Deficiencies Aren’t a Crisis —They’re a Process
Every design project has a process—from concept to installation, a series of steps that move the work from an idea to something tangible. But what most studios fail to account for is one of the most inevitable steps of all: identifying and resolving deficiencies.
The chipped tile. The paint touch-ups. The misaligned hardware. The missing sconce. The light fixture that arrives shattered. Deficiencies aren’t a surprise—they are a known part of the project. And yet, so many designers treat them as an afterthought, reacting to issues as they arise rather than structuring a clear approach, both client-facing and internally, for handling them.
Let’s be honest, whose camera roll isn’t a series of deficiency photos at the end of a project?
When deficiency resolution isn’t built into your process, it creates stress. Clients feel blindsided when things go wrong. Fixes become rushed, last-minute scrambles. Team members wait for direction. Vendors and contractors aren’t clear on their responsibilities.
When deficiency management is a defined step in your process, everything shifts. Clients don’t panic, because they expect it. Fixes happen efficiently, because the timeline allows for them. You aren’t chasing down trades, because everyone knows their role.
It’s not just about resolving deficiencies—it’s about making them a structured, non-negotiable phase of every project.
How Deficiencies Cost You Money, Trust, and Control
Profitability
Every missed deficiency means expensive rework and wasted time.
If your team doesn’t have a structured way to track them, things slip through the cracks, leading to last-minute, unplanned fixes.
If it’s unclear who is responsible for the fix, you might find yourself paying out of pocket for something that should have been covered by a contractor or vendor.
Client Experience
When a client isn’t prepared for deficiencies, they feel blindsided.
If you’re handling fixes reactively, the project starts to feel unstable—even if everything is under control behind the scenes.
Clients don’t need perfection—they need clarity. They need to know that you anticipated this and have it handled.
Trust & Reputation
When deficiencies are addressed reactively, clients lose confidence in your expertise.
This is when they start hovering over every decision, questioning every detail, and feeling like they need to project manage.
But when deficiencies are built into your process, clients feel confident and taken care of—because nothing feels like it’s unraveling.
How to Make Deficiency Management a Built-In Step of Your Process
Make Deficiencies an Explicit Phase of Every Project
If your process has five steps leading up to install, then Step 6 should be identifying deficiencies, and Step 7 should be resolving them.
This isn’t something that gets squeezed in at the end—it is a structured, defined part of project completion.
Set Client Expectations from the Beginning
During onboarding, clients should know: Deficiencies are normal and expected.
This isn’t just a conversation—it should be clearly outlined as a step in your workflow.
When clients expect deficiencies, they won’t panic when they happen. Instead, they’ll trust that they’re being handled.
Use a Tracking System (Not Just Your Camera Roll and Blue Tape)
Blue tape is useful, but it shouldn’t be the only tracking method.
Every issue should be formally documented—whether that’s a shared Asana board, a punch list, or a Google Sheet.
That way, nothing gets missed, and your team knows exactly what needs to be resolved.
Define Who Handles What
Who is responsible for documenting deficiencies?
Who is accountable for resolving them?
Is it you, the contractor, the vendor? Clarity eliminates wasted time.
Create a Timeline for Resolution
Deficiencies shouldn’t be an open-ended “we’ll handle it.”
Every issue should have a deadline for resolution—so the project moves forward without unnecessary delays.
What’s Next?
Deficiencies don’t have to feel like roadblocks—they can be a seamless part of the process.
If you’re ready to refine how your studio runs, explore how we can work together here.