Home Renovation Part 8: Tools

I used 3 tools to help manage the project: a hanging folder, a spreadsheet, and a Google docs document.

I filed all written material that we collected from show rooms, quotations, versions of contracts, purchase orders, specifications, bills, and receipts. By the end of the project I filled 3 hanging folders.

I kept an up-to-date spreadsheet with the expected cost of the renovation. I started with rough estimates of all items, and I changed the estimate to the actual cost as the project progressed. I calculated the initial rough estimates with the architect at the time that we picked the contractor. Once I picked the contractor, I asked him to validate the rough estimates we had for the items that are not included in the contract.

I shared a Google docs document containing the project notes with my wife and with my architect. The document contains the list of items to purchase, ordered items that were not received yet, to do list, and archive of past decisions. In essence, it represents my entire short-term memory regarding the project.

I prepared for the meetings with the architect and contractor by reading this document. If the architect or contractor answered any of these questions or raised new issues, I would write them down in this document. I also updated this document between the meetings and after visiting my home during the week. I will write down every question that I have for the architect or the contractor in this document.

This document is essential to avoid losing track of the myriad issues and decisions related to the project. It allowed me to take a relaxing summer vacation during the project without worrying that I will forget something important while I was away.