Top 10 factors to consider for a successful office fitout or relocation project!

The thought of embarking on a complete office fitout or relocation project is daunting.  We have put together our top 10 factors to consider, for a successful office fitout or relocation project. 

  1. Selection of internal project team

Firstly, select who within your business is going to head up the project internally.  It is a big decision and requires due care and attention.  The person needs to be strong but calm and reasoned project leader with a small project team comprising of all key departments for consideration in design and branding stages.

  1. Building search

You may find your current premises aren’t suitable any longer – this maybe due to size, location or even costs.  You need to plan for any future expansion when looking for premises.  You will also need to consider any changes coming up for different ways of working to be able to incorporate them into the new premises.  A commercial property agent can help you find your new premises and secure it on the right terms. 

  1. Budget

This is likely to be a big investment, but one that only comes along every 5-10 years or so, therefore it is important to be realistic when setting your budget.  Remember your staff are your biggest investment so you need to invest in the space they work in, it needs to be one that creates a good positive culture.  Ensure you get estimates for everything you may require.  Always good to have a contingency for any unforeseen changes that may crop up during the project.  There are various options on funding for these kinds of project from leasing to grants.

  1. Timescales

Business needs to continue as usual, but your office design and build contractor can offer useful advice on when is the best time and work with you to put measures in place to minimise disruption.  This could be means of phasing a project or cordoning areas off, only minimal works are ever needed to be carried out outside of office hours.

The design and build contractor will provide a clear detailed programme of works showing how they can effectively complete the project in a certain duration.

  1. Clear project brief

This is the most important thing to accomplish.  You need to list your needs and preferences.  The more detail you give the better suited the design will be.

Things that need to be described.

  • The look and feel you want to achieve
  • Current business size and expansion areas required for growth plans. You want this to be able to accommodate your ever changing needs
  • Your brand and messaging that needs to be portrayed through the premises
  • What equipment and facilities the staff need
  • If you need separate meeting rooms, board rooms and training rooms – or could these be multiple use to save space not being used all the time
  • Are there any special seating requirements?
  • What types of open workspaces or private areas you need?
  • Whether you require the staff to be in departmental areas. If so, give numbers of staff for each area
  • Then any other ‘must haves’ or design ideas you have seen

This will enable the design team to draw up a layout most suited to your needs and then for the estimating department to cost it in the most cost effective way.

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  1. Selecting a design and build fitout contractor

Working with a design and build contractor will help you maximise your space and make the most of your budget.  There are many design and build contractors out there so how do you choose.

  • Do they cover the services we need?
  • Do I need a turnkey package?
  • Are they close in proximity to us?
  • What case studies and testimonials do they have?
  • Are they compatible with you and your business values?
  1. Dilapidations

The least exciting part of any office relocation or fitout, but you can’t get it wrong or ignore it.  Commercial dilapidations clauses demand you leave your old office space as you found it.  Most design and build contractors can take care of these works too.

  1. Good furniture selection

Space planning is a key part in understanding the best configuration for your office furniture, whether it is reusing existing furniture or buying new.  Consideration needs to be taken for any expansion plans so as to ensure good continuity of the products & how easily they can be adapted.  Often simple reconfigurations of desks can lead to big space savings and increase productivity.

Also, need to ensure ergonomics are considered when choosing office furniture.

Most furniture manufacturers would have showrooms you can visit, so don’t hesitate to ask your design and build contractor if this is an option you would like to pursue.

  1. Final office move

Most office relocations would require an office removal firm to assist with their final move.  Most design and build contractors would be able to assist you with this or put you directly in touch with some recommendations. 

Remember to back up your data, brief your staff and set up a welcome session for the new workspace (this could be welcome packs on the desk and then a tour of the space to induct staff members in their new surroundings). 

Ensure everyone has decluttered before they move their personal belongings across.

  1. Aftercare

Ensure the design and build contractors hand over the following items:

  • As built drawings
  • Test certificates
  • Instructions on how to care for furniture items and operate them
  • Guarantee or warranty paperwork

Also, ask if they have any aftercare package – some design and build contractors offer a 12 month guarantee to rectify anything due to workmanship.  Other items such as HVAC would have a chargeable servicing package you can opt into to keep your equipment up to date. 

If you wish to learn more about successful projects, view our projects page https://accentoffice.co.uk/projects/ or please call us on 08456 595911 or email us on interiors@accentoffice.co.uk

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