Project preparation

Plan and design your new offices

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Once you have decided to relocate or reorganise, the team will need to space plan and design the office interior, its fittings and furniture. Ideally, the firm who carried out your space audit and accommodation strategy and blocking & stacking should proceed to this phase as they will have a good knowledge of your business and its needs.

The value of good design
A structured design can lay the foundations of good working conditions by taking into account economy and efficiency. A well planned layout, economical use of space, energy efficiency, low maintenance costs and flexibility to satisfy changing requirements are all factors that can help both now and into the future.

No single designer can bring all this about and, depending on your method of procurement, you will need a team comprised of different designers with appropriate specialist skills. Once the team is in place, an active collaboration must exist between you and the designers to make sure the emerging proposal stays within the parameters of the brief and meets your requirements. To make this collaboration workable, the designers should present their proposals in a form that is accessible and easily understood. Three-dimensional computer aided design (CAD) or artists’ impressions can give you a clearer understanding of key elements such as reception areas or meeting rooms. You should always expect alternative designs to be offered at each stage, within the fee. There is no single solution to a design challenge, some degree of personal taste is entirely acceptable, and your designer should recognise that you, as his client, has tastes that can be reflected in the design, not only his own.

The design process
The design will go through various stages, each of which can be regarded as a step forward. It is very important for you and the steering committee to check all aspects of the stage you have completed. A formal sign off will be required from your designers. This will confirm your acceptance of all aspects of the stage before proceeding to the next. A designer may charge you extra fees for changing an item that you have previously agreed and signed off. Be sure you are satisfied that you understand what is being shown to you.

Concept design
The first stage of the design process will be to establish the concept. This will be dependent upon the brief but it may include a number points, listed in the checklist below.

IQ Checklist 42.1 Concept design: what to expect to see

Blocking and stacking – a department by department layout showing how the organisation fits the building
Sample layouts – showing desk, storage and meeting room designs
Working methods – indicating how the new office will function.
Colour schemes – to help you understand the kind of interior design proposed
Furniture selection – to establish the quality and design of any new furniture required
IT strategy – to demonstrate the suitability of the design for your IT needs – now and for the future
Image – the style of the office interior. This will be the most difficult for the designer to convey to you. It may be through the use of photographs of existing examples, through sketches or mood boards, a collection of pictures and visuals that convey a particular image or style.
Preliminary cost plan – giving a break down of all likely costs of the project, including fitting-out, furniture etc.

A typical concept visual

This stage will show you clearly the ideas behind the design. It is reasonable to expect the final design to follow the concept, so this is the stage at which the fundamentals of the project will be agreed. Make sure therefore that you are completely happy with all aspects of the concept – this is your last chance to change things at low cost – later, the price will be much higher because many more aspects will need to be revised as the project proceeds.

As an extension of the concept design, this stage should present no surprises. If it does, it means that the approved concept was either not adhered to, or that you misunderstood the concept. Any such surprises must be discussed and agreed with the designers before signing off this stage of the work. Getting a full sign-off at this stage will be time consuming and must involve the entire steering committee.

Check list links:

IQ Checklist 42.1 Concept design: what to expect to see

Blocking and stacking – a department by department layout showing how the organisation fits the building
Sample layouts – showing desk, storage and meeting room designs
Working methods – indicating how the new office will function.
Colour schemes – to help you understand the kind of interior design proposed
Furniture selection – to establish the quality and design of any new furniture required
IT strategy – to demonstrate the suitability of the design for your IT needs – now and for the future
Image – the style of the office interior. This will be the most difficult for the designer to convey to you. It may be through the use of photographs of existing examples, through sketches or mood boards, a collection of pictures and visuals that convey a particular image or style.
Preliminary cost plan – giving a break down of all likely costs of the project, including fitting-out, furniture etc.

IQ Checklist 42.2 Detailed design: what to expect to see

Layout plans and sections – showing the entire space, laid out with furniture and fittings. The desks will probably have individuals’ names against them, or failing that, job functions will be identified.
Finishes schedules and sample boards – showing all the proposed materials, including carpets, wall finishes, ceilings, furniture, doors, skirtings and ironmongery (door handles etc).
Perspective sketches and/or CAD models – showing the interior of all the principle areas.
Electrical layouts – showing small power and lighting
Mechanical layouts – showing heating and ventilating and major plant provision
Specification – a written document detailing all the materials and products which will be used in the final built environment
Scope of works – detailing all work that needs to be done. This is used as a tender document in the traditional route, where a price is set against each item in the scope of works, the sum total of which equals the cost of the project
Detailed cost breakdown – showing all elements of the work in detail. This will include a furniture “take off” itemising all items and an elemental breakdown of the building costs, showing each item such as plastering, or carpet individually.

IQ Checklist 42.3 Approvals

Landlords’ consent (there may be more than one)
Planning Permission
Listed Building Consent
Building Regulations approval
District Surveyor approval (London only)
Fire Officer approval (obtained as part of Building Regulations)

Project preparation

Plan and design your new offices

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