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How Long Does an Office Fit Out Take?
Office Fit Out Timelines at a Glance
The timeline of an office fit out depends on the approach. An office fit out using the Design and Build (D&B) method typically takes 8-12 weeks, often completing projects 30-40% faster than the traditional route which can take 15-40 weeks, or longer. With D&B projects, the design and construction overlap reducing the need for multiple consultants and minimising client involvement, making it a more efficient option for many fit out projects.
What is an Office Fit Out?
An office fit out is the process of transforming an empty or underutilised space into a fully functional workplace tailored to the needs of a business. It’s a process that goes beyond furnishing a space; it involves the installation of necessary infrastructure such as electrical systems, plumbing, HVAC (heating, ventilation, and air conditioning), and the creation of designated areas like meeting rooms, kitchens, and workstations. The fit-out process ensures that the office space is not only ready for immediate use but also aligns with the specific operational requirements and brand identity of the company.
A well-executed office fit-out is crucial to a company’s success, as it directly impacts employee productivity, morale, and overall workplace well-being. It also has a big impact on recruitment and retention of staff. By thoughtfully designing and equipping the office space with a mix of work areas, collaborative zones, and amenities, businesses can create an environment that fosters engagement and motivation.
Additionally, an office that accurately reflects a company’s brand identity can leave a positive impression on clients and visitors, reinforcing the brand’s values and professionalism.
Stages of Office Fit-Out and Relocation
The office fit-out and relocation process involves several key stages that ensure a successful transition.
Below is an outline of these stages following the Design & Build Route. The stages below provide a look into each step’s timeframes, deliverables, and outcomes.
Note: these activities run concurrently. For instance, the building search, workplace consultancy, and fit factor space planning all start at the same time.
1. Appoint a Commercial Real Estate Agent to initiate Building Search
Appointing a commercial real estate agent simplifies finding a new office by leveraging market insights and expertise. They help identify suitable properties, manage negotiations, and align options with your operational needs.
- Timeline: 2-4 weeks
- Key Deliverables: Property shortlist, budget analysis, market insights
2. Workplace Consultancy
Workplace consultancy helps assess how your team uses the current space and determines what your business needs for a new office. This data-driven approach supports improved efficiency and employee well-being in the new space.
- Timeline: 2-4 weeks
- Key Deliverables: Workplace analysis, space utilisation report, recommendations
3. Fit Factor Space Planning & Building Appraisal
Fit Factor Space Planning (Test fits) help verify whether the selected office space can accommodate your company’s requirements. This early-stage floor plan provides a preview of how the layout will work and whether adjustments are needed.
Alongside this we also recommend visiting sites with potential fit-out contractors to see whether the building selected is a suitable fit for your company’s needs and carry out initial surveys of the building.
- Timeline: 2-4 weeks
- Key Deliverables: Preliminary floor plans, test fit layouts, space optimisation recommendations
4. Lease Negotiations
Lease negotiations involve finalising terms with the landlord to ensure a favourable contract that aligns with your operational goals. Negotiations include rent, break clauses, and tenant improvement allowances.
- Timeline: 8-12 weeks
- Key Deliverables: Lease term sheet, legal review, finalised lease agreement
5. Select and Appoint a Contractor
Selecting the right contractor is critical to your fit-out’s success. During this process, bids are reviewed, contractors are evaluated for experience and capability, and a final decision is made to ensure quality project delivery.
- Timeline: 6-8 weeks
- Key Deliverables: Contractor proposals, contractor selection, draft project plan
Note: that once a contractor is appointed they will work with you and the landlord to produce license to alter documentation that will form part of your lease.
6. Design & Budget Development including a Programme of Works
A professional office design team can help translate the vision for your office into detailed plans. Working closely with a design team, you will refine layouts, select materials, and ensure the final design meets the aesthetic and operational needs of your company.
- Timeline: 4-8 weeks
- Key Deliverables: Detailed design concepts, finalised architectural drawings, cost estimates
Note: your professional team or D&B contractor will be able to produce a full programme of works with a detailed timeline of each stage.
7. Furniture Review & Visits
The furniture review stage allows you to explore the various options for office furniture that will align with your design, functionality, and budget. During this stage, you may also visit showrooms or vendors to see the products firsthand.
- Timeline: 2-4 weeks
- Key Deliverables: Furniture options, vendor visits, final selection of furniture
8. Furniture Procurement
Once the furniture selections are finalised, the procurement process begins. Orders are placed, and delivery timelines are coordinated to ensure that everything arrives in time for the installation phase.
- Timeline: 4-6 weeks
- Key Deliverables: Purchase orders, delivery schedules, installation coordination
9. Construction
The construction phase involves the actual build-out of the office space. This includes structural modifications, installations, and the overall transformation of the space to match the design specifications.
- Timeline: 8-12 weeks
- Key Deliverables: Completed build-out, progress reports, site inspections
10. Furniture Installation
Once the construction phase is complete, the next step is to install all the furniture. The furniture installation must be coordinated with the project timeline to ensure it aligns with the completion of construction.
- Timeline: 1-2 weeks
- Key Deliverables: Installed furniture, final inspection, handover report
11. Relocation to New Office
Relocating to your new office involves moving all necessary equipment, technology, and personnel. This stage requires careful planning to minimise downtime and ensure a smooth transition.
- Timeline: 1 week
- Key Deliverables: Moving plan, coordinated logistics, move-in day
12. Occupation
Once the relocation is complete, the team moves into the new office. The occupation stage involves settling into the new environment, ensuring everything is functioning correctly, and addressing any immediate needs or adjustments.
- Timeline: 1 week
- Key Deliverables: Occupancy certificate, operational office environment, initial feedback
13. Continued Support
Post-occupation, continued support is essential to ensure that your office runs smoothly and that the space meets any additional needs that arise after moving in.
- Timeline: Ongoing
- Key Deliverables: Defects resolution, warranty support, space optimisation
Two Fit Out Approaches & Timelines
The decision between an Design and Build (D&B) model and a Traditional Route can have a significant effect on both the project’s schedule and final result. Below is a side-by-side comparison of these two approaches to help you choose the best path for your office refurbishment or fit-out.
Traditional Route Timeline
Under the Traditional Route (a conventional procurement approach), clients engage various consultants and contractors independently. The project is divided into distinct stages where the client manages the design and collaborates with:
- Project Manager to oversee the entire project
- Interior Designer to create the design
- Cost Consultant to oversee budgeting
- Mechanical and Electrical (M&E) Consultants for office fit out planning
- Main Contractor to execute construction
The traditional route method is more compartmentalised, with the client first hiring a design team and then separately contracting a builder. Once a contractor is selected, construction begins. This method is typically slower and more prone to delays and budget increases.
Since design and construction follow one another, projects using the traditional route often take between 4 to 10 months, though they may extend further due to unexpected complications or changes.
Design and Build (D&B) Timeline
On the other hand, the Design and Build (D&B) model is a professional team that combines interior design, project management, M&E consultant and the main contractor under a single contract, offering a more efficient and cohesive process, reducing timelines and minimises risks. The D&B route offers a fixed term, fixed price contract where the D&B company takes on all the risk. With traditional route all risk sits with the client. Additionally, with the D&B approach, clients avoid the need for multiple independent consultants. The D&B team manages the entire project, minimising communication breakdowns and making it easier for clients to stay informed.
Traditional Route
15-40 Weeks
Design & Build Method
8-12 Weeks
30-40% Faster
With design and construction overlapping, Design & Build projects can be completed in as little as 2 to 3 months for smaller projects, with larger, more complex ones taking up to 6 months or more. This approach typically delivers projects 30-40% faster than the traditional route method, reducing the time clients spend overseeing the work. The reason for this is that each stage the process needs signing off with multiple paid consultants, and that sign-off process takes longer. Clients also have much more involvement in the traditional route having to be in regular meetings to sign off project stages.
Key Comparisons
| Aspect | Traditional Route | Design & Build |
|---|---|---|
| Appointment | You have to appoint and manage a professional team of up to 4-5 consultants. | You appoint 1 D&B company that handles all aspects of the project and assumes the project risks under a fixed term, fixed price contract. |
| Cost | Construction costs are uncertain until later stages. | Costs are confirmed early in the design process. |
| Control | Client maintains direct control over both design and construction. | Requires less client involvement in technical details. |
| Conflict | There’s often conflict between members of the professional team. | With the appointment of a D&B company, everyone has the end goal in mind from day 1. |
| Time | Design and construction are done in sequence, leading to longer timelines. There’s an estimated timeline that’s aimed for but not a contractual timeline. | With D&B there’s a contractual timeline. Construction can begin during design, shortening project durations. |
| Risk | The client takes on the risk of poor performance from consultants or contractors. | Reduced risk due to a single, coordinated design and build team. |
Ultimately, your choice will depend on the specifics of your project, the required timeline, and desired level of involvement from your team. For a streamlined process and quicker delivery, Design and Build is the ideal solution. However, if you prefer to maintain control over each stage and aren’t committed to a shorter timeline, the Traditional Route approach might be more appropriate.
Very often the size and timescale of the project determines which route is appropriate – typically very large projects go traditional route, smaller projects go D&B route.
Looking to Fit Out Your Office?
Finding the right approach for your office fit-out can be a tough decision. Each project is unique, and it's important to consider both your timeline and level of involvement. We can help you explore the best path for your project - one that fits your specific goals and delivers the results you're after. Get in touch with our team.