Your Office Fit Out Checklist

Transcription

1 Your Office Fit Out Checklist Plan your office refurbishment from start to finish with our definitive Office Fit Out Checklist. We ll take you through the planning process step-by-step, to help ensure your office transformation is an enjoyable and successful one ThreeHundredAndSixty Degrees 3

2 1 Primary Concerns Are your existing facilities outdated / unusable? Has your business recently undergone an expansion, contraction or reorganisation? Are you looking to boost morale and productivity? Would you like to improve your company s image and reputation? 2 The Reason or Reasons Behind Your Planned Refurbishments Resizing Relocating Redesigning Rebranding Merging Legislation Environmental Health & Safety Improve your company profile 3 What You Are Looking To Achieve Refurbish a new office space Refurbish your existing office space CAT B fit out. Category B will incorporate everything that makes your office individual and functional, including partitions, meeting rooms, specialist lighting and facilities, breakout spaces and kitchen areas, furniture, graphics and branding CAT A fit out. Category A refers to a basic landlord fit out working from a blank canvas. This kind of fit out includes the installation of the building s mechanical and electrical services such as lighting sockets and air conditioning ducts, raised flooring, suspended ceilings, etc. CAT A and CAT B fit out ThreeHundredAndSixty Degrees 2

3 4 Identifying Your Needs Has a feasibility study been carried out to help determine how much space you need? Storage audit taken place 5 Talk to Your Landlord License to Alter obtained Renegotiated the terms of your lease Ask about landlord contributions Dilapidations clauses renewed Building survey carried out 6 Key Parties Identified Have you identified an Office Fit Out Champion? Have senior management been notified? Have all of your staff been made aware? 7 Services You Require From Your Office Design & Fit Out Company Project management of the whole project Space audits and feasibility studies Space planning Interior design Furniture selection and procurement Mechanical and electrical design, installation and data cabling Air conditioning, heating and ventilation Plumbing Building regulations approvals 2017 ThreeHundredAndSixty Degrees 3

4 Health and safety Knowledge of the Equality Act Experience of refurbishment in occupation Willing to arrange for you to visit other projects they have done Able to work to a fixed budget Good value for money Guaranteed on-time completion Environmentally conscious 8 Drawing Up a Budget Changes in occupancy costs (energy bills, maintenance costs etc.) Building control fees Insurance costs Fire plan assessments Design and fit out costs Space planning / site survey IT and telecoms equipment Furniture Waste disposal Security Temporary storage throughout project Contingency costs Mechanical and electrical works 2017 ThreeHundredAndSixty Degrees 4

5 9 Ensure You re Insured Public Liability Insurance Professional Indemnity Insurance Contractors All Risks insurance 10 Minimising Disruption Find out how much work can be done during office hours and what needs to be done out of hours. Approach other building occupants about potentially gaining access to their facilities, if needed - while the works are being carried out. 11 Establish Lead Times in Advance Heating, ventilation and air conditioning IT and telephony Furniture and storage Custom joinery 12 Health and Safety Assurance Ask your fit out contractor for health and safety advice Consider H&S arrangements for contractors access Consider H&S arrangements for contractors use of welfare 13 Managing the Movement of People During the Works Put someone in charge of managing the packing and decluttering process Talk to your IT department and get expert advice if required Make arrangements with your removal company 2017 ThreeHundredAndSixty Degrees 5

6 Arrange crates and labels for packing up Arrange temporary storage solutions 14 Design Produce a full layout (including desks, meeting rooms, kitchens, comms rooms, IT etc.) Put together some mood boards to find the look and feel that s right for your business Involve your Marketing team in agreeing a colour scheme that s right for your brand Look for ways of maximising sustainability and energy efficiency 15 Furniture That Fits Are you getting good quality for your money? Will it be practical for everyday work? Are the chairs ergonomic? Will it work with your existing computers and other equipment? Do you have enough storage? 16 Storage Needs Individual storage lockers and desks Document storage Storerooms Secure storage and safes Future needs for all of the above 17 Technology Considerations Power points Floor boxes and data points Location of printers 2017 ThreeHundredAndSixty Degrees 6

7 Comms room / cabinets Cabling Backup generator Servers Service and support Wireless sub-metering for your energy use IT management and coordination who will make sure it all works? 18 Work on Site Separate waste and recycle and plasterboard, carpet and other materials to be stripped out Follow the proper procedures to dispose of hazardous materials Run weekly site meetings Have a sign off procedure in place for any changes Take photos of the works at every stage to record defects De-snag as you go to save time later on and minimise disruption when everybody has moved Keep staff informed of key dates, so they know what s happening and when 2017 ThreeHundredAndSixty Degrees 7