How do I get my new office designed and built?
All you wanted to know and what you need to know about the Office Interior Design Process and Office Fit Outs. Getting the right team will help create a successful workspace transformation or move.
There is a lot to get your head around and the terminology will likely be the first thing you need to understand if this is your first office design project.
In this blog we’ll chat through the different types of terminology you’re likely to come across plus an outline of the process to getting your office designed and built. The first question is whether you are embarking on an Office Fit Out or an Office Refurbishment, which brings us to…
What is the difference between an Office Fit Out and an Office refurbishment?
An office fit out is the transformation of a new space, generally from Shell and Core, Category A or B standard to an office space fit for your needs (more on type of space shortly).
An office refurbishment is the transformation of an existing workspace into a new office space that is fit for your needs. This could be your own existing space that you want to make work harder for your business or you may be acquiring a new space that has been fitted out but not bespoke to your business. Sometimes a project may be a partial refurbishment where you only intend to update part of the office space.
The design process for both an office refurbishment or office fit out is the same but generally a fit out will be more complex in the design and build than a refurbishment.
If you aren’t sure what you’re in need of, then you might be in need of some workplace consultancy where we can help advise on what space is best or workign out whether you need to move at all. If your project seems smaller, then take a look at our small works service.
What is Shell and Core? What is CAT A? What is CAT B? What is a Fitted Out space? What is a Flexi space?
The terminology can be overwhelming at first - we know! Let us help!
Shell and Core
This is a raw space (could be existing or an extension) essentially starting from scratch. The external framework will be complete leaving an empty internal shell. You will typically see exposed concrete floors and exposed ceilings. Core building facilities such as toilets and lifts will be completed. This can sometimes include reception and other shared building facilities but it is left for the tenant to design the Cat A often with financial Landlord contribution
CAT A / Category A
This level provides core services, but leaves the space as a blank canvas for tenants to fit out to suit their needs. It typically includes raised access flooring, suspended ceilings, basic mechanical, electrical and plumbing services, HVAC and fire detection systems.
This is the most common level of finish a landlord would typically provide. At the end of a tenancy, the landlord would typically ask that the space is returned to this condition.
Example of CAT A / Category A space
CAT B / Category B
This includes a design fit for your purpose tailor made to your business and people needs. tIt will result in a fully finished level of fit out where the space is completed and ready for occupation. This would include wall; ceiling; and floor finishes, cellularisation (i.e creating meeting rooms or offices), teapoints, re-routing services to suit; power + data cabling; lighting; fittings, furniture and equipment.
CAT A + / Fitted Space / Flexi Space
This usually provides a ‘plug and play’ optIon for tenants and is increasingly offered by some Landlords. This makes the property more attractive to new occupiers which in turn ensures that a tenant can be secured quickly and profitably. CAT A+ makes it possible for small businesses that might have struggled to fund their own refurbishment and whose only other option would previously have been to share space in a co-working environment. Leases tend to be more flexible and shorter and as the face comes generically fitted out the rent is higher.
Increasingly in the post pandemic world we are seeing a rise in people taking ‘Flexi spaces’ these tend to have shorter leases and a partial ‘fit out’ allowing you to move in but also leaving some room for personalisation.
Trifle has worked with all these types of spaces and we can show examples and case studies for them to help you understand what is involved and take you through the pros and cons.
How much space do we need?
The BCO guidelines set for 2022 and beyond state the ‘sweet spot’ is 10-12 sqm per person. As Hybrid Working becomes more commonplace, Workspaces need to offer a greater variety of choice of Workplace Setting Type; there is a strong argument for building in more agility and variety of spaces for Collaborative and Communal Working. If you want to know more about space planning and what areas require how much space then talk to us and we can share our handy spatial planning guide with you.
Who do I need on the team for my office refurbishment and transformation?
Getting the right team will help create a successful workspace transformation or move.
We recommend clients have 1 main point of contact - your internal Project Manager who is involved with all aspects of the project. Your internal Management is critical to a smooth running project. so, for example Human Resource Management, Facilities Manager, Office Manager.
Being clear on responsibilities and sign off process up front enables the project to run efficiently so tell your Project team up front who your side is responsible for budget sign off, design sign off and layout sign off. Key teams for you to involve up front will be People/HR, IT, Senior Leadership Team and a Creative eye/head.
Your project may not necessarily require ALL of our team but typically you will need 3 people on our side at a minimum. Larger projects could be up to 7 or 8 of us.
Office Project Partners
Depending on the scale and scope of your project you may need an external Project Manager also - this person would oversee all external partners as well as be a close ally to your internal PM. For partial or smaller office refurbishments this role will not be required.
Again, depending on the scale of your refurbishment there could be multiple external partners required such as IT/AV, Acoustics, Lighting, Graphic Design and Furniture Consultancy (we offer this in house). Of course there could be Cost consultants, PM, and Legal. Once the size and scope of the project is determined the team can be assigned.
If you don’t know where to start, talk to us, we are here to help! You will need enough cooks but of course, not too many when it comes to decision making time.
What is a Procurement route and what are my options for the process?
The Procurement Route is the method by which your office space gets designed and built. There are various ways you can do this and a few key phrases you will need to get familiar with.
Traditional Method = Design > Bid > Build
This is the method traditionally used and was until the 80s the only way you could get a space built and was historically with an architect designing in full every last detail then going out to ‘tender’ ie to multiple builder/contractors to ensure a competitive price could be achieved and a price reflective of every major and minor detail.
Design & Build
In the 80s of course the world wanted everything FAST - fast food, fast fashion , fast beauty, fast living! And this was when the era of ‘Design and Build was born. In 1981, the Joint Contracts Tribunal published the JCT Standard Form of Building Contract with Contractor's Design (CD 81) which in effect gave final acknowledgement that design and build was an accepted means of procurement. This gave way to many building firms taking on the element of design in house - some more successfully than others as we saw a rise in identikit and somewhat flimsy office spaces in response to market demands.
To this day it is a hugely successful and lucrative industry that allows a faster ‘turn key’ turnaround on projects, though often at the expense of ‘design’ itself These projects are often highly commercially driven so if you care deeply about quality and control, need flexibility within the process and want a wide variety of options - this may not be the best option for you. If however you just need something then this could be the ideal route for you.
There are less known less well marketed options you can opt for that offer somewhat of a best of both worlds / halfway house methods that are regularly offered by the likes of us and similar Independent Interior Design practices.
Detail and Build
Is an ideal route if you want to maintain control of the integrity of the design and have time to go out to tender - which will ensure you the best price for the building works.
This involves teaming up with a Design Partner (such as ourselves) collaborating with them on the Brief and Project strategy, developing design options, refining them down to your preferred then giving them time to continue to detail the depth of the design, selecting materials and fittings. This is then pulled into a Drawing pack and Design specification (schedule of works) that is issued to multiple contractors to price (tender process). The Design team (along with your Project Manager if you have one) can help you interview Contractor builder teams, respond to their ‘RFI’s (request for information) and ultimately select the best contractor partner.
Accelerated Traditional
Is a great option if you already have a Contractor either assigned to your building or who you have worked with before and trust to undertake the building of your office.
In this instance the Contractor and Designer become partnered from the off working together. The Design Team focuses on Design of course but will regularly consult the builder along the way. The process is similar to those above but is reliant on a positive working relationship between client/designer/contractor and of course mutual trust given that you will not be able to go out to tender on the works.
Trifle has undertaken the role of Design Consultant/Lead Design across all project procurement methods with a variety of Contractors and Design and Build Partners on varying project ‘types’. Talk to us, we are here to help.
What is the Process involved?
Stages in the design process
The Design Process that should be followed is the method created by RIBA (Royal institute of British architects). This is a 7 stage process created to ensure the process is efficient and workable but also is clear and has accountability. Each Stage needs signing off and approval before moving onto the next one. Fees will be aligned with each stage so it is clear to all how much time is required in Design and what the output will be for each part.
Stage 0 with strategic definition
Stage 1 Preparation & Brief development
Stage 2 Concept Design
Stage 3 Design Development
Stage 4 Technical Design
Stage 5 Construction
Stage 6 Snagging and Handover
Stage 7 In Use & Revisit
If you’d liek to go into more detail on the design process, check out this blog.
Planning and Designing frequently takes longer than the actual building of a space, therefore, do make sure you leave enough time for a comprehensive process to be worked through. Mistakes cost twice as much!
Is there flexibility with the design process?
With us and within reason yes there is - it is not unusual for us to have to revisit aspects of the brief and refine that as we progress. Sometimes things happen beyond anyone's control and we can evolve with those new requirements. Once construction starts however we advise no going back! It gets expensive to change walls once they are up - same goes for once furniture has been ordered and selected! Last minute changes do come with a price tag!
How long will it take?
This is largely dependent on:
Your Brief
The Scope of requirements
The Scope of Design work required
The possibilities the building presents
The existing space and if it is partial refurbishment or full renovation
If any large works are required such as knocking through from floor to floor, adding staircases, lifts or other large building work
If you are able to work from home or if you need to remain in the space partially whilst it is refurbished
The Design Process can often take longer than, if not as long as, the buildworks. In the last 20 years Design time has been, unfortunately, largely hidden/disguised by Fit Out companies, many of whom focus on how long the build takes and are not fully transparent about the design service nor particularly clear on what is involved. As a Design focussed business we prefer to take a fully candid, realistic and straightforward approach and will break down how long each stage of the process takes so you can understand what you can expect and by when.
Small projects can take 4-9 months to complete
Medium projects can take 6-12 months to complete
Large Projects can take 6-18 months to complete
If you are undertaking a refurbishment you may be wondering: Can we remain working from our office whilst it is refurbished?
The answer to this is dependent on how much work you are carrying out:
Decoration only and some new furniture - then yes as this will be a relatively short project which will have minimal interruption
Changing desk layout + new furniture + decoration - then likely no as a new desk layout will require new power layout - this will be more intrusive but will be relatively short running dependent on the size of your space
Changing desk layout, new flooring, some new lighting, new furniture and decoration - then no this is intrusive work and you will need to clear out the space fully before works can happen
Minor building works such as moving around walls often entail moving power also so we definitely recommend you are not working in the space during such works
Bespoke Timelines
Talk to us about your workspace design project and your objectives and we will create a bespoke timeline for you that helps you understand how long you need for your office design project.
As long as clients are responsive with feedback and help us adhere to the deadlines we have created there is no reason a project should over run. Things happen - of course they do, but we will advise on contingencies along the way. The last few years have seen extensively lengthy furniture delivery times but where time is of the essence we will avoid ordering from manufacturers with known supply chain issues.
How much will it cost?
The greatest question! We have a handy calculator that can give you some ballpark answers just contact us to access this; costs increase year on year and recently more often than that (!) CBRE and Cushman and Wakefield (amongst others) bring out annual reports detailing project cost guidelines that are easily downloaded but the key point to remember is that most numbers you find via google relate to ‘build only’ costs. Budgets tend to separate out construction / FFE (Fixtures furniture and equipment / IT/AV and Professional fees.
Realistic Budgets
Be absolutely clear that you have understood the breakdown and critically what is excluded (if anything) when talking to anyone! Agents (Estate or Landlord) are not necessarily the best source for advice on project costs - it is not what they do; a good Project Manager, QS or Accountant can and will also be able to advise on what can be categorised as Capital expenditure.
The reality is that 60-70% of the budget of a full scale project will go on the things you cannot see - MEP (Mechanical, Electrical, Plumbing) and fees.
2 pieces of wisdom we always share - “Good Design does not have to mean ‘expensive” and “Pay cheap Pay twice”
Contact us for more detail and we will happily share our cost building calculator with you.
And finally, remember,
You can only pick 2 of the following:
Have it fast
Have it beautifully designed
Have it cost effective/low budget
Once you answer this alongside handing us your brief it is easy for us to tell if we are a good fit for you and if we don’t feel we are right or that we can achieve your ambitions then we will be absolutely transparent about that.
Hungry for more information? Then check out our downloads on:
Office Fit Out and Refurbishment checklist
How to write a good design brief
We are here to help!
Trifle x
Author: Emma Morley, Founder and Director
Emma founded Trifle* in 2010 after a career in marketing, event design and production. Frustrated by the fact that only advertising agencies had inspiring spaces she had a desire to make good design the norm for all office workers. Emma has worked across well over 150 interior projects during her career at the helm of Trifle*, she remains passionate about making amazing spaces but also making the industry more accessible, more human and more diverse.