Define, Design, Deliver, Devote
Office fit outs, refurbishments, and relocations are complex projects. If you've got an upcoming project, you might still be scarred by your past experiences of huge cost or time overruns, or perhaps impressive designs that didn’t deliver real results.
We understand. That’s why we’ve developed our 4D approach – Define, Design, Deliver, Devote. 4D is an end-to-end approach to your commercial workspace projects. It eliminates confusion, shortens timelines, and reduces your costs.
However, when companies reach out to us about their workspace needs, they’re often unsure exactly what the 4D process is and how it works for them. That’s why today, we’ll go through each step of the journey, explaining what it involves.
This article is not to persuade you to use our 4D approach. We know that the 4D process is not right for every project. This article will help you understand what the 4D journey would look like if you partnered with Zentura. By the end, you’ll understand what goes into the 4D process and what it means for you as a tenant embarking on a workspace project.
4D Process Stages
No two workspace projects are the same, so the details of this process will also be different for every project. That’s the power of the 4D process. It’s structured enough to run your project effectively but flexible enough to apply to a wide range of projects. Each time, it’s tailored to your unique needs.
Define
The first stage of your 4D journey is Define. This is where we get beneath the surface to explore and fully understand your workspace goals and the dynamics behind your brief. The purpose is to verify your brief, add data, and give you confidence in your plan.
The define stage can look very different depending on your needs. First, we have initial high-level discussions to understand your brief and the dynamics behind it. Based on that, we will propose the next best steps for you. It may be a light-touch process to verify your project brief or to formalise a stay-vs-go analysis.
However, if you are uncertain about your real estate strategy, your HR requirements, or your workspace needs, the process will be a lot more comprehensive. This aligns with RIBA stage 0. Our workspace consultants can gather huge amounts of data about your real estate requirements. This is created through multiple rounds of leadership workshops, occupancy studies, and staff surveys.
That data will then be analysed by expert consultants. You will get a report that details the process, the data collected, and the data analysis. This culminates in data-based actionable insights and recommendations from the consultant as per RIBA stage 1.
This is where most workspace consultancy programmes end, but we go further. Our consultants then work with you to translate this report into a full project brief. This includes project scope & objectives, budget, and timeline.
As a result of the define stage, you’ve got a comprehensive project brief underpinned by intelligent assessment. This brief will be your guide throughout the rest of your journey,. It will reduce your project risk, increase the potential ROI, and give you complete peace of mind.
Design
The next part of your 4D process is the design phase. Once you’re happy with the outcome of the consultancy process, you then appoint Zentura to take your project through a RIBA-based design process. Informed by the definition stage, our design team works closely with you to create a workspace design unique to you that delivers on the objectives outlined in your brief.
The first part of the design phase is concept design (RIBA stages 2 and 3). Our designers work closely with you to create a concept design informed by the consultancy phase. This will include initial space plans, workspace capabilities, and design schemes. At this stage, the design is high-level, allowing you to understand what your new workspace will look and feel like.
This concept design is then developed as per RIBA stage 4 into a full design package. This includes drawing packs, CGIs, design presentations, project specifications, and fully budgeted costings. By the end of this phase, you will fully understand everything that will go into your project and the commitment it entails.
We then tender this design pack to the market for you. We get three comparable quotes for each subcontractor package to ensure your costs are competitive. We then compile these quotes into one analysis pack to make the selection process as easy as possible. This bid-levelling process ensures that the costs you get are competitive within the market, comparable to one another, and fixed without risk to you.
As a result of your design journey, you now have a design pack that details everything any stakeholder needs to know about your project. It’s based on the brief set out in the define stage, so you can be fully confident it meets your needs. The cost certainty provided by the bid-levelling process gives you the confidence to proceed to contract with complete peace of mind.
Deliver
Following on from the bid-levelling process, we then transition into the delivery phase. Our turnkey, hassle-free project management process oversees all aspects of project delivery as we turn your design into reality. Throughout the project, we minimise the disruption to you and your people. This minimises your stress and time requirements so that you can focus on your business.
The construction phase (RIBA Stage 5) depends on the project scope. The steps, timelines, and complexities of this stage will vary widely depending on the scope and size of the project. Working closely with our supplier and subcontractor network, we take care of all procurement and construction. We handle every aspect of your project, from site management to compliance. This means you only need to deal with one team, instead of managing multiple parties.
Once all the base build works are complete, all the mechanical, electrical, and life systems are tested and commissioned. All required certifications and compliance checks are handled without any input required from you.
Our teams then deliver and install all your furniture (RIBA Stage 6). Office equipment and staff effects are also packed, relocated to the new space, and installed. Your office is fully cleaned and prepared, ready for project handover.
By the completion of the delivery stage, your new workspace is ready for you and your people to walk in and start working. It has been translated from plans on a page to built space - on time, on brief, and on budget.
This means you get what you thought you would get, when you thought you would get it, for what you thought it would cost. Throughout the entire project, you have been exposed to minimal risk and disruption for maximum ROI. This gives you complete protection and peace of mind.
Devote
Your project might be complete, but your journey doesn’t end. Through our Zencare programme, we provide you with a 3-year warranty, as well as reactive support for any issues. You also get proactive reviews to ensure the objectives from your brief continue to be met.
Over and above the industry-standard 1 year construction warranty, we offer an additional 24 months cover on quality of workmanship. This eliminates a key area of risk throughout the project, and also saves your facilities team a huge amount of time.
At pre-agreed intervals, one of our expert consultants will also conduct a strategic review of your workspace. This process will ensure your project objectives continue to be met, as well as identifying any opportunities for further improvement.
We’re also on hand at any point to support you with churn works – whether it be furniture changes, layout reconfigurations, or more significant works. You’ll get a fast-track hassle-free experience that minimises disruption to you and your people.
Our devote package gives you complete confidence through the design and delivery stages that your workspace will be delivered to a high standard. Post-completion, you have total peace of mind long after your project is complete. Any issues will be resolved seamlessly, and proactive support ensures your workspace continues to perform. Zencare closes the loop on your workspace project, ensuring it continues to deliver ROI for years to come.
Applying the 4D Process to Your Project
The 4D Process is a unique methodology that aligns your workspace project with your business’s needs and delivers tangible business improvements.
The define stage uses quantitative and qualitive analysis to give you a project brief that aligns with your business situation. The design stage translates that brief into a comprehensive plan with competitive, comparable cost certainty. The deliver stage brings that design to life on time, on brief and on budget. The devote phase then closes the loop, giving you peace of mind that your workspace will continue to perform for years to come.
Now you understand what is involved in the 4D process, and what it means to you, it’s time to consider your own project. Would you benefit from an integrated process that eliminates confusion, shortens timelines, reduces your costs, and gives you complete peace of mind?
If so, reach out to one of our workspace experts to learn more about the 4D approach and how to apply it to your own project. To learn more about the key deliverables and outcomes of each stage, explore 4D explained. For the full detail, download the full 4D process breakdown.
