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The smarter way to refurbish: your step by step office transformation guide
Refurbishing your office is more than a design project - it’s an opportunity to reimagine how your workplace supports your people, operations and brand. It can also be one of the most significant investments your business makes, so getting it right is essential.
If you’ve been tasked with transforming your space, the scale and visibility of the project can feel overwhelming. But you don’t need to do it all at once and you certainly don’t need to do it alone.
By breaking your refurbishment into clear, manageable stages and by engaging the right people and partners from the start, the process can be smooth, strategic and even enjoyable.
This guide is here to help you plan every step, avoid common pitfalls and make confident, informed decisions that deliver long term value for your business.
Before you jump into layouts, colours or timelines, pause to ask a crucial question: Why? Understanding the deeper reasons behind your refurbishment will shape every decision you make.
You may already have an immediate driver – like a lease renewal or a growing headcount. But it’s equally important to align your refurbishment with long term business goals. Is this an opportunity to boost employee wellbeing? Reduce carbon emissions? Attract new talent?
With many businesses adopting hybrid models, office space must now support both in person collaboration and flexible schedules. That often means rethinking space types, density and the role of the office in company culture.
Mergers, acquisitions or restructuring may require reconfiguring space to accommodate more (or fewer) people efficiently, without sacrificing team dynamics or employee experience.
Outdated meeting rooms, kitchens or IT infrastructure can limit performance. A refurbishment is the ideal time to modernise your amenities and align them with today’s expectations.
The workplace is a reflection of company values. A well-designed office can inspire teams, create a sense of belonging and improve day to day productivity.
ESG performance is now under scrutiny from investors, clients and employees. Refurbishment is a chance to cut energy usage, reduce your carbon footprint and meet evolving building regulations and environmental standards.
Your office is a statement to your people, your clients and your future recruits. A thoughtful refurbishment can help tell your story and project a confident, forward thinking image.
Underused areas? Lack of collaboration zones? Poor acoustics? Through audits and feasibility studies, refurbishment can help optimise your floorplate and make every square metre work harder.
A successful refurbishment hinges on its people. A well designed space should reflect how your business operates today as well as where it’s heading. That means involving the right voices early, from senior leadership to end users, to ensure the design supports strategy, operations, culture and wellbeing. Skipping this step can lead to missed opportunities, costly changes later on or a shiny new space no one wants to use.
They set the vision, approve the budget and shape long-term business goals. Make sure the refurbishment supports future growth, brand positioning and environmental or social targets.
They understand how the building functions day to day. Their insight into maintenance, flow, storage and compliance requirements can save time and money down the line.
Office refurbishment is the ideal moment to upgrade legacy systems, improve connectivity and integrate hybrid working tech. Involve them early to avoid retrofitting solutions later.
These stakeholders help align the design with employee wellbeing, inclusivity and retention strategies. They'll also support internal communication and change management.
These are the people who’ll use the space every day. Their feedback on layout, collaboration needs and work patterns is essential for designing a space that works in real life – not just on paper.
Whether you're reconfiguring internal walls or upgrading M&E systems, any changes you make to the property will likely require landlord approval. Engaging your landlord early not only helps avoid legal or logistical roadblocks but could also unlock financial support and more favourable lease terms. A collaborative approach can turn your refurbishment into a win–win for both parties.
Before starting any works, you’ll need a formal Licence to Alter (LTA) - a legal document outlining what changes you intend to make and the terms under which those changes can happen. Be transparent about your plans from the start and work with your fit out partner or commercial agent to ensure the documentation is thorough, accurate and covers every detail of the proposed works.
Refurbishment can increase the long term value of the space. If your plans improve building services, energy efficiency or aesthetics, your landlord may be open to:
Many landlords are willing to co-invest in office upgrades, especially if it helps them retain a high-quality tenant. These capital contributions might cover part of the Cat A or Cat B works, sustainability upgrades or common area improvements - especially if your plans align with their longer term building strategy.
Making major changes like adding meeting rooms or knocking down partitions might trigger dilapidations liabilities at lease end. Now’s the time to review those terms. You may be able to renegotiate obligations based on your refurbishment scope, future lease plans or agreements around reinstatement.
Refurbishing your space while the landlord is also making major changes or upgrades could cause delays - or create opportunities. Always check if any planned works might clash with or complement your refurbishment timeline.
Refurbishment tip! If your landlord is open to it, consider involving them in early design or planning meetings. This builds trust, accelerates approvals and shows you’re investing in their asset, not just your workspace.
Your biggest project cost will be the design and refurbishment work itself - so it pays to get expert advice early. A reputable office design and refurbishment partner will help you define your brief, carry out surveys and space audits and spot cost or space-saving opportunities from the start. They’ll also provide realistic estimates, visualise your new layout and manage planning and compliance, reducing the chance of unexpected issues later on.
Look for a partner who offers a turnkey solution, managing every aspect of your project - from initial design and feasibility through to construction, furniture, M&E, IT and aftercare.
Ask the right questions:
If your contractor doesn’t have an in house H&S team, they’ll likely outsource this responsibility. That means site safety could depend on limited time based visits - increasing the risk of accidents and liability. Always choose a partner with dedicated H&S professionals on staff.
For more advice, see our checklist: [Choosing the right fit out partner].
The cost of refurbishment is likely to be one of the biggest single outlays your business will ever make. That’s why it’s vital to set a realistic, fully scoped budget from the outset.
Reputable suppliers should provide detailed cost estimates for free, helping you understand the full financial impact and plan accordingly.
When building your budget, don’t just account for the design and build. Include all related expenses, such as:
Energy bills, maintenance and service charges may increase or decrease depending on your upgrades
Agent fees, legal fees and landlord costs for a License to Alter
Including statutory application and approval costs
Additional premiums, risk assessments and updated evacuation plans
Surveys, fit out works, project management and contractor fees
Equipment upgrades, server moves, cabling and secure disposal of legacy kit
Purchase, delivery, installation and removal
Factor in disposal costs for general waste, documents and redundant kit
If works are taking place out of hours or in a live environment, added security may be needed
For equipment, files or furniture during works
Always budget at least 10–20% extra for unforeseen costs
Major alterations could increase your end of lease liabilities
HVAC upgrades can be costly. Discuss landlord contributions where possible
Ensure your fit out meets current building regulations and aligns with your ESG commitments, such as carbon reduction targets or EPC improvements
A fit out is a major investment, but it can unlock valuable tax breaks and funding if you plan smart.
You can claim tax relief on qualifying spend like lighting, power, air conditioning and data cabling. More info: HMRC Capital Allowances
While Enhanced Capital Allowances have been phased out, the Energy Technology List still highlights approved low-energy systems that may qualify for tax relief under standard Capital Allowances or Full Expensing schemes.
Spread out the cost of your design and fit out rather than paying it all upfront
Your accountant or commercial property advisor can help you identify every claimable item
Before work begins, ensure both your business and your fit out partner are properly insured. At a minimum, check for:
Refurbishment tip! Always request insurance certificates and verify that policies cover the full scope and value of your project.
A well-timed refurbishment can help your business upgrade its space with minimal impact on operations – but timing is everything.
An experienced office refurbishment partner will know how to keep your business running smoothly during works. Make sure to:
What can be done during office hours, evenings or weekends?
Ask for examples of projects delivered in occupied spaces, with minimal disruption
Power, HVAC and water shut offs should always be done out of hours or at an arranged time
Regular comms help manage expectations and reduce stress
When finalising your programme, check availability of key stakeholders – sign off delays can cause serious hold ups.
Refurbishment tip! If sustainability is part of your brief, plan for it from day one. Sustainable upgrades like LED lighting, recycled materials and low energy HVAC systems are cost-effective when specified from the start, but expensive if added later.
A refurbishment is the perfect opportunity to unlock the full potential of your office. Think beyond your current layout - walls can be moved, zones redefined and workflows improved.
Start by treating the space as a blank canvas. Whether it’s moving desks closer to natural light or opening up collaborative areas, now is the time to make meaningful changes that support how your team works best.
How many desks or workstations do you need today and in 2–5 years? Factor in remote and hybrid work patterns, not just headcount.
Map how departments interact. Co-locating collaborating teams can increase productivity and communication.
Review what spaces you have vs. what you actually need. Common room types to evaluate:
If your project involves stripping back to shell and core, it’s the ideal time to review your HVAC and lighting systems for performance, efficiency and compliance.
Upgrade to LED with smart controls (zoning, occupancy sensors, daylight linking).
Improve indoor air quality (IAQ) and energy efficiency. Consider energy management systems (EMS) and wireless sub-metering to track performance from day one.
If your HVAC is shared with other tenants, confirm you're getting adequate output and explore what improvements are feasible.
Maximise access while managing solar gain through shading or glass treatments.
Align with current CIBSE guidance and Part L of the Building Regulations to enhance efficiency and meet legal standards.
Work towards achieving a strong Energy Performance Certificate (EPC) and, if relevant, aim for BREEAM, LEED, SKA Rating, NABERS or other sustainability certifications.
A good office design and refurbishment partner will guide you through all of this, helping you identify inefficiencies and unlock potential in your space.
Even when you appoint professionals, you are still responsible for ensuring health and safety on your premises. Especially if your office will remain occupied during refurbishment, maintaining a safe environment for staff and contractors is essential.
Choose a design and fit out contractor with strong, proven health and safety procedures. Ask to review their risk assessments, site setup plans and track record on in occupation refurbishments.
If your project meets certain criteria (such as lasting longer than 30 working days or involving 20+ workers), it becomes notifiable under the Construction (Design and Management) Regulations 2015:
Your chosen contractor should guide you through these obligations.
Set clear expectations around how contractors operate on site. This includes:
Refurbishment tip! Ask to see case studies of occupied refurbishments similar to yours. A reputable contractor will be able to demonstrate how they safely delivered past projects with minimal disruption.
Plan for phased works early, so areas can be safely isolated without disrupting daily operations.
Your design partner must comply with CDM 2015 regulations, identifying and minimising risks during the design stage and clearly communicating any remaining hazards.
Ask how safety has been considered in the layout, materials and maintenance access.
Whether relocating temporarily or working around phased refurbishment, planning is key.
Define how your office should look, feel and function.
Focus on sustainability and energy efficiency from the outset.
Refurbishment tip! Design your layout around existing M&E where possible - relocating systems like air handling units can significantly increase costs.
You don’t need a brand new building to be sustainable - there’s a lot you can do within your existing space.
Don’t let style and cost overshadow comfort and functionality. Office furniture directly impacts wellbeing and productivity - so make sure it works for your people.
Start by reviewing what you already have. If it’s in good condition and fits the new layout, reusing it could save money and reduce waste.
If you're investing in new furniture, ask:
You’ll already have a fair idea if your current storage capacity is meeting your needs. Your office refurbishment is the perfect time to calculate your exact storage requirements, especially if storage is a major problem in the existing space.
Plan for:
Assess whether your existing IT infrastructure effectively support your business or if it's time to upgrade.
Consider:
Appoint someone to oversee IT coordination and testing - it’s essential everything works on day one.
Ensure your space is inclusive by factoring in accessibility early in the design.
Keeping things running smoothly during refurbishment is all about communication, compliance and a bit of celebration at the end.
Refurbishment tip! Don’t wait until handover to deal with snags. Tackling them early keeps your project on track and your team happy.
... and celebrate the milestone