Who Does What? Clarifying Roles in a Custom Residential Project
Designing and building a high-end home is both an artistic and technical endeavor. Architects, interior designers, landscape architects, engineers, and clients all bring vital contributions—but the lines between these roles aren’t always clear. Without well-defined responsibilities, projects risk inefficiency, miscommunication, or costly rework.
In this article, we’ll explore how roles are typically distributed across a residential design project, what tasks tend to fall into grey areas, and why clearly defining responsibilities upfront benefits both the design process and the finished home.
The History of Role Division in Residential Design
Historically, the architect was responsible for the totality of the home: its structure, finishes, furnishings, and even the silverware. In the late 19th and early 20th centuries, architecture firms like McKim, Mead & White or Greene & Greene were known for designing not only the homes, but also their interiors, lighting fixtures, and furniture.
As the profession became more specialized in the modern era, responsibilities began to splinter. Today, most projects are composed of independent contributors hired under separate contracts. That division of labor offers flexibility—but also demands coordination.
In the absence of clarity, the question “Who’s doing what?” becomes a recurring theme.
Where Problems Typically Arise
Many of the most problematic coordination issues happen in areas of overlap—especially those that require both aesthetic and technical expertise. Consider the following examples:
The interior designer selects sconces that are incompatible with the architect’s reflected ceiling plan.
The architect designs built-in shelving, but the cabinetmaker receives different specs from the interior designer.
The client hires a landscape designer after plans are filed, but the new grading conflicts with the approved civil drawings.
Each issue might seem small in isolation, but together they create friction, drive up costs, and delay project milestones.
The Role of a Responsibility Matrix
To minimize ambiguity, experienced project teams often use a Responsibility Matrix—a structured document that breaks down every major task by phase and assigns clear leadership and support roles.
It’s more than just a spreadsheet. It’s a tool for communication.
A sample breakdown might look like this:
Architect: zoning analysis, exterior form, window and door layouts, millwork design, ceiling detailing, construction documents.
Interior Designer: finish selections, furniture planning, lighting selection, decorative hardware, and artwork coordination.
Landscape Architect: grading, drainage, plant selection, hardscape layout, outdoor furnishings.
Engineers (civil, structural, MEP): technical systems, structural integrity, code compliance, energy modeling.
Client: strategic direction, aesthetic feedback, final approvals, and furnishings budget setting.
Each role is not only defined—it is intentionally coordinated.
Millwork, Trim, and the Grey Areas of Responsibility
Architectural millwork is a classic example of overlapping domains. Who owns the baseboard profile? Who draws the kitchen cabinetry? Who chooses the stain?
In many projects:
The architect leads built-in design and architectural trims (paneling, crown, door casings).
The interior designer selects finishes, hardware, and complementary soft goods.
The cabinetmaker translates concepts into shop drawings and handles fabrication.
But when no one takes the lead on integration, these details are easily missed—or worse, executed without intent.
For firms that fabricate millwork in-house, such as those with dedicated cabinetry shops, this process becomes much more controlled. Design, detailing, finishing, and installation are aligned under a single workflow.
Furnishings—Where Design Often Loses Momentum
Furnishings are frequently underestimated in the timeline and complexity of a residential build. Yet they represent some of the most emotionally significant elements of a home. They’re also the final layer of spatial design.
Furnishings should be considered part of the design process as early as Design Development, with a few key milestones:
Furniture layouts to inform electrical and lighting plans
Preliminary budgets for procurement
Selections and revisions based on scale and palette
Final placement drawings to guide delivery and staging
Outdoor furnishings—especially for terraces, pool decks, and garden rooms—follow the same logic and should be coordinated with landscape design and lighting.
Treating furnishings as an afterthought often leads to compromised scale, delayed installations, or awkward transitions between built-in and movable elements.
How the Matrix Improves the Client Experience
While the responsibility matrix is an internal coordination tool, it also helps clients make decisions more confidently.
It allows them to see:
Who is accountable for what
What deliverables to expect from each consultant
Where to direct questions as the project evolves
It also reduces the likelihood of the client becoming the accidental “project manager”—a role they’re rarely equipped or interested to play.
In well-run projects, the client’s role is strategic: guiding the vision, approving key milestones, and trusting the team to deliver.
Integrated Design as a Modern Return to Tradition
There’s a renewed interest in returning to a more integrated model of practice—where the same team oversees both architecture and interiors (and sometimes landscape and construction).
This model reflects the way legacy architects once worked—holistically, and with a single guiding vision.
Integrated design isn’t about doing everything in-house. It’s about eliminating silos. Whether the disciplines are under the same roof or simply working under unified leadership, the goal is consistency in form, detail, material, and proportion.
Firms that operate in this way typically produce homes that feel more cohesive, intentional, and timeless—regardless of style.
Final Thoughts
“Who does what?” is a deceptively simple question that cuts to the core of project management and design quality. It’s not just about delegating tasks—it’s about aligning vision, clarifying accountability, and ensuring that every inch of the home is addressed with care.
A responsibility matrix won’t solve every problem. But it is one of the most effective tools for keeping teams aligned, expectations realistic, and outcomes elevated.
For clients embarking on a high-end custom home, asking this question early—and often—can mean the difference between a home that feels assembled and one that feels authored.