The office renovations process can be both exciting and stressful, so it’s important to have a detailed plan in place as soon as possible. We’re here to help guide you through the most important steps, from identifying your top priorities to determining your budget and timeframe.
Check out our detailed commercial renovation tips below and be sure to download our Office Renovation Checklist for a quick reference!
1. Figure Out Your Priorities
If you’re planning on office renovations, you probably have at least one goal in mind. What you might not realize is how everything else may be affected.
For example, if you’re looking to transform your office into an open concept layout, have you considered how your employees will adjust? Without cubicles or border walls, sound will travel which can create noise pollution that distracts employees and hinders productivity.
To clearly define your renovation goals, take the time to carefully think about where you’re having trouble in your current office layout. Here are some questions to get you thinking:
- Do you need a new layout?
Open office layouts are everywhere from Silicon Valley to South Beach. This type of office design encourages collaboration and can prevent silos. However, you’ll need to thoroughly blueprint a new layout and consider where each employee will be located in order for this plan to work. You don’t want to put salespeople who are always on the phone next to employees who need quiet in order to concentrate.
- Do you need more technology?
Are you constantly having issues with your phone systems? Are you using outdated and unreliable projectors during meetings? It’s amazing where technology has taken the modern office, so it may be time to invest in some technological improvements.
- Do you need better sound management?
If noise travels faster than the speed of light in your office, you may want to consider investing in sound masking or acoustic panels. These can help you control sound levels so that your employees stay focused and visitors aren’t turned off by your boisterous workspace.
- Do you want a more visually engaging environment?
Are your walls white and empty? Does your space feel dull? You can liven up the joint by incorporating wall art or designing each room to match your branding. Taking the time to select fabrics that match your brand colors or artwork that includes photos of your team shows pride in your company and makes your office welcoming and memorable.
- Do you need better communication for visitors?
If you’re in a very large office or in a hard-to-navigate space, adding wayfinding systems is a great way to help visitors find where they need to be. You can also incorporate digital signage to communicate company announcements, play videos or host webinars.
- Do you want an energy efficient office?
If you’re adding technology, incorporating certain types of products can help make your office much more energy efficient. For example, LED video walls require 40% less power than projectors, LCDs and plasma TVs.
You can also ask your employees if there are any specific changes they may like to see. It’s possible they’ve had issues you’re totally unaware of, so getting their opinion can only make your office better. They’re going to be working there too after all!
2. Consider Your Plans for the Future
How frequently do you want to renovate your office? Since it’s such a big project, you probably don’t want to do it too often. That’s why you need to consider your company’s future when you’re in the planning stages.
Think about potential company growth. Could you need more space in a year? Will certain employees need private offices? Do you foresee a need for more conference rooms or meeting space? Just as you expect your employees to have a five-year plan, make sure you have one for your company that’s reflected in the renovations plan.
3. Determine Costs & Budget
Everyone’s least favorite factor to consider is budget, but it’s probably the most important. Budget can make or break your project, so you need to have a clear picture of what’s feasible for your company right off the bat.
It helps to do your research first to have a ballpark estimate of costs for things you may not be familiar with. For example, if you’re hoping to install LED video walls for the first time, you may not understand the labor and parts that are involved as well as their associated costs.
You can also look for areas where you can possibly cut costs. For example, glass whiteboards may be aesthetically pleasing but they are also expensive. Instead, you can explore other types of collaboration tools, like interactive whiteboards. These are equipped with the latest technology and can be easily transported, unlike glass whiteboards. Plus, you can use them as a collaboration tool in unison with your video conferencing software, making them a much smarter investment.
4. Assemble Your Team
You can’t renovate your office on your own, so you need to put together an experienced team to help you. There will be specific building codes and regulations that you might not be aware of, so consulting with the pros is always your best bet.
The types of contractors you need will ultimately depend on your project, but some of the most common include:
- Large format printers
- Audio visual experts
- Interior designers
To make sure you work with reputable partners, you should ask for references or to see a portfolio of their work. Expect potential contractors to provide a detailed overview of their plans, an accurate budget, frequent progress reports and any other specific details you may need.
Internally, you should also appoint certain members of your team to be involved in the renovation process. You’ll need point people to be in direct communication with your contractors so project statuses and directions remain clear.
5. Put Together a Schedule & Timeline
The scheduling of your project will need to work for both you and your partners. If you have a strict timeline, like needing extra space by a certain date to accommodate an influx of new employees, let everyone you’re working with know about it up front.
In addition to meeting your deadlines, you also need to consider how your employees will be affected by working in an active renovation site. Are there going to be major disruptions to productivity? Will there be any safety issues for employees? It may be difficult, but you can try to schedule renovations after office hours to avoid any conflicts.
However your scheduling works out, keep your employees in the loop. A quick company meeting and routine project status update will go a long way.
The renovation process can be long, but keep your eyes on the prize! And make sure you download our Office Renovation Checklist to use as a reference.
The team at DGI Communications is happy to help you navigate the renovation process! Contact us here and we’ll share our industry expertise.