The widespread adoption of hybrid work model as the new normal has prompted business companies to renovate their office spaces at a historic scale. A CBRE survey that gathered responses from 185 companies of all sizes in the US revealed that majority of them plan to either expand (39%) or contract (52%) their offices. From changing the size and function of the space to incorporating new technology, companies are experimenting with different ways to support emerging work patterns. Rather than viewed as an expense, office renovation can be a long-term investment that delivers ROI through increased employee productivity, performance, and profitability.
Behind every successful renovation project lies detailed preparation, reasonable budget and schedule allocation, appropriate space planning, an expert construction team, and several other aspects. Utilizing our experience in commercial renovation projects, we have drafted the ultimate office building renovation checklist for you to tick off for better implementation and project management.
Checklist Item 1 – Identify Office Renovation Goals
Assess your requirements and define the core purpose of your project to remain focused throughout the building process.
Office renovation often comes up with unexpected issues that distract you from your original plan. Establishing a goal allows you to stay on track and initiate steps toward accomplishing those goals. Office redesigning can be done to update interiors, boost employee productivity and morale, future-proof the space, or cut down operational expenses. The first thing on your office renovation checklist should be identifying the project’s purpose.
Assess your current office layout and pinpoint the changes that need to be made through renovation. Here are some noteworthy questions to ask yourself while determining your office renovation goals:
- What is the total number of employees working in the office? Are the rooms too cramped? Is there any need to eliminate additional spaces?
- Should the employees be provided with open collaborative spaces or private cabins?
- Do office interiors need an aesthetic makeover?
- Is your office technologically up-to-date? If not, what advanced features do you wish to integrate?
- Do you need to improve sound management in conference rooms or boardrooms?
- Should there be more legible signage and digital screens for easier navigation and company announcements?
- Considering future employees and their use, do you want to design a new layout?
- Do you want to build an energy-efficient office?
Checklist Item 2 – Prepare Budget
Perform cost estimation and analysis to establish a fairly defined spending cap.
Once you have an understanding of the building’s requirements, start creating a basic budget covering their associated costs. Your renovation budget will vary depending on location, type of renovation, cost per square footage, costs of materials, costs of hiring professionals, timeline, etc. These factors could affect the total construction costs.
Here is a breakdown of average office renovation cost by materials:
Electricity and Lighting: $150-$300 per fixture
Walls: $12 per square foot, glass partitions will be around $180 per square foot
Doors: $100-$300 per unit
Flooring: $2-$15 per square foot, depending on the floor material used
Bathrooms: $18,000-$24,200 per bathroom
Kitchen: $6,000-$31,200
HVAC: $15-$30 per square foot
Painting: $2-$5 per square foot
Furniture: $500-$1000 per workstation
The cost for a commercial office building in Western US cities like San Francisco, Los Angeles, San Diego, and Seattle based on different building sizes is as follows:
Single-Story Office Space: $313-$378 per square foot
Mid-Rise Office Building: $481-$607 per square foot
High-Rise Office Building: $557-$730 per square foot
Allot 20 to 25% of your total construction budget for hiring professionals such as contractors or architects, about 10% for labor costs, and 6-9% of your budget for obtaining building permits. Note that every project includes a broad range of costs per renovation that are subject to change.
Here is a sample budget –
Sample Office Renovation Budget
| Item | Price | Price for 1,500 sq. ft. Office Space |
|---|---|---|
| Architect/Contractor | 20% of total budget | $58,690 |
| Lighting | $3.20 (per square foot) | $4,800 |
| Flooring | $6.17 (per square foot) | $9,255 |
| Glass Walls | $180 (per square foot) | $270,000 |
| Painting | $4.90 (per square foot) | $7,350 |
| HVAC | $22.70 (per square foot) | $34,050 |
| Labor | 10% of total budget | $25,149 |
| Permits | 6%-9% of total budget | $20,365 |
| Total | $429,659 |
Tip – You can make alterations to the building materials in order to save expenses. For example, using vinyl tile, concrete, or wood flooring for an affordable cost ($2-$7 per square foot) instead of high-end options like ceramic or hardwood ($10-&15 per square foot).
Checklist Item 3 – Schedule Timeline
Develop a well-planned and realistic schedule so that the project stays on track and is completed on time.
Before scheduling a timeline for your renovation project, be sure to have a clear understanding of the scope of work, estimated time for each task, financial plan, and any potential challenges. Break the entire project into various phases e.g. planning, pre-construction, demolition, construction, final inspection, etc., and identify critical path tasks of each phase that cannot be delayed anyhow. While setting deadlines, be realistic and allow buffer time between tasks to tackle unexpected matters.
It’s the responsibility of your commercial contractor to procure specified equipment and materials from suppliers in a timely manner. Make sure you base the schedule on delivery times which will prevent extra spending due to technical delays.
Regularly communicate with your project team and monitor progress of planned construction activities. If possible, schedule construction tasks during least intrusive periods or ‘off hours’ such as weekends, holidays, and nights. This will cause minimal disturbance to office employees and clients.
Checklist Item 4 – Hire The Right Office Renovation Team
Assemble a qualified team of professionals followed by proper research and due diligence.
Pulling off a commercial office renovation is a tremendous task, so rather than doing all the heavy lifting yourself, why not hire a reliable team to help you manage everything? An office renovation team generally consists of:
- Contractor
- Architect
- Interior Designer
- Engineers
- Audio Visual Experts
- Electricians
- Plumbers
- Painters
- Carpenters and other types of subcontractors
From handling complex building codes and regulations to producing office renovation ideas, your team will be accountable for the quality of the renovation. While performing due diligence, prefer local professionals who are licensed, reputable, accredited, and cost-effective. Many business owners opt for design-build companies that are a collaboration of design and construction professionals on a single team.
Ask your contracting firm for references and a portfolio of projects similar to your office renovation. Contractors who have solid relationships with suppliers and subcontractors will offer quality services and resources. Finally, consult a lawyer about the contract agreement and its details before signing.
Checklist Item 5 – Design Office Space Layout
Redesign the office space layout with the help of your contractor so that it allows easy maneuvering.
The purpose of space planning is to organize furniture and function of your office to maximize space and improve efficiency of the employees who occupy it. Optimized space usage ensures a smooth flow of traffic with sufficient room for people to maneuver. Determine what functional needs of a department, team, or individual are.
For example, the reception area should be near the entrance with access to a printer or photocopy station. This will help you map out how much space should be allotted for reception and where electrical sockets need to be placed.
Here are important factors to consider while designing your office space:
- Number of staff using the office as some might be working from home.
- Number of departments in your office.
- Type of functional zones or specialized spaces such as meeting rooms, pantries, toilets, resting areas, or space for large or specialized equipment.
- Amount of space allocated to each function zone and employee’s work area or cubicle.
- Amount of storage area required.
- Number of bathrooms and restrooms you will have.
- Facilities and modifications for specially-abled employees.
- Estimated number of additional workstations and common areas for accommodating future growth.
Planning your office layout transcends beyond rearranging spaces. You have to select ergonomic furniture, consider different layouts, provide suitable lighting, and pay attention to technological requirements. Broadly speaking, effective space planning must create an ideal business environment that fosters company culture.
Checklist Item 6 – Ensure Compliance For Office Renovation
Obtain necessary building permits and ensure compliance with local regulations.
The right office design and renovation company will guide you on what changes to bring and what aspects of the building to keep intact for making your office space compliant with local regulations. Some of the compliance requirements pertaining to safety and structural integrity may include:
- Maintenance of the structural integrity of the property (not demolishing walls that compromise the safety of the structure).
- Compliance of the electrical, plumbing, and HVAC systems with the latest safety guidelines in the construction industry.
- Environmental sustainability regulations
- Other employee health and safety requirements (relating to the workplace environment – availability of light, space, airflow, etc.).
Your renovation contractor will acquire specific building permits from the local department according to the scope and type of your project. Below are the common types of building permits you will have to acquire for an office renovation in San Francisco, California:
- Building Permit
- Electrical Permit
- Plumbing Permit
- Mechanical Permit
- Fire Alarm Permit
- Fire Sprinkler Permit
- Accessibility Compliance Permit
For large-scale office building construction, business owners must secure approval from authorities such as government officials, landlords, or even neighbors to smoothly carry out their office renovation plans. Without relevant building permits, your project may come to a screeching halt.
Checklist Item 7 – Get Feedback From Office Employees
As a progressive business owner, ask employees for their workplace preferences and involve them in the renovation process.
One of the primary objectives of renovating an office is to boost employee productivity. Though, an international survey of 10,000 workers by Ipsos found that 85% of employees are dissatisfied with their workplace design. The workers were more comfortable working privately than in open floor plans.
If you want to provide your employees with a productive working environment, ask for their feedback on design elements like decor, layout, amenities, furniture, and other renovation aspects. List down their ideas and try to implement them into the design and execution of your renovation plans.
Ongoing construction activities can lead to problems like loud equipment, restricted building access, and cluttered spaces which can be annoying for tenants to deal with. Presenting employees with 3D renderings of the final result is a helpful way to reassure them that all the construction inconveniences will be worth it. If necessary, make arrangements for temporary workspaces until office building construction is complete.
Make office staff aware of the work beforehand and provide timely updates. This will ensure clear communication and minimize possible disturbances to your staff.
Checklist Item 8 – Upgrade Furniture and Technology
Upgrade office space with ergonomic furniture and advanced technology to increase its functionality and efficiency.
Employees spend most of their time using office furniture, be it individual chairs and desks, storage cabinets, communal desks, or cafeteria furniture. Invest in ergonomic chairs and desks designed to support healthy body posture and prevent fatigue or discomfort. Adding modular furniture that can be easily configured is a great way to maximize space. If possible, choose furniture made from sustainable materials, for example, bamboo or recycled plastic.
Similarly, upgrade office technology with new-age software and hardware to streamline various processes and automate tasks. Consider using cloud-based project management software to streamline communication. Your employees should be equipped with the latest models of laptops and monitors with high-speed fiber-optic internet connections. Instead of conventional whiteboards, opt for smartboards with touchscreen technology.
Whatever choices you make for your office renovation, ensure they do not put a strain on energy consumption and are suitable for company’s future growth.
Checklist Item 9 – Bring Sustainability To The Office Building
Incorporate energy-efficient upgrades to reduce building’s carbon footprint and save money.
Sustainability in today’s world is not a choice but a necessity. Every company should consider ‘going green’ in its office construction checklist. Due to the massive amount of energy consumed by commercial buildings, implementing green upgrades in your office renovation will save you a lot of money in the long run. A sustainable office building can be achieved in the following ways:
- Using eco-friendly building materials like recycled or reclaimed wood, bamboo flooring, smart glass for windows, low-VOC paints, and non-toxic insulation like hemp insulation.
- Installing energy-efficient lightings such as LED or CFL bulbs to minimize energy consumption and electricity bills.
- Installing geothermal or air-source based heating and cooling systems.
- Making use of solar panels and wind turbines to generate clean energy.
- Adding indoor plants and maintaining gardens to incorporate greenery into the office environment.
- Installing water-saving fixtures in restrooms.
- Conducting composting and recycling programs in the office to encourage sustainable practices.
You can further study the San Francisco Green Building Code to learn in detail about various green building practices required in the construction and operation of buildings in the City and County of San Francisco.
Checklist Item 10 – Form Detailed Renovation Punch Lists
Send your renovation contractor a comprehensive list of deliverables they must finish before the final payment.
A punch list is a document that outlines work that a contractor will have to accomplish before the project is considered finished. It specifies steps and milestones that need to be completed as part of the renovation contract. Hence, a punch list serves as a reference for your general contractor to identify areas in need of improvement. Keeping such documents handy ensures that both the client and the contractor stay on the same page, preventing miscommunication and disagreements in the aftermath of the office renovation.
You can source many free-of-charge punch list templates online and customize them to meet your project specifics. Alternatively, request your office renovation contractor to provide you with such a document. Many reputable construction companies have ready-made templates for simplifying interactions with their clients.
Conclusion
Implementing a full-blown office renovation necessitates seamless planning and management for all the steps in the renovation process. Business owners must develop and follow a clear project plan, ask for employee input, and partner with a talented group of professionals to transform their offices into hubs of productivity. The surest way to excel at project execution is by forming an office renovation checklist that acts brilliantly as a reference for both stakeholders and builders.
FAQs
How to find reputable office renovation contractors?
Find local contractors by searching online for “office renovation contractors near me” or “renovation contractors near me”. Ask your friends or colleagues for quality recommendations.
How long does an office renovation project typically take to complete?
The duration of a commercial office renovation depends on the scope and complexity of the renovation. Typically, a small-scale project may take several weeks while a larger project may take several months to complete.
How do I select the right design for my office renovation project?
While selecting a design for your office, consider your business needs, brand identity, and preferences of employees and clients. Seek help of a professional interior designer to create a functional yet aesthetically-pleasing design that fulfills your requirements.
Constructive Solutions, Inc. has several years of experience in office renovation planning, management, and execution. By offering exceptional office renovation services, we help our clients build innovative working environments that represent company culture and profit businesses.
Get in touch with our team today!
Relevant Resources:
- 5 Reasons Employers Choose an Open Space Concept for Office Remodelling
- 10 Essential Home Office Design Tips
Constructive Solutions, Inc. is a full-service commercial construction company serving San Francisco and Bay Area.
Whatever your vision, we have the resources, experience, and insight to make your concept a reality, and a space where your business can flourish.
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