First, you need to think about the nature and scope of your project. The service firm that may be perfect for a full-scale renovation may be unresponsive and unnecessarily costly for repair or maintenance work. Are you looking for simple built-in bookcases or an integrated, elaborate library? Do you want an heirloom-quality sofa or a playroom sleeper? Next, weigh your priorities. Is it crucial that the project is done by the holidays? Or is it more important to get a particular style? Is budget a driving factor? Evaluating your requirements will make it easier to decide upon a vendor, because you will know where you can compromise and where you can’t. Your requirements may evolve as you learn more about what is in the marketplace, but it’s a good idea not to stray too far from your original intent.

To find the best professional for the job, start by asking for recommendations from friends, colleagues, neighbors, your building superintendent or related service providers you trust. The Franklin Report will help you evaluate those candidates and identify others by offering insight into their competitive strengths and weaknesses.

To make most efficient use of your time, first do quick background checks of the candidates to eliminate those with questionable records. For all categories you should check with the Better Business Bureau (312-832-0500 or www.bbb.org) to see if any complaints have been filed against the vendor. In addition, for each specific category, licenses may be required or professional associations may offer additional information (check The Franklin Report overviews for each category for specifics). If you are investigating Franklin Report service providers, you will be informed of past client satisfaction in this book and on our regularly updated website, www.franklinreport.com.

While it may not be necessary to conduct a face-to-face interview with a provider who is going to do a one- or two-day project, phone interviews are recommended before they show up. For larger projects, it is wise to meet with the potential providers to learn all you possibly can about process, expectations, quality and price and to judge your potential compatibility. Don’t be shy. Personality and style “fit” are extremely important for longer-term projects that will involve design decisions or complicated ongoing dialogues, but are less critical when seeking a professional steam cleaner.

The following are general interview questions that will help you make the most of discussions with potential vendors. More specific questions that apply to each specific profession may be found in the category overviews.

Licenses, registrations, insurance, bonding and permits are key parts of the equation, but are category dependent (again, check the overviews). Any suspicious activity on this front, like a contractor who asks you to get the permits yourself or can’t seem to find his proof of insurance, is a red-flag event. Similarly, anyone who refuses to give you references, asks for all the money up front or who tells you what a great deal you can have if you sign today should be eliminated from your list.

Each service category works differently in terms of pricing structure. Projects may be priced on a flat fee, estimated or actual time, a percentage over materials, a percent of the total job (if other contractors are involved) and a host of other variations. What appears difficult and costly to some providers may be routine for others. Many providers will be responsive to working with you on price (and it is always worth a try). However, under strong economic conditions, the service provider may only be pushed so far; they may actually be interviewing you during your call. For more specific details and recommendations, see the pricing discussions in each of The Franklin Report category overviews.

Narrow your list and ask for at least three bids for substantial jobs. Describe your project clearly and thoroughly, including any timing constraints. Once received, do your best to compare the bids on an “apples to apples” basis. Ask each provider to break down their bids so you can see whether some include more services or higher quality specifications (processes and materials) than others. Don’t be afraid to keep asking questions until you fully understand the differences between the bids.
Cheaper is not always better, as a bid might be lower because the workers are less skilled or the materials are of lower quality. Compare samples where possible. If speed is important, you may be willing to pay more for the person who can start next week instead of six months from now and who checked out to be more reliable on timing.

Just as with pricing, you will need to understand what the acceptable business practices are within each industry and negotiate a contract, if appropriate. Most service professionals have standard contracts that they prefer. Smaller jobs: For one-time-only situations that you will be supervising (rug cleaning, window washing, etc.) a full-blown contract approved by your lawyer hardly seems necessary. Just ask for a written estimate after you thoroughly discuss the job with the provider.

Larger jobs: For larger projects, like a general contracting job that will cost multiple thousands of dollars and will involve many people and lots of materials, a detailed contract is essential. Don’t be afraid to ask about anything that is unclear to you. This is all part of the communication process, and you don’t want to be working with a service provider who intimidates you into accepting anything that you don’t understand.

Once the contract is written, you may want an attorney to review and identify any potential issues. While most homeowners do not take this step, it could save you from costly and frustrating complications further down the road.