Planning an office fit-out

Whether you’re moving to new premises or updating your existing workplace, an office fit-out or refurbishment can be stressful and time consuming without careful planning.

CONSIDER YOUR NEEDS

Are you fitting out or refurbishing because you’ve run out of space? Are you down-sizing, merging with another office, or simply updating your look?
Whatever your reasons it’s important to think about your needs, both now and in the future – you don’t want to be going through the same process in 12 – 18 months because you under-estimated your needs this time.

Things to consider:

• How many people you need to accommodate
• Your growth projection
• The ratio of open plan to cellular office space needed
• Meeting space requirements
• Hot desking requirements
• Informal breakout spaces including café/restaurant spaces
• Collaborative working spaces
• Storage requirements
• Office furniture needs
• IT needs
• Your budget & timescales

THE PROJECT TEAM

here will be many elements involved in planning and managing an office fit out and refurbishment. Whilst it’s advisable to appoint a “Go To” Project Manager to oversee the overall project, he or she will need the support of a team to ensure that all relevant aspects can be considered and addressed within agreed timelines.

The key personnel involved in an office fit-out project will obviously differ in each organisation, but the following should have some level of involvement:

• Project Manager
• Managing Director/CEO
• Finance Manager
• Facilities Manager
• HR Manager

Consider holding regular team briefings so that those colleagues not involved in the project team feel included. Don’t just tell them what’s happening – ask for their feedback, and where possible circulate an employee questionnaire so that their recommendations and / or concerns can be considered.

CHOOSING A FIT-OUT PARTNER

Appointing an experienced fit-out partner to oversee the fit-out of your new office will save you time and money and ensure that your stress levels are kept to a minimum! A reputable company offering a full design and build service will take care of all aspects of the project. This removes the need to manage multiple contractors and gives you one point of contact.

A good fit-out contractor should offer the following services:

• Building feasibility studies
• Advice on planning & building control
• Project management
• Workplace audits
• Space planning & design
• Detailed drawings and 3D walkthroughs
• Partitioning
• Lighting
• Heating & air conditioning (including advice on energy efficient options)
• Data & IT cabling
• Flooring, finishes & décor
• Office furniture
• Move management services
• A reliable after sales service

Before commissioning a fit-out partner:

• Ask for and check their references
• Ask to visit one or two of their recent fit-out projects
• Make sure that their quotations include everything agreed
• Agree budgets and timescales
• Make sure you feel comfortable with their project management team