Essential Things to Know When Considering Office Fit Out

David Banks
Authored by David Banks
Posted Sunday, March 22, 2020 - 8:59pm

Did you know that, on average, up to 30% of all office spaces in the UK are either wasted or underutilized? With a properly planned office fit-out, you can maximize your office space, increase workplace productivity, enhance employee satisfaction, impress the stakeholders, and, ultimately, boost your business growth. 

Whether you’re relocating your firm or undertaking a refurbishment, how you go about fitting out your office will mean the difference between a stress-free work environment and a dysfunctional one. To help you ensure that the time and money you invest in the process will pay off, here are some of the most essential things to keep in mind when considering an office fit-out.

How Much of Your Office Space Is Actively Used?

To maximize your office space and create a work environment that fulfills a variety of different business needs, you need to keep your employees’ working patterns in mind. For instance, if any of your staff members work remotely, then this could be the perfect opportunity to restructure your office layout, downsize it, or move from cubicles to more collaborative workspaces. This way, you will be free to rework the remaining space into a conference room, a waiting area, or even a break room.

To get the balance exactly right in your new workplace, start by assessing how your employees are using the current office space. For accurate insight, be sure to answer the following questions:

  • How often are the kitchens and break rooms used? 
  • How much time do your employees spend at their desks and in meeting rooms?
  • Do some teams have too much or too little space?
  • Are there areas underutilized or overused areas in your office?
  • Does your office have enough storage space?
  • Do you have a waiting area where you can accommodate your visitors?
  • Are your working areas agile enough?

Based on your answers, you can make smart and practical decisions depending on your employees’ needs and business operations. Keep in mind that your new workspace should fit your present situation while also adapting to the long-term vision you have for your company to allow for future business expansion.

How Do You Set a Budget?

Your budget will mostly depend on the scope of the project, however, there are a few main things you should take into consideration when setting a realistic budget for any fit-out. From the design and layout of the office to the facilities and equipment, anything and everything that will increase staff’s productivity and improve your brand image should be included in your budget. Don’t forget about the smaller costs like rent, building security, maintenance, insurance, and running contracts. Additionally, there are a number of hidden costs that most business owners tend to overlook, such as storage costs, relocation, and transportation expenses, and legal fees.

Who Should You Hire?

Once you’ve settled on a budget, you can now start hunting for quotes from the professionals involved in your fit-out. So who should you hire? Many business owners collaborate with an interior design company to handle the entire project. In that case, the quote should include the design brief, technical plans, materials, building assessment, project management, and construction. On the other hand, if you decide to manage the project in-house, you may have to hire an independent contractor for every step of the process.

If, for instance, you are moving from one office in London to another in Birmingham, you might want to consider hiring a fit-out specialist to ensure that your move is as smooth as possible, especially with regards to your communication needs. This plays a vital role in retaining current clients. A professional office fit out company will help you migrate technology such as IT and telecoms to your new workplace. This way, you won’t have to inconvenience your customers or disrupt your business operations when settling in your new office.

How Will you Keep the Business Running During the Process?

Besides migrating your office technology, there are other measures that you need to take to avoid potential disruptions in your organization. To ensure seamless communication with your clients and retain the same levels of quality despite the complete workplace overhaul, you can redirect incoming calls to an independent line during operations. You should also backup all your contracts, invoices, documents, and files on the cloud so you and your team can meet the important deadlines and remain productive during the fit-out.

Fitting out an office can be quite challenging and stressful; there are many logistics to figure out and various details to consider. However, by taking the time to consider the above aspects, you can successfully create an office space that will support your business as it grows and evolves. So whether you’re running out of space, looking to relocate, or you simply want to upgrade your current office environment, try your best to come up with a foolproof plan before you take the plunge.

 


 

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