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Home Checklists Office fit out checklist
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An office fit out is the end-to-end process of making an internal space suitable for tenants to move into. It’s the transformation of a concrete shell into a working space; from installing facilities and raising the flooring, to installing team breakout areas, meeting rooms and workstations.
Before you go any further, it's worth looking at the bigger picture. Yes, later down the line, you're going to be immersed in the detail. But to get you started, it's time to ask those big questions: why, what, where, when, who and, crucially, how much?
Read on for our free step-by-step guide to successfully managing an office fit out.
A new office fit out, be it from a refurbishment or relocation, can benefit you in many ways. But what are your primary reasons for wanting a new workplace? And what secondary benefits can you gain?
To ensure your office fit out 'fits' your company's needs, get to know the 'why' well in advance. And if you're relocating, be prepared to answer the question, 'Why not refurbish your existing space instead?'.
Moving office, instead of refurbishing, allows you to consider a host of facilities that perhaps your old space simply couldn't cater for
In the current financial climate, the shape of many companies is changing on a regular basis. Empty seats or over-crowded offices, neither do much for staff morale. A new office can be flexible with the changing shape of your company - maximise its potential to create a pleasant working environment.
A change is as good as a rest. And it's been proven that morale and productivity suffer in an uninspiring environment. The change of scenery provided by a new office could be just what's required to turn your workforce into a happy, productive team.
Your office sells your business just as much as your people do. First impressions count for a lot. Your new office is a blank canvas, so use it to your advantage
Chances are, if you're reading this, a lick of paint isn't all that's required in your new space. But the scope of an office fit out can range hugely.
Before you go any further, identify what it is you want. And more importantly, what it is you're prepared to take on.
It can save time and money if you move into a 'pret-a-porter' office. One that only needs the aforementioned lick of paint. Maybe a bit more. But if you go down this route, be aware that moving into someone else's old home may mean it'll never feel quite like, well, yours
Is moving your only option? Could you rework your existing space? This is something a good office fit out partner will be able to help with.
If you think that a refurbishment is more likely to be on the cards, Morgan Lovell's office refurbishment checklist can walk you through it, step by step.
This is the most common interpretation of 'fit out'. The new space is a blank canvas with just the basics installed. And we mean basics - raised flooring, suspended ceilings, outside walls, Mechanical & Electrical services, and 'shared' areas such as toilets and stairwells. You get to choose everything else, and really make the space your own
If the space you're looking at is particularly dilapidated, then it might be a case of rebuilding its shell, before starting on a CAT B fit out. This is also a good option if you're planning to make changes to the Mechanical & Electrical systems, etc, for environmental reasons
Moving office can be as bad as moving house. In fact, it can be worse, because you have many more people to please. It's not just a case of finding the right space in the right building, you have to consider the commute of your staff and the facilities nearby.
Our Office relocation checklist gives you a more in-depth walkthrough of the stages of relocation including searching for the right property. Here's an overview of the key decisions and actions you need to make.
A feasibility study will help you determine how much space you need, now and in the future. It asks what sorts of spaces you need (kitchen, comms room, etc.), how departments work together and what growth rates you might expect. You don't have to do this alone though, you can get an experienced fit out contractor to carry it out for you
Storage requirements are often forgotten. A storage audit can help you identify where storage is lacking in your current space and how you can plan ahead for the future
What do you need to be nearby? Transport infrastructure, parking and local amenities are just some of the things to consider. And always bear in mind the commute of your existing employees
Once you've built up a shortlist of possible sites, compare them with your specification built up from the actions above. And there are still a few details to consider.
A building survey can save you thousands later on. Everything may look fine, but a closer examination might reveal problems with, for example, the heating and ventilation system that could be hugely disruptive in the future.
The best way to find out about the neighbourhood of your potential space is to talk to people who live and work in the vicinity. A neighbourhood can mean inside the building too!
Go over the monetary and legal details with a keen eye. Look for unusual clauses, and ask about incentives and future raises in charges and rent.
Time is of the essence when decisions need to be made.
It'll help you to have some deadlines in mind. They don't have to be set in stone, but they'll keep you on track
Your Managing Director won't appreciate his holiday being interrupted because he needs to sign something by last Friday
You don't have to make any decisions now, but it's worth thinking about how moving into your new office will tie into moving out of your old one. Will you have to occupy the new space while the fit out works are in progress?
Fit out tip! A credible office design and fit out company will provide a highly detailed Gantt chart that illustrates every step of the fit out project schedule. This will also highlight lead-in times, especially for big-ticket items such as IT and furniture.
Download Morgan Lovell's Office relocation checklist for free at: www.morganlovell.co.uk/knowledge/checklists/managing-an-office-relocation
The Valuation Office Agency website can be found at: www.voa.gov.uk
There are certain people who should be involved in the decision making process. Make sure you know who to talk to when the decisions need to be made.
It's also sometimes the law to involve your staff. The Information & Consultation of Employees Regulations 2004 state that any changes directly affecting staff should be discussed with them.
And of course, it's just good manners to make sure that everybody is kept informed.
Having a single 'champion' for the fit out can put minds at ease. Staff know who's going to have the answers to their questions. Management have faith that things are under control and there aren't 'too many cooks'. It's a daunting task for one individual, so who has what it takes to keep all the necessary balls in the air?
As the project progresses, you're going to rely on many other people to advise you, so make sure you're talking to the best.
Your office design and fit out partner may have consultants and engineers in-house, saving you the worry (and additional cost) of having to look for and choose between external advisors.
To save the maximum amount of time and money on your office design and fit out (and let's face it, this is going to be the biggest total cost you have to budget for), choose a fit out partner that offers a full turnkey solution. From appraisals and design to installation and aftercare, they manage everything so you only have one point of contact.
This approach is called 'Design & Build'. The Chartered Institute of Building has proven that this parallel working system is 40% faster and 15% cheaper than the traditional, multi-contractor approach.
For a more in-depth guide to finding the perfect fit of partner for your fit out, see our checklist Choosing the right office design & fit out partner.
A fit out company should offer the following as a minimum:
Our Choosing the right office design and fit out partner checklist can be downloaded for free at: www.morganlovell.co.uk/knowledge/checklists/choosing-the-right-office-design-and-fit-out-partner
For more information please see our Financial Stability Checklist at www.morganlovell.co.uk/knowledge/checklists/financial-stability-checklist
Setting the budget for your move and office fit out can be a chicken and egg scenario. Until you have started to make decisions about what you want, it's difficult to work out how much you need to spend.
Most businesses only incur this sort of expense every 5-10 years or so. Therefore it's imperative that you set a realistic budget and are also able to communicate at any given time the financial impact of the fit out on your business.
Get estimates for everything, including the kitchen sink.
Spare money isn't flying about in these uncertain financial times, but you're still eligible for tax breaks and the odd helping hand.
With the big questions answered, or at least considered, it's time to look at those finer details. Make sure you're aware of all your legal, fiscal and regulatory responsibilities. And keep these in mind later down the line when you get to the fun part - designing and fitting out your new office.
Ensure that you have all the necessary insurance in place. Your chosen office fit out partner should provide evidence of their insurance cover, and that of their subcontractors - it should be a mandatory requirement in any pre-qualification process.
You're going to have certain responsibilities to your landlords, such as dilapidations clauses in your existing lease. Changes to both your new and existing space are going to need the consent of your landlord, so involve them early on.
By law, you're required to consider the needs of your employees - both now and in the future.
Is your fit out partner aware of what's needed to be compliant with, for starters, The Equality Act 20103, The Workplace (Health, Safety and Welfare) Regulations 1992, and The Health and Safety at Work etc. Act 19744?
1For more information about Enhanced Capital Allowances visit www.eca.gov.uk
2Details can be found at www.carbontrust.co.uk and www.energysavingtrust.org.uk/scotland
3For more information on the new Equality Act 2010, replacement to the DDA, visit www.equalities.gov.uk/equality_bill.aspx
4The Health And Safety Executive website can be found at www.hse.gov.uk
Determining the layout of your new office isn't the only space planning required. You may also need to plan a phased occupation where people will be moving in at different times. You may plan to occupy some floors while moving staff in on others.
Fit out tip! It's hard to ensure 'business as usual' during an office fit out, both for your own company and for the other tenants in your building. Talk to your fit out company, as they should have experience of minimising disruption in these circumstances. They may be able to do some work out-of-hours and at weekends, meaning you don't start off on the wrong foot with your new neighbours.
If you can, order long lead-in items in advance. Make sure you've carried out the necessary surveys and are sure about your decisions to avoid costly mistakes
Fit out tip! If you're serious about going 'green', plan it well in advance. When given due consideration early on, a sustainable fit out doesn't have to cost more than its traditional equivalent. Leave it too late, and the costs tend to increase exponentially.
Once you've decided on your location, and all the terms are agreed, it's time to sign the lease
If you're having a Cat A and Cat B fit out on your new space, your options are greater for moving the existing Mechanical & Electrical. But at the same time, be aware that working around what's already in place will probably save quite a bit of money.
Fit out tip! Think about dilapidation costs when designing your new office. A flexible office with minimal structures will save you money when you've leaving at the end of your lease.
To a certain extent, these days companies don't have much choice about including green elements and energy-efficient technologies in their workplaces. Legislation, such as the CRC and The Building Regulations, is setting certain standards, and it's only going to get more restrictive.
Luckily, the majority of companies are on board with sustainability and can see the benefits that going green brings to their business not only in a money-saving capacity but also in terms of improved reputation internally and externally.
Consider your options - how green do you want to be?
Green and energy-efficient technology is getting more affordable, and using less energy generally saves you money; so it's now easier to guarantee a return on your investment.
If you are able to make changes to the Heating, Ventilation and Air Conditioning (HVAC) systems in your building, then consider the sustainable options. A small investment now may help you save later - save money, and save the planet.
Fit out tip! The website of the Chartered Institute of Building Services Engineers, www.cibse.org, is a great place to find advice on how to make your systems more efficient whilst ensuring they are compliant with the latest legislation.
1For a step by step guide to producing a sustainable office interior, see our Sustainable Office Design Checklist at www.morganlovell.com/knowledge...
2Find out more about FITs at https://webarchive.nationalarch...
Consider how your storage needs are being met in your current office, and work from there.
Do you have too little, too much or is it just about right?
In the workplace, it should never be style over substance. But fortunately, with a bit of research, you can have both.
What can you reuse, what can you recycle, and what do you need to buy new?
Depending on your needs, you could rent instead
Is a warranty included? What about delivery and installation?
If you can, get some samples from suppliers so everybody can try out and feedback on the options
What is it made from? Can it be recycled at its end-of-life?
Traditional or funky, what impression is it giving to visitors?
Fit out tip! If you're buying new, ensure your fit out partner has sufficient clout with furniture suppliers so that everything turns up on time.
It's the perfect time to upgrade your IT and telephony systems. Make sure the infrastructure is there to support them.
Fit out tip! Do you need all that technology? You can save energy and hence money by reducing the number of peripherals in your office. Review what you've got, and what you actually need.
Everything's been ordered, the dates are in the diary. How can you ensure you get it right, first time?
Under the CDM Regulations1, you are responsible for Health & Safety during the fit out. Make sure you employ a design and fit out partner who can guarantee not to let you down.
1The Construction (Design and Management) Regulations 2007
You can have a lot of fun finding ways to keep people in-the-loop. Use all the tools at your disposal (especially the free ones).
Probably the trickiest part of the fit out is managing the move - especially of people!