Women in breakout space fit out by Morgan Lovell

Choosing the right office design and fit out partner

Home Checklists Choosing the right office design and fit out partner

Checklist contents

You're about to entrust someone to renovate your company's home. Make sure that their values align to yours and that they'll treat your space with respect. Regardless of whether your relocating, refurbishing or fitting out new space, it pays to check their credentials. Read on, as we tell you exactly what to look out for.

Start with their reputation

Reputation is everything. An office design and fit out company will live or die on it. Whoever you choose to deliver your project, take time out to talk to their past clients and look at projects they've delivered. Your project partner should take pride in their previous work and would want to showcase previous clients and work. It'll be time well spent looking at the quality and results of previous projects.

  • Have they provided references?
  • Have they managed projects of a similar size?
  • Do they have a solid track record in your sector?
  • Will they arrange site visits for you to see:
    • one of their finished projects?
    • projects they have in progress?
  • How long have they been in business?
  • Do they have case studies for you to read?
  • Do they work all over the UK?
  • Is the company part of a nationally recognised organisation?
  • Have you determined who owns the company?

Assessing their financial stability and your risk

The health of the company you hire has a direct impact on the level of risk associated with your project. It might seem in-depth, but don't overlook these essentials.

For example, if your project budget is £1 million, and the company has an annual turnover of £5 million, then you could put them out of business by hiring them! How will they afford to purchase resources for your project? It's best to make sure that your contractor has the right backing and resources to complete your project properly.

Some common items to evaluate are:

  • Will they guarantee to deliver on budget, with no surprises?
  • Will they guarantee to deliver on a fixed date, with no delays?
  • Will they guarantee to deliver a snag-free project?
  • Do they have the purchasing power to negotiate for materials, furniture, etc., on your behalf?
  • Do they have a formal feedback process at the end of the project?
  • Do they have the financial backing to complete the project?
  • Do they have a healthy balance sheet (with evidence)?
  • Is the total cost of your project a small percentage of their annual turnover?
  • Do they offer a JCT 'design and build' contract, taking on total responsibility for the project?

What services are included?

Make a list of everything your contractor will provide as part of their service and those things that it won't. Comparing companies on this basis will determine true value for money. Many companies will quote a lower price in full knowledge that you will need additional services later on.

It's also good to understand exactly which services they will complete in-house, which they will outsource and which ones you'll need to source and manage your own contractors for. There's a lot to be said for a one-stop-shop!

These are common services that an office fit out partner should offer as standard:

Workplace appraisal

To work out how much space you need

Accommodation summary

To see if your staff can fit well into the new space

Management interviews

To determine individual departmental needs

Electronic surveys to gather staff input

Because your office should be built around your staff

Building appraisal

To see if your site is really suitable

Detailed cost estimates

So you can create an accurate budget

Technical appraisal of buildings, reviewing the:

  • Air conditioning
  • Heating and ventilation
  • Telecoms
  • IT
  • Plumbing
  • Electricity

In-house design team

Not subcontracted

Interior designers

Space planning

To determine the exact layout

Concept drawings

So you can get the overall feel and flavour

3D visualisations

So you can see exactly what you'll get

Test fit drawings

To make sure you'll fit in your new space

Selecting finishes and fittings

Working drawings

For construction

Furniture

True independent procurement and advice

  • Project co-ordinator to manage design and estimating process
  • Detailed cost estimates
  • Detailed programme
  • Dedicated site manager, single point of contact / responsibility
  • Day-to-day co-ordination of your project
  • Weekly update meetings
  • Extranet
    • A secure online space to share project information
  • Liaising with landlords
  • Arranging planning permission
  • Managing change control procedure
  • Regular reporting on cost, programme and quality
  • In-house mechanical & electrical experts
    • To manage air conditioning and electrical installations
  • Move management services
  • IT installation and relocation
  • Experience in moving and installing comms rooms
  • Furniture installation
  • Telecoms and technology installation
  • Testing & commissioning
    • Snag process
  • Do they guarantee no snags?
  • Move-in day
    • Do they guarantee on-time move-in?
  • An in-house environmental team
  • Do they comply with environmental regulations on site (evidence provided)?
  • Do they have environmental complaint logs on site (evidence provided)?
  • Will they register the site with the Environment Agency?
  • Do they keep copies of waste carrier's licences for all companies that remove waste from the site (evidence provided)?
  • Do they provide the proper waste transfer documentation for all site waste (evidence provided)?
  • Do they offer CarbonNeutral®1 fit out and construction

1CarbonNeutral® is a scheme that allows you to invest in environmental projects (like planting sustainable forests, or developing greener energy) to offset the carbon dioxide your business generates.

Evaluating their credentials

Check their credentials

Is your contractor serious about the environment, quality, and health & safety? If they really are, then they would have picked up certain credentials along the way. While not an exhaustive list, our checklist takes you through some of the major and respected building credentials. Make sure you make an informed decision, based on reputable benchmarks.

  • ISO 14001 Certified (evidence provided)
  • Company Environmental policy (evidence provided)
  • Company environmental management system (evidence provided)
  • Environmental management team in-house (not subcontracted)
  • BREEAM®1 licensed assessors in-house
  • LEED® accredited professionals in-house
  • FTSE4Good2 constituent company

1BREEAM® (BRE's Environmental Assessment Method) and LEED® (Leadership in Energy and Environmental Design's 'green building' rating system) are the two most recognised and authoritative systems for rating how 'green' or 'eco-friendly' a building is.

2The FTSE4Good Index Series is the benchmark for listed companies that are committed to ethical business and socially responsible investment.

  • ISO 9001:2000 Certified (evidence provided)
  • Company Quality Management policy (evidence provided)
  • Perfect Delivery™ or other client satisfaction scheme
  • Client satisfaction interview process
  • Member of Royal Society for the Prevention of Accidents
  • Health & Safety team in-house (evidence provided)
  • Health & Safety policy (evidence provided)
  • Insurance policies (evidence provided)
  • Construction Skills Certification Scheme (evidence provided)
  • CDM (Construction Design & Management) policy statement (evidence provided)
  • Safety incident record (provided)
  • Team members' credentials
  • Project histories for all team members
  • Evaluations of the designer's previous work
  • Project manager in permanent employment (not subcontracted)
  • Accessible management team
  • Biographies of management team provided