Why we need to talk about the office fit-out process

There are many reasons you might be considering an office fit-out. You might be planning on downsizing your business or merging multiple offices due to rising operating costs; fitting out or refurbishing because you’ve run out of space; or you might simply want to update the look and feel of your workspace.

Alternatively, following the changing working practices resulting from the pandemic you might be trying to create a space that better suits your staff, perhaps implementing collaborative areas that complement hybrid working.

It feels like a new office fit-out is the answer. But at what cost? In the current climate it’s crucial to not waste time or money when delivering such projects. That means having a solid grip on the timeline and key steps required if you are to deliver an efficiently run fit-out programme that hits both deadlines and the agreed project budget.

Understand the time required

One of the first steps in the office fit-out process is understanding just how long your fit-out might take and the goals you need to achieve within that timeframe. Tiny alterations may just take days, but typical office fit-outs take between 6 to 14 weeks – and that’s just the actual build element of your project rather than considering the planning process too. If structural work or other construction elements are required, then this fit-out time can quite easily take as long as six months.

Such fit-outs can be more clearly understood by their classifications – each of which has a different impact on the cost, time and resources required to achieve the planned office space.

The most common of these classifications are Cat A (where the space already has a basic fit-out of amenities and features such as flooring and ceilings but is essentially a blank canvas for the new tenants) and Cat B (which provide an opportunity for companies to create workspaces tailored to their needs).

Below we outline the key steps to consider

Step 1
Building your team – why planning and the involvement of all stakeholders is essential

The length of this fit-out period – remember up to three months is fairly typical – means that efficient planning is essential. This not only helps to ensure the smooth running of the project but also to consider the possibility of contingency time being needed if delays should occur. Bringing all stakeholders involved in the process – such as finance, facilities, and HR – together is needed for success since such players will help identify needs early on. Their collaborative approach will also help to ensure that the project runs smoothly and as such should be your focus at the very start of the project.

Step 2
Undertaking workspace consultancy – reviewing existing space
(4 weeks)

The planning stage will, naturally, depend on what you are wanting to do with your proposed office fit-out. This is best identified through a comprehensive review of your current workspace to understand what your new requirements are and help you to define the brief for the project. Although this can be done by you as the tenant, employing a specialist workspace consultancy can help bring additional expertise to achieving the transformation you are seeking and to ensure you have the right size and type of space for your needs.

Step 3
The hunt for new space – working with agents and landlords
(up to 16 weeks)

If you are looking to relocate then it’s at this point that the hunt for new space begins, which can take a several weeks in itself. Having appointed a commercial agent to look for new space, their expertise will be needed at the lease negotiations stage when both tenant and landlord will be fighting it out for the best deal. Be prepared to allow for up to three months for the lease negotiation process to be completed. At this point, a test fit will produce a floor plan that shows whether the space you have chosen is suitable or not and help you to better visualise the finished layout. This process will typically take around two to three weeks.

Step 4
Appointing a contractor – moving forward
(6-8 weeks)

Step 5
Developing the design brief – visualising the space
(4-8 weeks)

Although the workspace consultancy will have identified your needs, it’s at this step that the look and feel of your new office fit-out should reveal itself. We say this because it should be a collaborative process developed between stakeholders and your design team, ensuring that the final design brief matches your aspirations for the project but also the needs of your staff and making any changes as necessary.

Step 6
Reviewing and ordering furniture
(4-8 weeks)

The office design will be complemented by the furniture that you choose and is an important element of producing the aesthetic result you require as well as the practicalities of what you need – for instance, if you are introducing collaborative space. Working with the furniture and design team of your fit-out partner you can decide what works for you, as well as negotiate the best pricing from your supplier before ordering.

Step 7
Bringing design to life – the construction phase
(6-14 weeks)

As we said earlier the construction phase is generally the longest part of the office fit-out process – between 6 and 14 weeks. It is one of the most critical areas on which to ensure focus to avoid escalating costs hence the due diligence process we highlighted earlier.

Step 8
Fitting out – installing your furniture
(1 week)

The fit-out process brings your new space to life. Again, it’s essential that your construction team and furniture suppliers work closely together to ensure that the delivery of furniture is aligned with the completion of construction. This allows installation to begin as soon as possible, allowing you to keep to your office move-in date.

Step 9
Making the move – the relocation process
(6-14 weeks)

The physical relocation of your organisation’s equipment – such as technology and communications – can take place after the installation of the furniture is complete. To minimise disruption, and dependent upon the size of the overall project, this might be a phased relocation – such as moving one floor or team at a time.

Step 10
Moving in – time for occupation

An ongoing process

Although the physical fit-out may end with the completion date the need to continue listening and monitoring doesn’t. The world of the office is still evolving, which means that a watchful eye to understand the possible adaptations that might be needed in the future is required. This will help you to continue to optimise your space, control your office costs and get the most from your new fit-out.

Essential workspace guide

How to achieve fit-out success

Our essential guide explains the benefits of transforming excess space into agile, inspiring, and revenue generating space for potential tenants, and how to achieve results – fast.

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Why we need to talk about the office fit-out process so businesses can avoid costly delays

Understand the time required

Step 1 Building your team – why planning and the involvement of all stakeholders is essential

Step 2Undertaking workspace consultancy – reviewing existing space (4 weeks)

Step 3 The hunt for new space – working with agents and landlords (up to 16 weeks)

Step 4 Appointing a contractor – moving forward (6-8 weeks)

Step 5 Developing the design brief – visualising the space (4-8 weeks)

Step 6 Reviewing and ordering furniture (4-8 weeks)

Step 7 Bringing design to life – the construction phase (6-14 weeks)

Step 8 Fitting out – installing your furniture (1 week)

Step 9 Making the move – the relocation process (6-14 weeks)

Step 10 Moving in – time for occupation