Commercial Fit Out Projects - What to do before you start

What do you want to achieve from your fit-out project? 

This may seem like a no-brainer but it's worthwhile taking the opportunity to clarify and get down on paper what it is you really want and need. Your fit out will house your growing business for the years to come, so what is it you really need and how could you meet future business challenges or opportunities? 

Here are some ideas that are top of the list for businesses right now: 

Flexible use of space - hybrid working is here to stay, so how will that change how you use your space? 

Open plan vs private rooms - some businesses are moving away from designated desks to hot desks but an open plan office isn't great for everyone because of noise and distraction. In addition, quiet spaces are useful for uninterrupted, productive deep work or private calls. 

Kitchens as creative break-out areas - how can you make better use of space that has traditionally only had one use and is therefore less productive? 

Energy - with energy prices and net zero on everyone's lips, a fit out is a great time to look at how you can make improvements to conserve energy and reduce costs over time. 

Business strategy - if you have fewer people in the office, what else could you do with the space? Are there other revenue generating opportunities you could implement such as rented co-working desks and how could that affect your refurbishment plan and budget? 

Decide the level of commercial fit out you need 

A fit out is the process of making your interior space ready for occupation and use. If you are newly moving into a property, it's common practice that commercial landlords leave the space bare (a white box) for the new occupants to decide what they need to use the space effectively, and for high street premises, to ensure they properly reflect their brand. A fit-out is slightly different to a renovation or refurbishment which typically involves more interior design.  

There are various types of fit out which will determine the contractor(s) you need and the size of your budget. 

What are the different types of fit out? 

There are three types of fit out, category A, category B and shell & core. 

Shell and Core Fit-out 

Shell and core fit outs enable you to mould the space to your specifications. Essentially, all you have is the building but all key components such as power, interior walls and lighting need to be installed. 

Category A Fit-out 

Many landlords will supply properties ready for a category A fit-out. The unit is ready with electrical wiring and plumbing but you might want to install the elements that specifically make it fit for your use, this could include electrical outlets, raised access floors, fire safety systems, grid ceilings or raised access floors. 

Category B Fit-out 

Category B fit-out is when the property starts to take shape for your everyday needs and includes all the elements not covered in Category A. At this stage it's more about making the space specific to your needs and includes decor so this is where your brand and image comes in. This could include; light fittings, use of space with partitioning and furniture.  

Plan a Budget, Supplier & Planning 

Whether you are planning an office fit out, or refurbishing any type of commercial premises, here are a few things to consider for your plans 

Choosing your fit-out partner 

You have the option of a full service workplace interiors supplier (like Phoenix Systems), or you could choose an interior design company that will either outsource the work to third-party contractors and manage them as part of the project, or you will need to find a fit-out company to deliver their vision. Full service suppliers both design and install your new fit-out, meaning you don't have to juggle multiple suppliers. This decision really pivots on price, the time you have available to manage multiple suppliers and how much you love an individual design. 

Other important factors to check are the following 

Does the supplier have experience in the kind of space you are working in, e.g. warehouse fit-outs 

Do you need DNB checks for projects where the buildings have vulnerable people 

Experience of working in live and sensitive environments without impacting day-to-day operations 

Track record for delivering on time and on budget - every day your project isn't completed costs you money so testimonials from previous clients are great here. 

Scope your fit-out budget 

Get an estimate of what your budget could be based on square footage of your space. A ballpark estimate could be something like this: 

Low budget: £111 per sq foot 

Medium budget: £150 per sq foot 

High budget: £208 per sq foot 

This is estimated on including the following items: construction, furniture, AV & IT, dilapidations and security. And remember, make sure you accommodate for any unexpected costs by budgeting a 5-10% contingency fund for the project. 

Check your estimates carefully. Do they include everything you have specified? 

Key things to look out for include costings for design briefs, that plans tie in with your branding, technical plans, building assessments, project management, plus any furniture and decoration. 

Planning - check your designs vs office services & your team needs 

Cross-check, then cross-check again. We've seen big failings in third party designs when items such as doors were put in the wrong place and would not be able to be opened. The fit-out will affect how your teams work and even how key services such as AV, ICT and ventiallation are integrated into the space and accessible. Examples here include whether there is ventillation planned in for server racks and whetehr power and data sockets are in the right place. It's very easy to miss something, so walk the space and get your teams involved to see how workable it is for them. Do this beforehand because any changes after the plans are signed off will cost you money, time and frustration.  

Planning & Legal requirements 

A good workplace interiors supplier will be able to help you with your planning and legal requirements but you also need to ensure that you have ticked off your requirements for local planning regulations, fire safety, access, health & safety, environmental standards, electricals and working environment standards; to name but a few. 

Phoenix Systems is a full service workplace interiors provider serving Sussex, Surrey and Hampshire, supporting clients on all kinds of commercial fit out projects from design to installation. Talk to the team today on 01903 765366 or fill out our online enquiry form here.