Office Fit Out Process
Are you preparing for an office fit out, but feel overwhelmed by all the decisions to make and risks to consider? If so, you’re not alone. An office fit out is a huge project, and it comes with significant decisions, risks, & opportunities.
One of the biggest decisions you have to make early on is which construction process to use. You’ve likely heard of design and build (D&B), a widely used method for office projects. But if you’ve spoken with Zentura, you’ve also come across our unique 4D process—Define, Design, Deliver, Devote.
At first glance, these approaches may seem very similar. Both aim to streamline your project, reduce stress, and deliver a workspace that meets your needs. However, there are several key differences. These will impact your timelines, budgets, and long-term results.
Today, we’ll walk you through each stage of the office fit out process step by step, explaining how and where design & build differs from 4D. We’ll also explain several key factors to help you make your decision. By the end of this article, you’ll be able to make an informed fit out process decision that maximizes your ROI, minimizes your risk, and aligns with your goals.
4D vs Design & Build
1. Define vs Brief Development
Design & Build (D&B):
The standard design and build process begins with you creating an internal project brief. This involves defining your current workspace challenges and identifying key project goals and requirements. You then reach out to several fit-out companies, speak to them about your project, and share your brief with 2-3 shortlisted companies.
This approach allows you to tap into the varied expertise of different fit out companies, which will give you more perspective. However, there is a risk you could create a misleading or incomplete brief, which could lead to serious issues later in the project. Studies show 70% of workplace redesigns miss key user requirements due to inadequate planning.
4D Approach:
The define stage of our 4D process also begins with you creating a project brief. However, working with experienced experts, we engage in a consultative process to explore and fully understand your workspace goals and the dynamics behind your brief. We will then provide you with an appropriate proposal. The define stage can look very different depending on your needs. It may be a light-touch process to verify your brief, or it may extend to an in-depth quantitative analysis of your workspace strategy.
The consultative and data-led nature of the define process decreases your risk and increases your project ROI by ensuring your project is aligned with your business strategy.
2. Design (4D vs D&B)
Design & Build (D&B):
Under a design & build model, the next step will be to explore and refine your brief with your shortlisted fit-out companies. Based on this, each company will then come up with 1-3 concept designs. From all these different options, you select the best from each company, and work with them to refine it into a full design pack. At this point, you will then select your preferred design & build company (but the quote will still need to be finalised before a contract can be signed).
Working with multiple companies means you get a wider variety of design teams, which leads to a broader idea base from which to improve your design. However, there is a lot of duplication, as you have to manage multiple companies each working on multiple designs, which can become very confusing and time consuming.
4D Approach:
The steps of the design process using a 4D model will be similar to that of design & build. Rather than working lightly with multiple design teams, you work very closely with one team However, we take it further. We create a fully deliverable design pack, with detailed drawings & specifications. Then, we tender each package to the market to ensure that you get a competitive package. Only at this point do you commit to the contract on a fixed cost basis.
Zentura’s 4D design process is informed by the define stage, ensuring concepts align with business goals. In addition, bid-levelling ensures cost certainty, giving clients peace of mind. According to Deloitte, 39% of office projects exceed budgets due to inaccurate cost estimates.
3. Deliver (4D vs D&B)
Design & Build:
Once the design is finalised and the contract signed, the build phase of your office fit out will begin. This includes 7key elements. These are site preparation, strip out of existing space, build out of new partitions & joinery, mechanical & electrical adaptions, and installing the floor, wall, and ceiling finishes. Once the build phase is complete, the systems will be commissioned and the furniture installed. Only then will it be ready for you to move in.
Your experience during this phase will be heavily dependent on the project management expertise and communication of your design & build company. If your contractor is not fully accountable, it may make your project very frustrating and stressful.
4D:
The delivery process of the 4D process is similar to a standard design & build process. Construction is aligned with pre-set timelines and budgets established during the Define and Design stages.
A McKinsey report shows projects managed with single-point accountability reduce overruns by 25%. At Zentura, we minimise disruption and risk to our clients through structured communication, a single accountable point of contact, and a fixed-cost policy that ensures you do not go over budget.
4. Devote vs Post-Completion
D&B:
Many design & build companies have little aftercare provision, if any. This is often limited to the statutory one-year construction warranty. Post-project support is limited to ad-hoc chargeable services. This limited approach leaves you managing issues on your own.
4D:
As part of the devote phase of our 4D process, we offer a full 3-year construction warranty. In addition, we provide proactive reviews and preventative maintenance support for up to 3 years through our Zencare programme. This ensures that your new workspace continues to meet your project objectives, and allows for further optimisations to be made. This ongoing support reduces long-term operational costs, improves workspace performance, and enhances employee satisfaction.
Factors to Help You Choose Between 4D and D&B
While we created the 4D process to being together the best of the design 7 build & build and traditional construction models, that doesn’t mean it’s right for every company or project. here, we’ll go through 5 key factors that will affect whether 4D is the best option for you or not.
1. Strategy Clarity
If you are having major and complex strategic workspace issues, such as your remote working policy or staff retention, then you will benefit from the Define stage’s data-driven clarity. If you are currently happy with the performance of your workspace, and are simply expanding or relocating due to lease end, you may not need this level of detail.
To make the right decision, assess how well-defined your project objectives are. If clarity is lacking, 4D’s consultancy phase can save time and money in the long run. If your team is aligned and confident, then design & build may be a better option.
2. Cost Predictability
Design & Build may be more attractive due to the lack of upfront cost for the design phase. However, this leads to a lack of detail in the design, which increases the risk of hidden or missed costs during the project – leading to a more expensive project overall. 4D’s robust design process ensures that you have a comprehensive design package to minimise the risk of mid-project changes. The define stage also ties your workspace directly into your strategy to maximise the ROI.
If cost predictability is critical for you, 4D’s bid-levelling and robust budget planning provide peace of mind. If you are not sure you want to go ahead with a project, design & build may be better due to the lack of upfront cost.
3. Timeline Urgency
Another factor that will impact your project model decision is the urgency. Design & build can start construction sooner, but there is increased risk of delays due to the less detailed planning. Furthermore, the 4D process means that you work with one partner throughout the entire project, maximising team overlap and reducing timelines.
If your project is on a tight timeline, weigh the benefits of 4D’s structured process against the faster start of D&B. Scope simplicity will be a crucial factor. You should also consider the management bandwidth. Design & build will take a lot more of your time due the duplication.
4. Long-Term ROI
An office fit out is an investment, not an expense. While upfront project cost is important, the long-term financial impact of your project is even more important. With 4D’s greater focus on analysis and aligning your workspace design with your companies dynamics & strategy, you will get a final workspace that better supports your staff and company.
If you are in a professional services industry and are heavily reliant on staff performance, then 4D will likely be better for you, as the focus on a strategic design will support your staff better, leading to better company performance in the years to come.
5. Risk Tolerance
Ultimately, whether 4D or Design & build is better for your company comes down to your appetite for risk. There are 3 key risks – budget overrun, schedule overrun, and scope impact.
Design & build involves higher risks due to limited analysis and planning, as well as ongoing support. 4D mitigates risks through data-driven planning, as well as a contract and cost structure that minimises your risk. If managing risk is a priority, 4D provides more safeguards throughout the project lifecycle.
Choosing Your Office Design Fit Out Process
Choosing the right process for your office fit out isn’t just about the immediate project. It’s also about setting your company up for long-term success. The differences between 4D and Design & Build lie in 4D’s focus on clarity, cost certainty, and ongoing performance.
By understanding these differences and evaluating your project’s complexity, budget, and goals, you can make the best choice for your company. Zentura’s 4D process ensures your workspace isn’t just a project—it’s a business improvement strategy that drives ROI and employee satisfaction for years to come.
Which approach will deliver the results your business needs? The choice is yours. But now, you’ve got what you need to make the right decision for your business. If you think 4D is worth exploring further, reach out to our team. We’d be happy to hear about your needs and challenges and see how we could support you.
To learn more about the 2 office design processes, read Explained: How the 4D Process Works and Design & Build: The Process Explained. For more help with office design, read 11 Ways Office Design Can Improve Company Performance.
