Bright office fit out with natural light

Checklist

Who are the right people to involve?

Know your key parties

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.

  • Your office fit out 'champion'

    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?

  • Senior Management

    • Managing Director
    • Financial Director
    • Facilities Director
    • Office Manager
    • IT Director
    • Operations Director

Never forget the administration staff. They probably know more about what's going on than anybody else.

Fit out tip

  • Other important departments

    • Marketing
    • Human Resources
    • Administration and PAs

  • Other stakeholders

    • Unions
    • Regulators
    • Parent company
    • Board members
    • Department heads
    • Staff

Choose the professionals to advise you

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.

  • Commercial Property Agents

    • Will they provide quality references?
    • Do they have a good grasp of the technical side?
    • Have they enough time to devote to your project?
    • Do they know the area you're searching in?
    • If necessary, can they demonstrate a national reach?
    • Are their fees and charges transparent?

  • Other key professionals

    • Legal and Financial Consultants
    • Consultants - IT, Security, Furniture, Health & Safety
    • Engineers - Structural, Mechanical & Electrical

Never forget the administration staff. They probably know more about what's going on than anybody else.

Fit out tip

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.

Find the perfect fit to fit out partner

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:

  • Services

    • Assistance with requirements definition and development of your brief
    • Project management
    • Cost estimating
    • Space audits, feasibility studies, surveying of your new building
    • Space planning and interior design
    • Fit out and construction (Cat A as well as Cat B)
    • Advice on and procurement of furniture
    • Mechanical & Electrical, HVAC (Heating, Ventilation & Air Conditioning) and plumbing
    • Planning permission and landlord negotiations
    • IT and telephony cabling, moving and installation
    • Move management

  • Knowledge

    • Are they up to scratch on the latest legislation and regulations, such as the Equality Act 2010 (replacement to the Disabilities Discrimination Act)?
    • Can they advise you of your responsibilities where Health & Safety is concerned?

  • Experience

    • Will they provide references to previous fit outs, as well as visits to offices they've completed for other clients?
    • Can they demonstrate experience within your sector and in-depth knowledge of how your business functions?
    • Do they have experience of phased relocation?

  • Sustainability

    • Can they prove their environmental commitment (ISO 14001 and BS EN 16001 accredited)?
    • Do they have knowledge and experience of green office design & build, including BREEAM and LEED?

  • Financial

    • Do they guarantee to complete to a fixed budget?
    • Are they financially stable?
    • Do they have a parent company which will provide financial backing if necessary?

  • Additional questions

    • Do they provide a full turnkey solution, with one point of contact for your peace of mind?
    • Do they have Health & Safety experts in-house? Are they OHSAS 18001 accredited?
    • Can they prove their commitment to Health & Safety? Have they achieved recognition from RoSPA or the Considerate Constructors scheme?
    • Can they provide evidence of insurance cover?
    • Will they guarantee on-time completion?
    • Does their team inspire your confidence and trust?

References

  1. 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
  2. For more information please see our Financial Stability Checklist at www.morganlovell.co.uk/knowledge/checklists/financial-stability-checklist

  1. 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

  2. For more information please see our Financial Stability Checklist at www.morganlovell.co.uk/knowledge/checklists/financial-stability-checklist

How much can you spend? Where can you save?

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