Where to Start an Office Renovation: A Step-by-Step Guide
Rented premises or bought property for an office? Then it’s time to figure out where to start an office renovation, because you can’t get things running without checking and setting up the main utilities and systems. Many business owners look for the answer to a seemingly simple question: what stages the organisation of an office space consists of, and whether any of them can be skipped.
To avoid mistakes and extra problems while the office is in use, it’s important to act consistently and not cut corners on things that could later have irreversible consequences. In this article we’ve broken the whole process down into steps — from the site survey to project handover and after-service.
Why an office renovation begins with planning
The main thing to remember: responsibility for the health and safety of employees lies with the property owner and the head of the company. So renovation planning isn’t a formality — it’s a way to protect people, the budget and the reputation of the business.
A quality office renovation is a responsible task that can only be handled with the involvement of qualified specialists. First you need to think through all the stages and agree the sequence of works — and only then move on to the renovation itself. Only this approach delivers a result that exceeds expectations. The key is not to lose sight of the features of the premises, which can significantly change your plans.
Since 2006, Partner Create has been delivering turnkey renovations of offices, business-centre lobbies, coworking spaces and bank branches with its own team, so the algorithm below is based on the real experience of hundreds of projects.
Step 1. Survey the premises and assess the technical condition
The first step is a professional survey of the site. It’s what determines the scope of the future work and the budget.
If the office is in an older-type multi-storey building, a major renovation will most likely be needed. Almost certainly the cabling will have to be laid anew. It’s also possible that the reorganisation will affect the ventilation and air-conditioning systems — over years of use their technical capabilities may have dropped considerably. Other difficulties can arise during the work: the need to reinforce a balcony or loggia, or to strengthen load-bearing walls.
That’s why the survey of the premises should be approached with maximum care: ignoring even the slightest fault later turns into serious consequences.
If, on the other hand, the office is on the lower floors of a recently commissioned building, the engineering systems are probably in good order. In that case several stages can be skipped and you can move straight to developing the concept and design project of the new space.
Step 2. Define the tasks and the office concept
Before drawing the first sketches, it’s important to answer several questions:
- how many employees will work in the office and whether headcount growth is planned;
- which zones are needed — open space, offices, meeting rooms, a reception area, a kitchen, a rest zone;
- how to organise the flow of employees and visitors;
- which corporate standards and identity need to be reflected in the interior.
At this stage the technical brief is formed, and it becomes the basis for all further decisions. A clear brief saves time and money, because making changes on paper is much cheaper than reworking already-installed structures.
Step 3. Develop the office design project
The design project is the foundation of the future workspace. It determines functionality, style, comfort and the final cost of delivery. A full project usually includes:
- layout solutions and zoning of the space;
- a 3D visualisation — colour, textures, lighting, furniture and decor before work begins;
- working documentation with a full set of drawings;
- specifications for finishing materials, equipment and furniture.
Important: sometimes a client’s design project can’t be delivered because of structural features of the building that weren’t taken into account at the design stage. That’s why developing the concept should be entrusted to a team that combines architects, designers and engineers. More about the service is in the Design and Engineering section, and examples of finished interiors are gathered in the office spaces portfolio.
Step 4. Draw up the estimate and plan the budget
Once there’s a design project, you can move on to the estimate. A ready project is convenient because it can be sent out for pricing to different contractor teams and their offers compared correctly. Without a project, comparing price lists is almost impossible: different companies put a different scope of work into the same terms.
Sound renovation planning means setting aside a reserve for unforeseen expenses (usually 10–15%), as well as optimising the budget without losing quality. That’s exactly why professional contractors give recommendations at the estimate stage on where you can save and where saving is unacceptable.
Step 5. Choose a contractor
Carrying out an office renovation without the support of specialists is impossible. You should turn only to proven professionals and the relevant services — that’s the guarantee that the ventilation and air-conditioning, water-supply and drainage systems, and all other utilities will work properly.
What to look at when choosing a contractor:
- experience and a portfolio of completed office projects;
- work done in-house, without bringing in random subcontractors;
- a transparent contract, estimate and fixed deadlines;
- a guarantee and after-service once the work is finished.
The optimal solution is to invite a company to act as the general contractor. Then one team is responsible for the whole project: approvals with the building owners, documentation, procurement, installation and handover of the site.
Step 6. Renovation-construction works and engineering systems
This is the main, “active” phase of the project. A major office renovation usually includes:
- demolition and re-planning;
- rough construction works;
- laying of engineering networks — electrical, low-voltage systems, water supply, ventilation and air conditioning;
- finishing of walls, ceiling and floor;
- installation of furniture, lighting and decor.
It’s at this stage that author’s supervision and technical oversight are critically important: they guarantee that the delivered interior will match the approved project and that all concealed works are done to standard. If desired, the office can be equipped straight away with “smart office” systems that give remote control of lighting, ventilation and climate.
Step 7. Project handover and after-service
The final stage is acceptance of the work, checking all systems and signing the documents. A good contractor offers after-service for a certain period once the site is handed over. It makes sense to agree to it: it protects you from minor faults and extends the service life of the engineering systems.
The main office renovation stages: in brief
To bring the picture together, here’s a short checklist of the renovation stages:
- ☑️ Survey the premises and assess the technical condition.
- ☑️ Form the task and the concept.
- ☑️ Develop the design project.
- ☑️ Draw up the estimate and plan the budget.
- ☑️ Choose a contractor and sign the contract.
- ☑️ Renovation-construction works and installation of engineering systems.
- ☑️ Project handover and after-service.
Following this sequence is the answer to the question of where to start an office renovation, so as to avoid mistakes and extra costs.
Frequently asked questions
Even in a new building it’s worth starting with a survey. If the systems are in good order, you can skip part of the engineering works and move straight to the concept and design project.
In the classic scenario there are seven: from survey to handover. Some can be combined or shortened depending on the condition of the premises.
Technically yes, but it raises the risk of mistakes and makes comparing estimates harder. A project gives a predictable result and an accurate budget.
It helps to spot and fix minor faults in time and to keep the engineering systems working for longer.
Ready to start your office renovation?
An office renovation is a responsible task best entrusted to specialists with a full cycle of work. The Partner Create team will guide the project from the first survey to turnkey handover.
You can view completed projects in the portfolio, find more useful articles on the blog, and to arrange a site visit and estimate, leave a request on the contact page. Call us: +38 050 388 24 49.
We also recommend the articles Where Any Office Renovation Should Begin and How We Renovate Offices: Our Process — they cover budget planning and our process in more detail.