What is the secret to good office design? What are the benefits of a commercial office fit out and how does it affect workplace performance?
Fitting out a new office might be the biggest, most expensive project your company will take on so it is important to be prepared and know your strategy and end goal. From function to aesthetics, your new office should reflect your values and take the business forward, focusing on your future needs without neglecting the current ones.
Office fit outs are no easy task, that is why we have created a detailed overview to help you plan and prepare for the big change.
Start with the 'why' behind your office fit out
Do your research early on; what works in your space and what doesn't? What are the biggest obstacles and why are they hindering your growth? How will your business profit from a complete refurbishment?
The more questions you can answer, the more effective your fit out will be. Here are some to get you started:
- Why the need for refurbishment? Are you looking to expand or are you making concessions?
- What kind of fit out do you need? Are you refurbishing a new space or your existing office? Are you carrying out a CAT B fit out or going back to basics with a CAT A and CAT B installation?
- How is your business going to change in the next few years?
- Are you looking to boost morale and office performance?
- Is your office outdated and no longer reflects your business?
- Do you want to boost your environmental rating and promote sustainability to employees, clients and prospects?
Key benefits of a good office fit out
IBM founder Thomas J. Watson knew what he was talking about and Gensler proved it by surveying a panel-based sample of 1,200 UK office workers at all job levels across 11 industries.
Their UK workplace Survey 2016 results reported that over 8 million UK employees are negatively affected by poorly designed open-plan spaces. The key reason behind this dissatisfaction appeared to be the lack of alternative settings and more enclosed spaces for both individual and group work.
Another factor worth noting is that, despite being in a period of economic recovery, the latest figures from the Office of National Statistics show that UK GDP per worker is lower than all other G7 nations barring Japan, thus making it critical for offices to perform at maximum effectiveness.
How can an office fit out help you perform best? What are some benefits you can expect?
1. Morale and productivity
Good design affects mood, productivity and wellbeing. A well-thought-out office, complete with a diverse range of working spaces and break-out areas, is bound to increase performance. Simply put, good design makes people happier, thus more productive.
2. Business performance and growth
Design and emotions go hand in hand. A poorly designed office space will likely speak to a poorly-run business, while an office fit out will help retain top employees and attract new prospects.
3. Brand identity and culture
Your office should reflect your motto, values, culture and convey the personality of the brand. It should also be an advertising tool, an extension of your marketing strategy – in other words, a clever physical representation of your website.
4. Space optimisation
Recent mergers or acquisitions, just like downsizing, often require space reorganisation. An office refurbishment will allow you to upgrade or introduce new facilities and create a balanced working environment.
Your office layout should take into consideration the different departments and their respective needs. The sales department needs privacy (and soundproofed walls for those phone calls) while the creative department may require more collaborative spaces to brainstorm ideas.
5. New or upgraded facilities
Are your conference rooms looking dated? Is your office lacking a breakout space where your workers can relax and exchange ideas in a more informal environment? What about your IT? And how would you rate the quality of your office lighting? Are you getting enough natural light?
We're counting at least five ways you can profit from an office refurbishment and of course, with great benefits comes great responsibility. So how do you tackle a big office fit out?
Your office fit out checklist: things to consider
1. First impressions are key
First impressions are the most lasting, especially if you are a client-facing business. A good office fit out can ensure that your office sells your business as much as your staff do. Common areas are particularly influential and a great way to make a statement while also providing comfort. Some ideas:
- An engaging reception with striking reception desk and comfortable waiting areas.
- Architectural and design features like multipurpose staircases, living walls, design lighting, etc.
- Coffee shop and/or communal spaces open to the public.
- Atriums, public thoroughfares and amenities that encourage people to walk through your workplace (and notice it).
- Artwork, commissioned office murals by local artists, sculptural lighting, etc
2. Budget counts
Knowing how much you can spend will save you many a headache and hunting for quotes is that much easier when you are in control of your finances. Here are a few factors to consider when calculating your budget:
- Costs associated with a potential relocation.
- Duration and costs of equipment and furnishings storage.
- The fit out itself (including a brief, technical plans, delivery of materials, building assessment and project management)
- New furniture and equipment.
- IT and telecommunications infrastructure.
3. Design should be in sync with your brand identity
Everything in your office, from inviting common areas to pristine washrooms, should reflect your company's values. Consider glass manifestation, colour schemes, etc. to highlight brand identity.
4. Office trends trend for a reason
What are the latest offices trends? Don't follow the masses blindly but, by all means, draw inspiration from what works and what doesn't, what your target audience is looking for and how you can best provide for it.
Can standing desks or desks on wheels encourage flexibility and productivity? Are natural materials gaining in popularity? Are multipurpose spaces key to efficient offices?
5. Cloud technologies offer flexibility
An increase in cloud-based technologies allows companies to get rid of outdated infrastructure and make room for, say a second conference room. Cloud computing also offers more flexibility as enables some staff to work from home, thus contributing to the overall office performance.
How would cloud-based technologies affect the size or your server or communications room? Could they allow for better document control and contribute to the image of a forward-looking business?
An office fit out should cater to these electronic needs with frequent, well-located powerpoints.
6. Efficient system designs make life easier
Depending on your future office needs, basic systems like lighting and temperature control can be made smarter and more efficient. To consider:
- Lighting: From pendant lights to desk lamps and sconces, you're spoilt for choice, but which lighting scheme is best for you? Consider bespoke lighting to set yourself apart.
- Windows and louvres: Should they be operated manually or remotely?
- Air conditioners: How will they be controlled and what is the most efficient schedule? Where will they be placed for optimised temperature?
- Electrical sockets: Are there enough and are they placed according to your staff's needs?
- Thermostats: Who controls the temperature and from where?
7. Going green saves more than trees
From going paperless to making use of available daylight, adopting a sustainable approach can be very beneficial to your business. Here are some ways you can reduce your carbon footprint while improving your office performance:
- Investing in solar technology will help slash those electricity bills by powering your lights and heating your water.
- Taking full advantage of sunlight will improve staff morale and reduce the need for overhead and desk lighting.
- Going paperless will help you save money on printers and resources and, since less filing cabinets will be required, free up office space. It will help reduce energy usage in the paper industry, reduce fuel consumption and of course, save trees.
A commercial office fit out should promote a cultured image and a flexible, well thought-out working environment. It is an excellent opportunity for businesses to rearrange and update certain aspects of the company in an organised, cohesive way.
The result should make for an attractive, efficient workplace that is in tune with the company's needs and plans for the future, not only the present.