Fitting out a New Office

What you need to think about

There is more to fitting out a new office than you think, and to ensure you have thought of everything it is advised you follow a checklist. This process is likely to be one of the biggest financial outlays that your company will have to make, so if it’s your first time, then you need to make sure you get it right.

Identify Concerns

At this stage you need to identify why, what, where, when, who, and how much. These are the areas you need to look at as you may need to ask yourself the question “why not refurbish the space you already have”.

• Are your existing facilities outdated or simply unsuitable? – If you have the opportunity to move office then you need to consider what this allows you to do instead of a refurbishment of your current premises.
• Has your business recently undergone an expansion, contraction or reorganisation? – In the current financial climate, companies are finding it hard to get the balance correct. Empty seats or overcrowded offices do not provide an adequate working environment and can drastically reduce staff morale. This is where you can consider if a new office is for you; where you can maximise potential and create a pleasant working environment.
• Boosting morale and productivity -Research has proven that a new working environment can boost morale and productivity. If the company is in the same environment for a long period of time then these qualities can suffer.
• Image and reputation – The office your company is placed or based can be a representation of your company; first impressions count.

What Fitting out an Office Entails

Knowing what sort of fit out you want or need is half the battle. If you are lucky enough to have a new space, then most of the work will have been done for you. If the space you are moving to is already fitted out as an office then you may simply need to move some furniture in.

Another option is to see whether your current office could be reworked to suit the company’s needs. There are specific companies out there that can make any space work for your company, so see what the options are as it could save you money in the long run.

Right Time to Move

You don’t want to move your company at a key time in the business, take for example if you have a big project on. A good idea is to plan in advanced and make sure the projects your company are undergoing will be complete for the move. You also need to consider holidays that people might be taking; you may need to implement a scheme where people cannot take holidays over the moving process.

Spend

You will need to set a budget for the project and try to stick to it, therefore this must be a budget that is realistic and achievable.

 Fees

• Fire risk assessments
• Transaction fees (lawyers, property agents, landlord)
• Planning permission
• Environmental assessments
• Insurance costs

Costs associated with the design and fit out

• IT and telecoms (cabling, equipment and installation)
• Furniture
• Mechanical & Electrical and HVAC plant
• Disposals (of old IT equipment, furniture, and site waste)
• Security
• Design and fit out, contractor fees and costs

Costs associated with the move

• Printing (new stationery, announcements)
• Mail redirection
• Website updates
• Temporary storage during the move

Bills

• Rent
• Service charges
• Taxes
• Energy and utilities
• Maintenance

Additional costs

• Contingencies (budget an extra 20% - minimum)
• Dilapidations (both for your old space now, and your new space later down the line)

Subjects