New Office Fit Out Checklist

Office fit out checklist essentials

Set a Realistic Budget

• Get quotes from multiple vendors for all aspects of the project to compare pricing

• Factor in costs for:

  • Construction and contractor fees
  • Furniture purchase and installation
  • Technical upgrades like AV equipment
  • Facilities updates like lighting or HVAC
  • Permitting and inspection fees
  • Project management fees

• Build in a 10-20% cushion for unexpected expenses

• Set an ideal budget but have contingencies if costs start ballooning

• Prioritise essential elements if you need to cut costs.

• Take advantage of lease options to finance pricier items over time.

• Understand ongoing maintenance and replacement costs after the refit is complete.

Space Planning

• Analyse workflow and team dynamics to inform layout - Observe how employees interact and work together. This allows you to group collaborative roles while separating functions that need more quiet focus.

• Allow for future growth/changes - Leaving room to add staff, departments, or furniture down the road provides flexibility and avoids frequent redesigns.

• Include collaborative zones and private focus areas - Having open lounge-like areas facilitates teamwork and spontaneity, while private enclaves enable concentrated work.

• Accommodate equipment and storage needs - Ensure adequate space for any tech, files, supplies, and machinery that facilitates tasks. This avoids clutter and blocked access.

• Enable flexibility via modular furniture - Movable, reconfigurable furnishings make it simple to adapt and modify spaces as needs change.

Furniture

• Select adjustable, ergonomic desks and chairs - Customisable furniture promotes proper posture and comfort, preventing injury and fatigue.

• Choose furniture suited for staff needs and tasks - Analyse how work is performed to select the right furniture—for example, high stools for a lab counter or a standing desk for an energised role.

• Get employee input on comfort and function - Have staff trial sample chairs and desks for a period to get feedback on what best supports them.

• Ensure accessible table heights, seating, etc. - Accommodate all mobility levels with choices like height-adjustable desks, and spacious aisles for wheelchairs.

Storage

• Incorporate sufficient shelving and cabinets - Having inadequate storage causes clutter, so include units like lateral files, bookcases, and wardrobes matched to paper and item volume.

• Use vertical space for extra storage - Install shelves up to the ceiling, double-hang coat racks, and stack bins vertically.

• Include lockable storage for sensitive files - Privacy regulations require securing physical and digital confidential data in locked cabinets.

• Accommodate equipment with enough clearance - Leave space around copiers, servers, and machinery to ensure adequate ventilation, operation, and maintenance access.

• Install coat and bag hooks/racks - Designate areas to hang coats and stow bags so they don't take up valuable real estate.

Technology

• Update cabling for power, internet, and phones - Sufficient electrical outlets, strong WiFi, and well-connected voice networks are critical for functionality.

• Include surge protectors and outlets - Incorporate integrated or discrete surge protectors to avoid equipment damage. Outlets spaced around the room provide charging access.

• Set up projectors and video conferencing tools - Audiovisual equipment facilitates presentations and virtual meetings. Choose intuitive, easy-to-use tools.

• Arrange for printing, scanning, and shredding stations - A centralised hub for critical equipment provides shared access without cluttering desks.

• Provide security and access control features - Keycard access, security cameras, visitor management systems, and alarm systems help secure the premises.

Lighting

• Consider LED lighting for efficiency and clarity - LEDs consume less energy and provide better light quality than fluorescents or incandescents.

• Incorporate task lighting at desks/workstations - Gooseneck lamps and under-cabinet lights illuminate detailed work without shadows.

• Install dimmable switches in meeting rooms - Dimmers create mood lighting for presentations while allowing brightness when taking notes.

• Allow natural light while minimising glare - Strategically placed windows provide refreshing daylight without screen glare. Consider light-filtering window treatments.

Facilities

• Ensure ADA-compliant spaces and furnishings - Legally required accessibility includes door widths, desk heights, ramps, restroom setups, etc.

• Check HVAC, plumbing, and electric systems - Ensure fresh airflow, comfortable temperatures, modern electric capacity, and water efficiency.

• Refresh paint, flooring, doors, and wall finishes - Aesthetic updates like new carpet, cubicle panels, wall colours, and doorways improve impressions.

• Coordinate waste, recycling, and cleaning access - Conveniently locate rubbish bins. Designate areas for eco-friendly recycling and access for janitorial staff.