Office Fit-out &

Refurbishment
Checklist
How to prepare
for an office fit-out

A complete refit of your workspace may seem like a

daunting prospect, but with the right planning,
management and support it needn’t cause any
upheaval.

We’ve put together a few steps to break down and

simplify the preparation process.
Why do you want to fit-out
your office?
Understanding the reasons for an office fit-out and goals you want to
achieve as part of this project are critical components of the process and
ensure the result meets the objectives.

So what is the business needs for an office fit-out?

Expansion

Consolidation/contraction

Change in working style

Have adopted a Hybrid, Agile,Flexible working style. With more people now
set to work remotely after the pandemic the purpose of the office has changed.

New facility

Morale & productivity

Building state - Health and Safety

Environmental

Improve your image to clients & prospects

Legislation
Who is your project leader?
At this time you need to select one person to manage the project.

If that person is you, congratulations! However, bear in mind this will require a
considerable commitment of both time and energy, and you need to understand
the impact this will have on your day to day role. If this won’t be you, this
consideration needs to be factored in when selecting a project leader.

Good communicator

Strong organisational skills

(project experience is valuable but not required)

Handles pressure well

Strong budget management

Experience managing
3rd parties

Senior enough to make

decisions

Motivator

Strong understanding of
your business

Good delegator
What goals do you want to achieve
with an office fit-out.
Your goals will shape the office design, feel and budget, so identifying why you are
investing in the change will inevitably answer what needs to be changed and for
what overall benefit.

Answering this important question early on will shape your discussions and guide
your office fit-out project with your chosen office fit-out partner.

Talent attraction Retention of talent

Communication Collaboration

Public/client perception Health and Wellbeing

Sustainability Support new working model

E.g. Hybrid, agile, flexible working

Staff perception Productivity

Other reasons:
Please feel free to note these here.
Key stake holders and project
influencers
Who are the key decision-makers and influencers in the project? Who needs to be
a part of this project?

We advise you map out which departments need to be involved in this

process. This doesn’t mean they are involved in every part of the decision-making
process but which departments need to have touchpoints with your project at
certain stages in the process?

Board/senior management

HR

Facilities

IT

Office management

Marketing

Finance

Operations
Do you own the building?
If not, it’s time to talk to your landlord

Involve your landlord early on so they are fully aware of what the works will entail.

Commercial leases generally contain covenants that restrict what the tenant can
do. If you’re a tenant wishing to carry out improvements to the office, your first
port of call should be to check what the lease permits and prevents.

A qualified covenant means improvements can only be carried out with the
landlord’s consent. But with this covenant comes a proviso from the Landlord and
Tenant Act 1927 that states such consent cannot be unreasonably withheld.

An absolute covenant against alterations prevents the tenant from making any
improvements to the property. Absolute covenants against structural or external
alterations are common in commercial leases, but there is usually more flexibility
around internal or cosmetic changes.

The majority of commercial leases contain restrictions around applying for and
implementing planning permission, so this needs to be considered if any planned
alterations to the office would require permission. Although a fit-out is unlikely to
fall into this category, it’s important to check when negotiating the lease and when
applying for the landlord’s consent.

Acquire a license to alter Renegotiate a lease

Landlord contributions Dilapidations clauses

Create a shortlist of
Design & Build Partners

The sooner you get in touch with a Design & Build specialist, the sooner you will
be informed to make the right decisions for your organisation.

By joining forces with a reputable company, you will gain far more than just the
practical aspects of design and installation. The right partner will offer expert
insight into your industry and the future of work, guiding you to a more effective
environment for your particular business.

At Dale, we also offer a project management service that’s designed to take

much of the admin ‘legwork’ away from you, in addition to providing a
high-spec, tailor-made design proposal.

When shortlisting Design and Build companies, you are looking for the following:

Offer the full design, project management and fit-out/construction

elements in house

Offers a space analysis and feasibility study service

Has a key focus on timescales

Interior design & space planning

Offers workplace consultancy as part of the services

Project management, with a dedicated point of contact

Furniture procurement

Mechanical & electrical technical design and installation

continued...
Works on a fixed and transparent budget

Are financially stable

Offers site tours and testimonials from previous clients

Examples of previous projects

Aware of the legal requirements of the project

Have the required insurances & certificates

Employ health and safety experts

Do they take on the role of Principle Designer and Principle Contractor

Are they willing to go the extra mile to support you

Don’t underestimate the

HELPFUL value of personal connection
ask yourself can I work with
TIP these people are culturally
aligned.
Formulate a project budget

Setting a financial limit for your fit-out project needs to be done as early in the
process as possible in order to manage expectations. Your appointed design and
build company can help you establish a more accurate budget based on your
project requirements.

Below are some of the major cost considerations:

- Maintenance cost changes

- Transaction fees (legal & agents fees)
- Insurance
- Design and fit out costs
- Fire and environmental assessments
- Asbestos surveys
- IT infrastructure hardware, software & support
- Furniture
- Recycling costs (of old furniture, computers, etc)
- Additional security
- Possible dilapidation costs
- Ventilation, air conditioning and heating
(check the condition of the HVAC system in any proposed new building)
- A change in energy costs
- Physical relocation cost

HELPFUL
TIP

What is a typical cost

of a design and build
project?
Download our “Office fit-out costs
guide” for more in depth information.
Project cost savings

Explore leasing options, with Look into interest free loans

your design and build partner and grants
.

Find out how you can make Ask about allowances for
the most of your capital sustainable products &
allowances equipment

Landlord contributions

HELPFUL
TIP

A recent COVID response measure is that over the next 2

years from 1 April 2021 enhanced Corporation Tax relief is
available on the following type of expenditure, enabling
companies to claim 130% relief instead the actual spend.

As an example: if an organisation spends £100K on anything

falling within the criteria below, in addition to the £19,000
Corporation Tax reduction automatically benefitted from, they
will get a further CT saving of £5,700, hence the spend will in
effect cost them £76,300

Capital Expenditure that qualifies for the AIA

Most assets purchased for business purposes can be claimed
as qualifying expenses for AIA, with the primary categories as
listed below:

- Office equipment - including computer hardware and certain

types of software and office furniture
- Parts of a building referred to as integral features
(partitioning walls moveable so count)
- Certain fixtures, such as air conditioning, fitted kitchens,
or bathroom fittings
- Lorries or vans used for moving purposes
- Machines used for business purposes
- Agricultural machinery including tractors
- Machines used for providing entertainment, such
as arcade game machines
Feasibility and occupancy audits
Evaluating your space and needs through a well done feasibility study can save
you thousands. It will not only help you determine how to accommodate your
people, but will also help you plan for future growth. A good office design consul-
tancy should do this for you.

Create a schedule of accommodation - how many people and workstations do you

need to accommodate?

Plan for the future, estimate growth rates for each department and communicate
this to your Design and Build partner. This will enable them to plan for this
expansion throughout the design process.

Working styles, have they shifted since the pandemic, will you have more remote
workers? Do you need a 100% head-to-desk ratio?

What kinds of spaces are required to meet your goals?

Calculate current and future capacities for key areas (please see below) with your
Design and Build partner.

- Reception(s)
- Meeting rooms
- Secular offices
- Boardroom
- Kitchen areas / tea points
- Break out areas
- Server rooms
- Printing bays
- Mail room
- Recycling stations
- Toilets and showers
- Workshops/Labs
- Other, i.e. training rooms,
landings etc
Works approach

If the works you are considering are at your current office, you will need to
decide whether you remain in the office whilst the refurbishment works take
place. This can be a disruptive time for your colleagues and will have an impact
to some degree on day-to-day operations.

We advise you discuss what the best approach would be for your organisation
with your Design and Build partner.

How a phased fit-out would work on your project

What are the positives and negatives of out-of-hours work

Health and Safety needs to be carefully considered if staff

remain onsite during works

Continuing the operation and management of facilities and

business critical services

Storage of equipment and documents during works

What alternative solutions are available

Design & Build Phase
Design Process

Your appointed fit out company will be on hand to advise you at every stage of
the design process.

At Dale, we pride ourselves on the close relationships we build with our clients;
we really take the time to get to know your brand, industry and people in order to
help you decide on the right direction for your fit out. We offer flexibility in terms
of making adjustments, while remaining committed to agreed timescales so that
your project progresses as scheduled.

Below are some of the key design process milestones

- Initial design briefing

- Initial concept mood boards and 2D layouts

- Full space audit of proposed area and achieve

space planning close with fixed numbers

- Undertake surveys and workshops with staff

(scope controlled by client)

- Design ethos developed based on client discussions,

working styles, feasibility, audits etc

- Developed design with revised 2D layouts

and 3D visuals

- Appoint a Principal Designer

This process is about detail, with the aim of aligning

HELPFUL design aspiration, business goals, budget and
TIP timeframes to complete a project that delivers on
every aspect.

This process should be collaborative, with both the

design and build partner and yourselves.
- Detailed drawing phase:
+ General Arrangement showing walls and
positions of services
+ Demolitions & Strip-out works
+ Reflective Ceiling layout
+ Reflective Flooring layout
+ (HVAC) Heating, Ventilation, and Air Conditioning layouts
+ Reflective Lighting layouts
+ Small Power & Data with TV & AV positions
+ Furniture, Fixings & Equipment schedule (FF&E)

- Final design to incorporate feedback & changes

from site surveys.

- Present final designs with finishes schedules

- Design close and sign-off

Furniture
Far from just simply blending in with the workspace,
furniture plays a key role in creating a responsive,
flexible and comfortable working environment. The
right furniture has the ability to:

- Provide safe physical support for your staff

- Adapt to different working patterns and needs
- Meet storage needs
- Encourages collaboration
- Reinforces your brand

Most fit-out specialists will be on hand to present the best

furniture options for your requirements and budget, relieving
the need to tackle this daunting task independently.

Questions to consider when making furniture choices

- Is it functional and fit for purpose?

- What are the cost levels?

- Is it simple to use?

- Does the furniture have any acoustic properties and if so

what are they?

- What are the ergonomic properties?

- What eco-friendly and sustainable credentials does the

propose furniture have?

- Does the solution complement the businesses brand

and aesthetic?

- What are the available levels of finish and textile are there?
Technology
Technology plays a key role in any office, even more so post-COVID, therefore
managing the IT is crucial when considering an office fit-out. The management
of current infrastructure and tech along with any new proposed IT and AV
investment as part of the fit-out is a must.

If you refurbishing your current space with a phased approach to the works while
your organisation still occupies the office, work with your design and build partner
to ensure critical IT is not disrupted

Equipment Hardware

Review
Software

Servers & Storage

Networking devices

If you’re moving office Phone lines & numbers

plan the migration of

the following Internet connections

Migration of data

Think about new Power and data points

office technology
Printers

Audio-visual systems

Desk & meeting room

booking systems

Comms and server rooms

Health & Safety
Construction, Design and Management Regulations also known as CDM
stipulates that the management of the project’s health and safety is your
responsibility.

Whilst most of this liability can be transferred to your Principal Contractor, it’s still
prudent to follow the correct processes to limit your liability, especially if your
staff are remaining in the building during the works.

Appoint a Principal Designer and Principal Contractor in writing

Review final designs with CDM

If you are moving to a new building, please check Compliance

and Health & Safety documentation

Make sure all contractors are fully insured, inducted, and

monitored. (This can be managed by your design and build partner)

Develop a Construction Phase Plan with your Principal Contractor

Engage your health & safety representative and make sure

staff are considered when moving.
Legal requirements
Understanding crucial aspects of your workplace and ensuring you comply with
Government and Local Authority Regulation is a must.

Alterations to a building may require building regulations approval to ensure

compliance. A competent workspace design and build company like Dale Office
Interiors will advise on this aspect.

As part of this review, the areas that may need to be considered are:

Fire procedures Health & Safety

Local Authority consents Used building consents

Building performance Asbestos control

Plumbing Structural compliance

Start on site
Your design and build Project Manager should open key lines of
communication with your internal project lead. We advise you
also prepare an internal line of communication to key
stakeholders to report progress.

Hold progress meetings to review the programme

Hold site visits with the project team

Stay informed
Hold regular meetings with your D&B Partner’s Project Manager.

These meetings should be to review the status of the project

and as a decision making event.

Review of previous visits

Design changes

Variations with allocated costs

Onsite health and safety amendments

Environmental and disposal concerns

Review of programme

Finishes
Preparing for project
completion
Preparing to move
The logistics of moving the physical, technological and human elements of your
business can be a challenge. Whether the move is within the same renovated
space or a completely new office, the following may need to be considered.

Speak to your IT Department and Telecoms providers

regarding the move.

Make arrangements with removal companies. Question do you

need items storing to bridge any gaps between decanting your
old premises and moving to your new space?

Labelling and a layout plan is key. Labelling in conjunction with a

plan means you can involve more people to support the move.

Pre-pack items you don’t regularly use

Keep an inventory - moving office is like moving house but with

more moving parts so keep track.

Dispose of unwanted items or items of value donate them to

a local charity.

PAT test electrical equipment

Prepare your employees for the move. Start this process well
in advance keeping employees up to date throughout.

Arrange the small things, e.g. parking permits, onsite contact etc

Moving can be stressful. Engaging with a removals

HELPFUL firm and working in conjunction with your design and
TIP build partner can make this process a lot easier and
they will often support you with many of the items
Evaluation
Following the completion of the fit-out, it’s time to inspect the works with your
design and build project lead and Site Manager.

We recommend one hour for every 5,000 square foot of space. In this time, the
project manager should guide you through the works in detail, reviewing and
recording the following:

Cleanliness of the space

Floor surfaces

Furniture

Lighting and Electrical

HVAC

Walls/ceilings

Doors/windows

Technology and equipment

Stairwells and hallways

Graphics

Alarms & detectors

Training
& onboarding

Consider ergonomics training - communicating how to get the

most from new furniture like task chairs, desks etc.

Consider a welcome pack for staff - this can support a change

in working styles, right down to the reason for certain new spaces.

Leadership training - if your business is changing its working style

to more hybrid, agile or flexible working, new processes are
lead from the front and from the management team.

Consider hosting a welcome event. This welcome event can be

hosted in conjunction with your fit-out partner to present the new
office and explain the ethos behind different spaces followed by
a party!

Track success - we advise you ask for regular feedback from your
employees to gauge opinion and adapt processes over time.

HELPFUL Ask your design and build partner to support you

TIP with training and workshops.
Celebrate and
Enjoy your new
space!
If you ave any questions or would like to learn
learn more about how we can support you with
your project, get in touch with us using
the information below.

T: 0114 233 1115

E: info@daleoffice.co.uk

Specification & Office Fit-Out Project

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Dale Office Interiors

Elsworth House
Herries Rd S
Sheffield
S6 1QS

Tel: 0114 233 1115

Email: info@daleoffice.co.uk