Managing Director
07712 870937
Head of Sales - London
07773 130057
07712 870950
Head of Sales - Southern England
07712 870931
16 Noel StLondon W1F 8DA
020 7734 4466
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43 Western RdBracknell RG12 1RT
01344 353 800
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Checklist
Home Checklists Ensure those who should be involved are involved
Although it's a daunting task for one individual, having a single champion for the refurbishment is the best way to ensure things stay on track and don't suffer from "too many cooks" syndrome.
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.
Your Managing Director holds the ultimate say-so over the approval of designs and costs. But whilst you need to be wary of approving anything he or she hasn't seen, they won't appreciate being informed about every little detail
As the person who sets the budget, your Financial Director has a lot of influence.
Your Facilities Director knows the ins and outs of your building, and will already have built up a relationship with your landlord. Make sure he or she is involved in any negotiations that affect your lease.
The Office Manager hears the gripes and grumbles of staff on a day-to-day basis. They'll have valuable input as to where changes need to be made.
If you're intending to make changes to your IT infrastructure, then you'll need to have your IT Director on side. He or she will be able to help identify what needs upgrading, replacing or keeping, and where to find the best deals.
Your Operations Director is going to want reassurance that business won't be disrupted during the refurbishment works. Keep him or her in the loop so any issues can be managed before they impact your business.
It's the job of your Marketing department to ensure that your company projects the right image, and they'll no doubt have input into how branding can be incorporated into the new design.
The basic aim of your HR department is to ensure the wellbeing of everybody affected by the refurbishment. Make sure they know that consideration of staff welfare is top of your list.
The PAs and administration staff probably know more about what's going on in your business than anybody else. Don't leave this valuable resource untapped.
In some instances, involving your staff is the law. The Information & Consultation of Employees Regulations 2004 state that any changes directly affecting staff should be discussed with them.
And at the same time, it's just good manners to make sure that everybody is kept informed.
Any changes you make to the property are going to need the consent and buy-in of your landlord. Involve your landlord early on so he or she is fully aware of what the works will entail.
Make sure your landlord understands exactly what changes you're planning to make so that a detailed License to Alter can be drawn up. A commercial property agent or your appointed design & refurbishment partner can help you translate this legal document to ensure every element is covered.
Your landlord views your office as an investment. Therefore it's likely that he or she will look favourably on any alterations you want to make that will add value. Use this to your advantage in renegotiating your lease terms or extending your lease.
Often the landlord will contribute to your refurbishment costs as an incentive for you to stay in your current space.
If you're making considerable changes to the infrastructure of the space (installing cellular offices, removing walls), renegotiate the Dilapidations clauses in the terms of your lease to ensure that your business does not incur massive costs later on.
Ask your landlord if there are any major changes or upgrades planned to the building that might affect the works you're planning to do.
The biggest expense in your project will be the design and actual refurbishment. Therefore make sure to engage with a reputable office design and refurbishment consultancy during the early stages, as their advice will be invaluable.
A good office refurbishment partner will be able to help you identify your needs by carrying out surveys, space audits and feasibility studies. So if storage has always been an issue, they'll have the experience to tell you how to make the best out of your existing space. They can also come up with cost estimates and help you visualise your new space, so there are no nasty surprises later on.
Finally, ensure you hire a partner that offers a full 'turnkey' solution to save you time, money and the hassle of managing multiple contractors.
Ask the following questions to determine if your partner provides the best level of service:
Many small office design and build firms will fund the project through your deposit, so check the total cost as a % of their annual turnover. Too high, and your refurbishment could be at risk, leaving you with a building site for an office.
Health & safety is a huge issue when doing a refurbishment in occupation. If someone gets hurt, one of your staff or even an employee of the contractor, your directors are liable. Choose a design and build company that has their health & safety team in house. Otherwise, they'll have to subcontract H&S and the safety of your site will be 'on the clock'.
For more information please see our checklist Choosing the right office design and fit out partner.
For more information please see our Financial Stability Checklist.