: which details still need an answer?
3. Capture the working arrangements
The proposed schedule deserves its own conversation. Ask when the work can take place, who will be available for questions, and whether different areas have different access windows. Keep the agreed contact’s name beside the notes.
Also record who is expected to provide equipment and supplies, and whether any items still need to be specified. For access, note who will explain and confirm the procedure; keep credentials out of a general walkthrough sheet. You are gathering the details needed for the next discussion.
4. Make inclusions and open questions visible
Before leaving each area, read back your understanding: “I have this room listed for these tasks, at this frequency. Is that what you had in mind?” This gives the client a chance to correct a misunderstanding while you are both looking at the same space.
Keep separate headings for proposed inclusions, requested extras, and items awaiting clarification. If something comes up that you cannot assess during the visit, write down the question and the person who can help answer it.
5. End with a short recap
Use the last few minutes to summarize the areas discussed and the decisions still open. Agree who will send any missing information and when you will follow up. A named next step is easier to act on than “we will be in touch.”
When you get back, tidy your notes while you remember the conversation. Prepare a short scope summary for the client to review before you build your quote around it.
Leave with a clear record of what was discussed, what is proposed, and what still needs an answer. Those three lists give your next step a much firmer starting point.