Most clients we work with have never undertaken an office fit out before, so we completely understand how it can often seem quite overwhelming. It’s not just buying a few bits of furniture; it’s a complete design scheme which has lots of moving parts.
With timescales to hit, stakeholders to satisfy and a substantial investment of money, it can be extremely daunting. We get it. And that’s exactly why we’ve put this guide together.
Whether you’ve already found your new space or you’re just starting to think seriously about the idea, here’s exactly what happens during an office fit out, start to finish, no jargon.
The Process at a Glance
Before we get into the details, here’s a top-level overview of the stages:
- Initial consultation
- Space planning and concept design
- Design development and pricing
- Sign-off and project planning
- Construction
- Snagging and handover
Every project is different in terms of scale and complexity, but the process broadly follows this structure every time. Let’s break it down.
Stage 1 – The Initial Consultation
This is where everything starts. You get in touch with a fit out contractor and then a meeting is usually arranged. This can either be in person at our showroom, on Teams or, even better, at the site you’d like to fit out.
At this stage, you don’t need to have everything figured out. We’re not going to put a proposal in front of you before we understand your situation. The key things we need to know are what is the space? What are your goals? What’s the budget? And what’s the timeline?
If drawings of the space don’t exist, we can arrange a site survey to measure up and digitise the layout. This gives our design team the foundation they need to start work.
There’s no obligation at this point. The conversation is exactly that: a conversation.
Stage 2 – Space Planning and Concept Design
Once we understand your requirements, our in-house design team gets to work.
The first port of call is always a space plan. This is a scaled floor plan of your office showing how the space would be most effectively laid out. This includes desking, meeting rooms, how people move through the space, and where the key zones (breakout, quiet, collaborative) are positioned.
Good space planning isn’t just about fitting people in. It’s about making the space work for your business. The British Council for Offices (BCO) publishes guidance on workspace ratios and occupancy standards. We use this, as well as over 100 years of collective experience in delivering commercial interior projects, to provide you with the best option.
So now you know the best layout; it’s time to think about the ‘look and feel’ of the space. While producing the space plan, we’ll also be working on a document which suggests colour choices, material finishes, furniture styles and visual references. This isn’t, however, a final choice; this is simply a suggestion to be worked on with your input.
With both these documents, your feedback is really important. The more honest you are about what you like or don’t like, the quicker it will be to reach a final design that you are happy with.
Stage 3 – Design Development and Pricing
Once you’re happy with the direction the project is taking, it’s time to flesh it out into a full design package. There are many tools and documents we utilise to bring the vision of the project to life. In this section you can expect detailed floor plans, 3D visuals, video walkthroughs, furniture samples, lighting and power layouts, material samples and complete colour schemes. By the end of this stage, you should be able to close your eyes and picture the finished space.
At the same time, our estimating team works up a full quotation based on the design. This is presented clearly, so you can see exactly what you’re getting and what it costs.
There are no hidden costs in how we work. If something changes the price, we’ll tell you before it affects the budget, not after. It’s also worth knowing that at this stage, depending on the nature of the works, a RICS-qualified building surveyor may be involved in advising on your lease obligations, especially if the space requires structural changes or if your landlord has specific requirements.
Stage 4 – Sign-Off and Project Planning
Now it’s time to make some final design decisions; we ask for formal sign-off on the final design decisions.
Your project is then passed from our design team to our in-house construction team. This team is made up of project managers and our employed labour. They will put together a programme of works, a detailed document laying out the whole process of the construction phase.
At this point you’ll be introduced to your dedicated project manager. They’re your single point of contact throughout the build. You’ll hear from them regularly, and if anything comes up, they’ll be straight on the phone.
We also have a conversation about logistics at this stage. If you’re staying in the space during the works, we’ll plan around your business hours where possible. If you’re fitting out a new space in parallel to leaving an old one, we’ll make sure the timelines are joined up so you’re not paying double rent for longer than necessary.
Stage 5 – Construction
Most office fit out projects follow a typical structure when it comes to construction. First comes a strip out and first fix, swiftly followed by boarding and finishing. The second fix follows this; then comes decoration and fitted joinery, with everything rounded off with the loose furniture installation and dressing.
The exact order varies depending on the complexity of your project. A straightforward single-floor fit out is obviously approached differently to a multi-floor or phased build. Regardless, the fundamentals of which trades follow which stay the same.
Our core site team is employed directly by us, not subcontracted out. That means we have direct control over quality and programme at every stage. When something needs to be done, it gets done
Throughout the build, your project manager will keep you updated. Most clients want a weekly summary; some want to be more hands-on. We work the way you work.
Stage 6 – Snagging and Handover
Before we hand over any space, we carry out a thorough snagging process. This means walking the finished space with a fine-tooth comb and identifying anything that may not meet our high standards. Everything on the snagging list gets resolved before handover. We would never hand over a project we’re not proud of.
At handover, we arm you with everything you need to operate the space, maintenance guidance for specific materials, instructions for any installed systems (AV, access control, heating), and a full record of what was installed and where. If you have a commercial property solicitor involved in the lease, this is also the point at which any relevant documentation for dilapidations or landlord reinstatement purposes will be recorded.
Ready to Get Started?
If you’re thinking about an office fit out, whether you’ve got a space confirmed or you’re still in the early stages of planning, we’d love to start the conversation.
There’s never any obligation. We’ll come and see the space, understand what you’re trying to achieve, and give you an honest view of what’s involved.