Office refurbishment can be approached using several formats…which are variations on a theme. The RIBA uses a stage by stage format labelled A to L, whilst Fusion condense these into our own Office Refurbishment Checklist.
At Fusion Office Design, we’re experts when it comes to office refurbishments, we’ve put together a step by step list of instructions to make sure that your office refurbishment is as successful as possible.
There’s a number of reasons why a firm may consider refurbishing their existing workplace, space may not have had any attention in some time, a lease break or expiry may be looming or they may be growing as part of a business and need to make better use of their space.
Offices have evolved to a point where it’s now viewed as an asset that can be important when it comes to attracting and retaining the best talent, the lifeblood of an organisation and as a result, more and more companies are investing in creating a workplace that staff wants to work in.
Why do you Need a Refurbishment?
Consider why, what’s wrong with your current space and what should a new refurbished office do for you and your organisation. It may be that your office has become dated, a little dilapidated and has seen any investment for a long time, it’s not a place where your staff are proud to be working. Essentially it is not an office that truly reflects your brand and corporate identity.
Office Refurb Checklist
When you’ve been tasked with an office refurbishment project, it can be daunting especially if it’s your first time undertaking something like this. We hope that our office refurbishment checklist provides a logical step by step instructions to follow and proves useful.
An office refurbishment can be approached using several formats…which are variations on a theme. The RIBA uses a stage by stage format labeled A to L, whilst Fusion condenses these into our own Office Refurbishment Checklist.
The steps commence with Feasibility…. evaluating the Brief, and the current circumstances. Within Step 1 and 2 a client can evaluate supplier skills and service levels prior to making a financial commitment. A brief should include
- KEY DATES
- HIGH LEVEL OBJECTIVES
- RESTRICTIONS OR CHALLENGES
- QUALITY EXPECTATIONS
- COORDINATION WITH IT & OTHER SERVICES
Involves design concepts, regulatory requirements, outline refurbishment costs + timescales. We present our ideas to give you the ideal office, explain how we’d manage an office refurbishment project and understand your expectations. Technical considerations such as the expected lifespan of mechanical and electrical plant enforced upgrades under current Building Regs and the potential for Landlord contributions, can be factored-in at this stage.
The third step in refurbishing an office interior involves detailed site-drawing preparation, contracts, instructions to Approved Trade Partners and mobilisation of H&S and CDM processes. Step 3 is the point at which a Client issues an instruction for the project to proceed. A Program can be fully quantified with lead times and sequencing of works incorporated into the timetable.
The Works, including project management and design amendments as site conditions dictate. Risk Assessments, Method Statements, and site operation are part of the project control, as well as delivery of the work to timetable. Projects often have amendments, and Step 4 incorporates a Variation control procedure.
This is works completion…commissioning of equipment, testing, snagging and sign-off, completion of O&M manuals and switchover of connections.
This includes furniture, both new and existing. Refurbishment and adaptation of furniture to include cable management improvements; relocation of existing furniture and installation of additional items.
This is the moves and occupation step, often involving weekend working, to move staff and files into the new locations.
DOWNLOAD OUR PROJECT MANAGEMENT TEMPLATE FOR A DETAILED ACTION PLANNER COVERING EVERY PART OF THE REFURBISHMENT / RELOCATION PROCESS.
Design and build office refurbishment
Fusion primarily operate on a Design and Build basis. This format delivers an end-to-end service, with our company taking responsibility for design and delivery of the project. The advantages are a single unified source for coordination of works, design integration and responsibility for timetable, but in summary are often explained as ‘quicker, cheaper, and with risk passed to Fusion’.
Typically Fusion include furniture within the project, and usually work closely with IT to deliver the physical cabling and infrastructure alongside hardware de-com and re-com. When this all-encompassing approach is adopted, the office refurb project cannot be undermined by grey areas of responsibility between design, main contractor and sub contractor. Our Analysis and Design abilities ensure that your Brief at the outset covers every aspect of a new, ideal, office…and once this is in place the Client risk is minimised.
If you are considering an office refurbishment please contact Sales at Fusion on 020 8251 0692 to receive our detailed Refurbishment project management template.
Moving into your New Office Space
It’s time to move and it seems like there are a million and one things to do, communication is key at this stage, not just with the refurbishment company, but also with your project team and staff. Ensure that all staff knows exactly what is happening and what to expect and who to direct questions at.
On the day of the final move, host a team breakfast and have your project champion speak to everyone about the new workplace and what is designed to achieve with some time for Q&A. It’s important that staff embrace new space and are aware of innovations and how to use them properly.
If you are considering an office refurbishment, please contact Sales at Fusion on 020 8251 0692 to receive our detailed Refurbishment project management template.
Frequently Asked Questions About Office Refurbishment
It’s so important that you define the reasons at an early stage as all organisations are different and have unique requirements. There’s no one size fits all solution when it comes to creating a workplace that will work for you, so keep this list of reasons in focus throughout the project, this is key to its overall success.
Once you’ve defined your list of reasons for refurbishing your office it’s time to put together a cross-departmental team and most critically get a senior project champion on board. You should choose someone senior who can make decisions and communicate well, as well as experience in managing budgets and someone who wants to create a better workplace.
Now is the time to get together as a team and discuss what you like and dislike about your current workplace and to develop a brief, detailing what you want to achieve. Lock yourselves away in a room somewhere, this doesn’t have to be at the office, make a wish list for your new workplace. This can include everything from embracing and adopting new technology, more flexible ways of working, increasing collaboration and creating to what type of reception area you’d like.
When the office design has been finalised and your project plan has been agreed and everyone is gearing up to move onsite and start the project, don’t forget to spend time selecting the right furniture to suit your office refurbish.
Your furniture selection is important as it should reflect your brand and will be the most visible element of your new workplace. Spending time appraising and selecting seating, desks, collaboration furniture and meeting room tables can make a big different and help you to create a workplace that reflects and works for your organisation.