For my last reno we used a GC to handle the details and time line. This allowed us the ability to pick what we wanted and kept the project moving. I do have lots and lots of idea books that are fun to collect to plan. I love Pinterest.

For our extensive home renovation, we created numerous ideabooks on Houzz. Then we went through them and deleted the things we liked least. Then we looked for patterns. We discovered that in the case of the kitchen we liked either white or maple cabinets, aqua glass tile, light hardwood floors and natural wood elements, etc. At that point, we collected our thoughts into a 1/2 inch binder. We summarized what we wanted in a Word document (point form.) Then we included pictures of things we liked. We also commented on things we did not like.
When we met with our GC/designer we gave him the binder. We went through it with him in detail. He took measurements of the kitchen. At this point, he met with the Kitchen Designer and then she created drawings. Then they met with us to share their ideas. We were absolutely delighted with the results and gave them the “go ahead.” So we literally only saw the KD once before the kitchen was installed. However, I would stress that the KD was essential to this process. She came up with ideas we never would have thought of plus she honoured our wishes in her design.
Our GC said that our binder was tremendously helpful and that he had never had anyone do that before. He has since shared this idea with other clients. I think the more you plan ahead and know your preferences, the better things will go.
All the best with your project.

To start out its best to follow a standard project management process.
- Make a list of "all" the tasks you need to accomplish, and make it as detailed as you can possibly get. For example, don't just make a single task for "get permit approved" if it is for major renovation. For that task you will need to get an architect or planner, contract with him/her, allow time for plan development and review, make initial and follow-up submissions to the city, etc.
- Sequence all the tasks as best you can, and list them out with tasks, sub-tasks, etc.
- Determine estimated time for each task and who will complete it. For example, you will pick out lighting fixtures, but also make a guess at who will order, deliver, and install them.
- Then use an Excel spreadsheet (or project management software) to build a schedule. There are Excel templates that put months/days across the top and tasks down the side, and you just color the cells to show the days when each task happens. However, when using Excel you will need to develop your own dependencies and sequencing. For example, you can't start wall construction until footings are poured, so don't get those tasks out of sequence.

Once you make the plan, you will probably be a bit overwhelmed with all the work that is needed, but will have much better idea of how it fits together and how long it may take.

Bruce

I made a master list of everything I wanted to do, collected ideas and saved photos on here, met with my GC and went over all of it and then he provided me with a detailed to-do list which was updated every week by him. I tracked all of my purchases in a good ole fashioned excel spreadsheet. So I had his list and my list which I went through and also updated week by week. We made most of the purchases (like flooring, lighting, appliances) ourselves so it was helpful to have every single thing itemized.

thanks everyone for all the great ideas! 🙏 sounds like everyone had a solid process from the start to stay organized, but use lots of different tools. i love spreadsheets so will probably go that route for planning and tracking, along with pinterest/houzz to collect everything. worry is that the GC isn't always as organized as they claim :/

Use a combination of drawings and specifications and cross-reference each other. You'd want the documents to be up-to-date.

And before you hire your contractor, make sure you've done your due diligence and preparation. Here's a free downloadable checklist of Things To Do Before Hiring a Renovation Contractor:

freeguide.kickstarthouse.com

I was stressing about keeping things organized for our bathroom renovations until I used Trello. I can put screenshots, links, make checklists, etc. Very flexible and useful.

My husband uses spreadsheets to outline what needs doing, by whom, when and where. He has the job broken down, room by room, with everything that needs to be done in each room. He uses me to go through the lists with him, before he passes them on to the contractors.