The Ultimate Checklist for Overseeing a Remote Home Renovation from Abroad

Planning a home renovation is already stressful, and it becomes even more challenging when you are not down the street from the house you’re renovating. What if you’re trying to manage a renovation while sipping coffee in a kitchen halfway around the world? A different ball game altogether. It’s a lot like trying to build IKEA furniture over a video call; you know how it’s supposed to look, but you end up with loose screws and a table leg sticking out where it shouldn’t.

But don’t worry, managing a renovation remotely is not just for superheroes. It’s not impossible to manage your dream renovation from a distance if you have the right tools, a little bit of vision, and thorough planning. If you’re an expat who wants to give a new look to a house you plan to move into, or simply someone who enjoys a good do-it-yourself project, a well-laid-out plan is your new BFF.

Here, we’ll discuss the steps: from the selection of permits to monitoring your progress with the use of technology, without ever visiting the construction site. Because let’s face it, being the boss from thousands of miles away should have its perks.

Step 1: Research and Pre-Planning

Don’t rush into the renovation process immediately. Instead, look at the situation as a detective would: start with some good old-fashioned research. This is where you set the foundation, and we assure you, it’s much easier to make changes now than it will be when the nails are being hammered.

Assess the Property

If one cannot tour the property yourself, then you have to get a little creative. You can hire a local professional to do an inspection for you, and even take photos or a virtual video tour. Think of it as house hunting in the age of Zoom—it’s not the same as being there, but it gets the job done. Knowing the current state of the property will assist you in determining what is really wrong with the property and what is in most need of repair. This will help you avoid some seriously problematic situations down the road, like discovering a mysterious wall full of mold that you never knew about.

Set a Budget

Ah, the budget. The thing that always seems reasonable until you wake up to the fact that your dream kitchen is more expensive than a small yacht. When you’re dealing with exchange rates, the cost of labor in the local area, and extra expenses that are always around the corner, it’s always good to have a little room to maneuver. Calculate a small margin of error for unexpected changes you might want to make, and ensure that everything you spend money on is accounted for through the use of spreadsheets, applications, or any other tool that gives you a good night’s sleep.

Understand Local Regulations

Permits, permits, permits. Every country (and sometimes every city) has its own laws, and violating the local regulations and building codes is not without repercussions. Make sure to find out the building codes, zoning laws, and permits that need to be put in place in your area as early as possible. This can often be done remotely through your local contractor or renovation team. Take care not to be caught unprepared midway through a renovation because someone did not submit the right form.

Hire a Local Architect or Contractor

Since you are not there to supervise every decision (unless you like to micromanage your project from across the world), the selection of the right architect or contractor is very important. Ideally, you should look for professionals with a good reputation, especially if you won’t be able to meet them in person. You can even go online and search for reviews or you can ask for references on social media sites like Facebook. Once your team has been put together, make sure to articulate your vision as clearly as possible – use Pinterest boards, online color swatches, and virtual software to paint a clear picture of the end result.

Step 2: Securing Legal and Administrative Requirements

Congratulations! You have your dream team and your budget is set, so now it’s time to face the paperwork! Oh no, it’s not as terrible as it sounds. As you will see, it’s not as difficult as it sounds to manage permits and legalities from a distance.

Obtain Permits

Permits are like the backstage passes to your renovation concert—without them, nothing is getting done. It also varies from country to country and sometimes even from city to city as to what is necessary, so be sure that all your documents are in order before construction starts. Almost all local authorities have online portals where you can apply for permits and your contractor or architect can do this for you. Tick all the legal requirements before you start  – because no one wants to be in the middle of putting a new bathroom in and get a cease-and-desist order.

Contracts and Legalities

For a project that’s being managed remotely, a good contract is the only armor you have against bad work. All the contracts with your renovation team should be legally binding and contain all the necessary information including timeframes, costs, deliverables, and penalties for failure to meet the deadlines. You will also need to make sure that the contract is enforceable across borders. Even if you’re starting without any legal worries, it’s always wise to seek the services of a lawyer who understands the laws of the country you will be doing work on.

Insurance Coverage

Here’s a question you don’t want to be asking after the fact: Is my renovation insured? Renovating from abroad comes with a different set of risks you might not be familiar with, and it’s important to make sure your property, contractors, and the renovation itself are covered. Find out about both local and international insurance options—some companies even offer specialized plans for overseas renovations. If you’re already covered, review your policy to see whether the coverage extends to renovations, especially if things go off-script.

Step 3: Setting Up Communication Channels

After the legalities are sorted out, it’s time to make sure that the flow of communication is as efficient as a well-oiled machine. In the case of a remote renovation project, you absolutely need to be in touch with your team, and that means establishing effective communication with everyone who is working on-site.

Scheduling Regular Updates

If you’re not being updated regularly, you might start to feel that you’re in the dark as far as your renovation is concerned. Make sure that your team is clear on how often you will be checking in, and what kind of updates you will be expecting. It’s advisable to have weekly or bi-weekly video meetings to track the project’s progress and do not hesitate to request lots of pictures and videos. It’s much better to detect an issue early than after the paint has dried already.

Choosing the Right Communication Tools

While emails are perfect for exchanging formal contracts, for daily reports you will need tools that won’t slow you down. There are many project management tools available such as Asana, Trello, Basecamp, etc., through which you can monitor progress, assign tasks, and have a bird’s eye view of the the entire project. For more detailed conversations and updates, it’s possible to do video calls via Zoom or Google Meet. Communication tools like these are very helpful when it’s not possible to see the progress (or problems) in person. And of course, there is always a place for instant messaging services such as WhatsApp or Slack for brief and informal communication or for answering questions.

To read more about our top recommendations for how to stay in contact with your team, take a look at our article titled “5 Tools to Help You Oversee a Home Renovation While Living Overseas.” We offer our best ideas on how technology can help you get your project organized, and keep it nearly on track.

Time Zone Challenges

Time zone differences are one of the most challenging issues you’ll encounter in the management of remote renovation projects. It becomes very frustrating when your team is online early in the morning while you’re about to sink into your bed for the night. You can start to feel like you’re always playing catch-up and never quite on the same page. This is why it’s a good idea to set a time that is convenient for all parties. even if you are setting a breakfast meeting and the others are having their evening tea. And, of course, double-check time zones before scheduling a call – nobody wants to be woken up at 3 a.m. to talk about tiles.

Step 4: Timeline and Budget Tracking

Once your communication schedule and tactic are established, the next challenge is keeping an eye on the timeline and, maybe the most critical factor – the budget. Both have a way of stretching indefinitely if you’re not careful. To make sure you’re not forced to sell a kidney to cover unexpected costs, keep this part of the project under tight control. 

Creating a Clear Timeline

The rumor about timelines that all of our clients seem to have heard is this: timelines are like toddlers: They don’t do what you want, and they always take longer than you hoped. First, sit down with your contractor and set out a schedule of how long the project will take. Do this before construction starts. Always remember that small delays are normal, but long, neverending delays are not. Divide the project into segments and make sure that each segment of the project has its own timeline. In this way, if one phase of the project takes more time than planned, you can adjust your path so that the entire plan doesn’t get thrown out.

Tracking Expenses Remotely

Overseas monitoring of your renovation budget is possible but you need to be a bit tech-savvy. Fortunately, you have many options at your disposal. Employ the services of QuickBooks or Mint or any other financial tracking applications to monitor payments, invoices, and other expenses. Ensure that your contractor is submitting his/her expense statements frequently so as to know where the money is being spent and where it’s being lost. Oh yes, don’t forget about the exchange rates if you are handling cross-border payments – those fluctuations can be a sneaky drain on your budget!

Financial Buffer

As for the unexpected, always plan for it. Maybe your contractor finds termites during demolition, or perhaps the beautiful vintage tiles you ordered end up costing double due to shipping fees. You shouldn’t expect a 20% budget increase, but you probably won’t finish exactly where you wanted to either. Just as with timelines, small changes are expected, massive ones are not and are certainly unwelcome.

Step 5: Overseeing the Renovation

Here comes the best part. This is where you sit back and watch your plans unfold – or at least, oversee them from a comfortable distance. Even if you may not be able to visit the project site and see the progress yourself, there are many ways of monitoring what’s being done to make sure nothing is out of the ordinary.

Monitoring the Work Remotely

With the right technology, you can monitor most aspects of a renovation from the comfort of your home, or from any other part of the world. Request your contractor or team to install cameras at the construction site that can provide a live feed, or have them take photographs or record videos at regular intervals. This way, you can check in anytime to see how things are going without having to put on a hard hat. For instance, if you are very particular about the small details, you can ask for a weekly walkthrough with a video call so that the contractor can take you around and address any of your concerns in real time.

Appoint a Local Representative

If you would like some boots on the ground but cannot be there yourself, then you can appoint a local contact – friend, relative or a project manager. This person can go to the site, monitor the progress and give you updates at your convenience. They can also speak to contractors on your behalf and can be useful in identifying problems before they become large and costly.

Our reputation rests in our ability to manage renovation projects skillfully from afar, and we highly recommend that you seek the help of a professional team to do so. Take a look at our Brooklyn Project to see one of our remote projects in action!

Managing Changes from Abroad

You can be sure that something will happen during the renovation process that you did not plan for. Maybe you see a feature in the progress photos that you love (or hate), or you decide you need to change the materials. When you make these kinds of changes remotely, it’s even more important to be precise. Let your team understand that any changes require your sign-off before proceeding. A change order process will assist in avoiding the element of surprise – in the quality of work delivered and in the final bill.

Step 6: Remote Inspection of the Final Work

Congratulations, you’ve crossed the finish line and now it’s time to show off your work. You can also review the final work from a distance and make sure that everything is done to your satisfaction.

Final Walkthrough

The final walkthrough is a very important part of any renovation project and even if you are remote, you should not skip it. Organize a video tour of the site with your contractor and then make a checklist to confirm that all the work has been done according to the signed contract. Ensure that you pay attention to details such as paint touch-ups, light fixture installations, and anything else of prime importance to you. And don’t be afraid to ask for close-up shots if something doesn’t look quite right over video.

Hiring an Inspector

If you want an impartial opinion, hiring a local home inspector is a good strategy. They can go through the renovation to check on various aspects such as safety, code compliance, and functionality. This helps you be sure of the project’s quality before you part with the final payment.

Final Payment Considerations

When it comes to payments, do not pay the last amount until you are fully satisfied with the results delivered. It is common to have a retention amount clause in most contracts, in which the final payment is withheld until the work is satisfactorily done. This helps everyone to remain motivated to wrap up the project in the best way possible.

Conclusion

Remote renovation management is not easy, but with a solid checklist, it can be done. From managing permits and documents to live streaming site visits and tracking budgets, being organized and proactive are your aces up your sleeve. So long as you are clear with your instructions, keep records of the progress, and are patient, you will be enjoying your lovely new space in no time. All this without having to leave the comfort of your sofa. Or beach lounger. We won’t judge.