September 07, 2022

The Ultimate Office Fit Out Checklist

Article by Micah Weeks

When it comes to getting your office space ready for work, there are a lot of things to take into consideration. From the layout of the room to the type of furniture you choose, there are a lot of details that go into creating the perfect modern office. So if you’re in the process of setting up your new space or relocating your office, be sure to read through our office fit out checklist for some helpful tips.

The Big Questions

Before you go any further, it’s worth looking at the bigger picture. Yes, later down the line, you’re going to be immersed in the detail. But to get you started, it’s time to ask those big questions: why, what, where, when, who and, importantly, how much?

1. Why do you need a new office?

  • Identify your primary concerns
  • Consider additional benefits

2. What will your office fit out entail?

  • Consider what sort of fit out you want

3. Where is your new office going to be?

  • Identify your needs
  • Decide on your location

4. When is the right time to move?

  • Plan ahead

5. Who are the right people to involve?

  • Know your key parties
  • Choose the best professionals to advise you
  • Find the perfect fit out partner

6. How much can you spend? Where can you save?

  • Budget, then review your budget
  • Get a helping hand
Team in meeting room planning office fit out checklist

Why do you need a new office fit out?

A new office, be it from a refurbishment or relocation, can benefit you in many ways. But what are your primary reasons for wanting a new workplace? And what secondary benefits can you gain?

To ensure your office fit out ‘fits’ your company’s needs, get to know the ‘why’ well in advance. And if you’re relocating, be prepared to answer the question, “Why not refurbish your existing space instead?”.

Consider additional benefits:

  • Compliance with existing and future legislation
  • Health & Safety issues with existing space
  • Walking the Environmental walk, not just talking the talk

TIP: Think about how your business is likely to change over the next 5 years. Whilst your workplace needs to reflect your current business values it must be able to adapt to any future changes that might be around the corner.

What will your office fit out entail?

Chances are, if you’re reading this, a lick of paint isn’t all that’s required in your new space. But the scope of an office fit out can range hugely. Before you go any further, identify what it is you want. And more importantly, what it is you’re prepared to take on.

Make sure to consider:

  • Choosing the right office furniture
  • Making room for storage
  • Improving your technology
  • Saving with sustainable systems

Where is your new office going to be? 

Moving office can be as bad as moving house. In fact, it can be worse, because you have many more people to please. It’s not just a case of finding the right space in the right building, you have to consider the commute of your staff and the facilities nearby.

It’s important to:

  • Carry out feasibility studies 
  • Define your location priorities
  • Check out the neighbourhood 
  • Survey your building 
  • Identify any legal or financial issues 

When is the right time?

Time is of the essence when decisions need to be made.

  • Work out an indicative programme early on
  • Factor in the holidays and commitments of your key stakeholders 
  • Think about the timeframe

TIP: Zircon Interiors will provide a highly detailed chart that illustrates every step of the project schedule. This will highlight lead-in times and completion dates, and while these don’t have to be set in stone, they’ll help ensure everything remains on track.

Who are the right people for an office fit out? 

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.

To save the maximum amount of time and money on your office design and fit out (and let’s face it, this is going to be the biggest total cost you have to budget for), choose a fit out partner that offers a full turnkey solution. From appraisals and design to installation and aftercare, Zircon Interiors manage everything so you only have one point of contact.

Covid workplace team meeting in breakout space

How much can you spend? Where can you save?

Setting the budget for your move and office fit out can be a chicken and egg scenario. Until you have started to make decisions about what you want, it’s difficult to work out how much you need to spend.

Most businesses only incur this sort of expense every 5–10 years or so. Therefore it’s imperative that you set a realistic budget and are also able to communicate at any given time the financial impact of the fit out on your business.

What’s next?

With the big questions in our office fit out checklist answered, or at least considered, it’s time to look at those finer details. Make sure you’re aware of all your legal, fiscal and regulatory responsibilities. And keep these in mind later down the line when you get to the fun part – designing and fitting out your new office.

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