A new office environment can boost organization’s brand image as well as enhance productivity. It also presents a great opportunity for an organization to improve its business through cost-effective fit-out, whether it’s a new premise or refurbishing the existing one.
Thoughtful planning and project management are crucial aspects to ensure that your office fit-out or renovation is a success. Below mentioned are tips and guidelines that should be considered while working on the office fit-outs:
1. At the outset, the organization should define the objectives of the fit-out such as accommodating the growing workforce, improving the brand image with smarter offices and/or boosting staff morale, retention and productivity.
2. Determine budgets and time to spend on the office fit-out project. The cost of a fit-out can vary depending on the size of the office space and the level of finishes and furnishings.
3. To sketch out initial fit-out requirements consult widely on proposals with employees, department heads, IT professionals. Ask for their feedback, and where possible circulate an employee questionnaire so that their recommendations or concerns can be considered. Additionally, it is important to include the marketing team in office design to ensure that brand values are incorporated such as brand color, logo, and standard typographical fonts are being used as key elements within the design.
4. Discuss initial plans with the landlord at an early stage, and particularly check whether the proposed changes will result in hefty reinstatement costs under dilapidation clauses within the lease agreement.
5. To drive the project forward, a leader should be appointed who can be responsible to persuade colleagues to assist as well as liaise with the project’s contractors and consultants. This will also help simplify the process as well as speed decision making.
6. Select partners that will be involved in the fit-out such as project management & design consultancy, services and IT consultants. Choose a fit-out consultancy firm, with a proven track record. It will be less time consuming to manage the project if the consultancy firm can source trusted contractors as well as carry out the design work. Not only will they carry out the project, but they will also have the best advice on the type of materials and finishes to be used, the most appropriate office furniture and how to integrate other systems such as electrical, phone and IT into the new fit-out. Working with an experienced project management consultant will help you make smarter decisions and ensure a smooth transition to your new premises.
7. Have a detailed timetable of when the project key stages need to start and be completed and ensure that the project is monitored and tracked.
8. Assess how the office can be made greener and sustainable. There’s an opportunity to reduce energy bills through methods such as installation of energy-efficient LED lighting and using the latest heating ventilation and air conditioning (HVAC) technology.
9. Must check if the firm would need to apply for an application for labour license and BOCW registration. Ensure that the contractors comply with health and safety legislation.
10. Planning and ordering long lead items is very crucial. Furniture, IT equipment and HVAC equipment should be purchased in advance with scheduled delivery dates. Delaying these items can severely push back the launch date for the new office to be up and running.
