Renovating your offices can be both exciting and stressful, so here are some tips to make the process much easier.
Why? What reasons does your business have for renovating the office?
The first thing to consider is "why" you are renovating your office.
So, are you refurbishing the office because...
Do you need updated furniture?
Has your business expanded, meaning you need to create more space?
Are there health and safety recommendations to address?
Do you want to boost team morale and productivity?
Do you want to enhance your brand and image for prospective clients?
Who?
Who needs to be involved?
Throughout the process, certain people should be involved in making the final decisions on a project like this—but who are they?
Make sure you consult the right people whenever decisions need to be made, and involve those who will help the project run smoothly and identify the best options. The key roles within a business will generally include:
Managing Director: the Managing Director will need to keep the General Manager informed about the office refurbishment, as they will undoubtedly want to approve the design and, of course, the cost. Although they will want to know what is happening throughout the renovation, it is important not to update them on every minor, non-essential detail.
Operations Director: the Operations Director needs to know when the office refurbishment will take place to ensure there is no disruption to the business during the process. They are also an important source of information on health and safety or ergonomic requirements and are generally highly skilled at helping you make decisions.
Finance – The company's finance department needs to set budgets for the renovation so that you know how much you have available to spend and can balance the costs. It is important to build a good relationship with this person, as you may find yourself at their door asking for additional funds if things do not go according to plan!
Office Manager: the Office Manager should be involved throughout the renovation process because they know which changes are needed and, more importantly, have a thorough understanding of the staff teams and the spaces they require.
Marketing: the marketing department can help with branding during the decorative stage of the renovation. It is also important to consult them on styles and designs throughout the process, as incorporating brand colours and logos is an important part of an office makeover. A welcoming reception area and modern office space can also help attract new clients, and the marketing team is best placed to advise on how to make the most of these areas.
Help? Decide whether you need an office design and refurbishment company.
Do you need 'help' achieving the look you want? The largest expense in your office refurbishment will be the design and the refurbishment work itself.
You therefore need to decide whether you want to work with an office design and refurbishment company or whether your business can work together to design the space and choose your new office furniture.
At Factoryoficina, our sales advisers will guide you and help you make the most of your space at no additional cost.
What? Find office furniture that meets your needs.
What exactly do you need to buy to complete the project?
First, review the furniture in your previous office and see whether there is anything you can retain and use in your new workspace. Storage is often the area that can be reused or reconfigured.
If you have decided to start with new office furniture, you will need a plan, as the furniture you install is a vital part of the renovation.
Before considering the size, style and colour of your office furniture, identify all the essential items you will need to keep the business running smoothly:
Office desks – how many people need them? Are there any special requirements? Do managers need dedicated desks?
Comfortable chairs? Ergonomic and suitable for eight hours of use?
How many storage units do you need? Does everyone need their own storage space? Is there a stationery or filing area? Consider every type: pedestals, filing cabinets, cupboards, bookcases and tambour units.
Do you need desk privacy screens? Or is it an open-plan office?
Do you have breakout areas in the office? Do you need sofas, benches or even beanbags?
A welcoming reception desk and seating?
Boardroom tables and chairs?
Will you have a café or staff room? For how many people?
Once you have budgeted for the essential furniture, you can consider adding extras such as flexible furniture that gives employees somewhere to switch off from work during their breaks, or informal meeting areas that encourage staff collaboration.
When?
Do you know the deadline for 'when' the project needs to be completed? Once you know what you want to include in your office refurbishment, you can start speaking to suppliers about how they can meet your requirements.
A renovation is often driven by the time of year and is usually linked to the company's financial year, whether that means using an expenditure budget before year-end or having the budget ready for the next financial year. Either way, there will be deadlines to meet and sometimes strict invoicing cut-off dates, so make sure you discuss this with your finance team.
Once you have established the lead times, you can identify companies that can meet your requirements. If you are sourcing the products yourself, as is increasingly common, you may find an online company that can deliver standard products the next day. If items need to be designed or made to measure, you may have to wait several weeks; make sure you obtain all the information in advance before placing your order. Do not forget that you will probably need to remove the old furniture, so allow enough time for this before the new items arrive (an evening incentive of beer and pizza will often bring the team together after hours to complete tasks like this)!
Check! Can you accommodate every employee?
The final step before making any commitment should be a last 'check' of your requirements. Before purchasing your furniture, carry out a quick headcount to ensure you have ordered enough office desks for every employee. You do not want to reach moving day only to discover that there are not enough desks or chairs for everyone. You should also make sure that any individual requirements are accommodated and invest in the appropriate furniture.
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