Top Office Design & Build Mistakes
Having been fitting out offices for over 16 years, we've spoken to thousands of people and companies about their office fit out projects. Many we talk to are scarred by past projects that left them feeling stressed, unsuccessful, and even like their jobs were at risk.
However, office fit outs don’t need to be like that. We can't go back in time and change the past, but we can change your future.
In the excitement (and pressure) of the project, it’s tempting to make short-term focussed decisions that you regret for months and years. However, it's important that you plan and execute your project with a long-term perspective so that you don't make decisions you rue for years to come.
In this article, we'll go through 6 of the most common regrets we uncover when we talk to people about their past office fit out projects. We'll also include actionable tips and links to other resources to help you avoid these in your next office fit out.
1) Budget Overrun
Budget overrun is by far the most common regret we encounter when talking to companies about their previous office fit out project. Budget overrun is when your project ends up costing more than you had budgeted for. This includes extra costs incurred during the project and the costs of remedial works after the project.
These overrun costs have a direct impact on your company's bottom line and cost base. Securing extra budget can also be a slow, difficult, and embarrassing process for you.
To prevent budget overruns from derailing your project, use a fixed-cost contract for your project, rather than a cost-plus contract. You should also make sure your design package and quote are fully aligned, and that there are no withheld costs. Finally, a contingency budget is important to allow for any unforeseen costs. To learn more, read 5 Ways to Keep Your Office Fit Out on Budget.
2) Wrong Fit Out Company Choice
Another common fit out regret we encounter is choosing the wrong design & build company. This often shows itself in poor culture fit, or a lack of project management expertise. Most often, it is caused by making a choice based solely on cost or an impressive design.
Choosing the wrong fit out partner nearly always leads to budget overruns. Time overruns are also common - where deadlines are regularly missed and the project is completed much later than anticipated. This becomes very stressful and time-consuming for you to manage.
To ensure that you don’t choose the wrong partner for your next office fit out, create an effective brief that helps potential partners understand your requirements. You should also consider various different fit out companies, and assess them using an objective scoring system such as a weighted matrix. It's also important to prioritise cultural alignment and trust. Learn more by reading Choosing an Office Fit Out Company: 6 Mistakes to Avoid.
3) Underestimating Space Needs
When choosing a new office, many companies are so keen to keep costs to a minimum that they end up choosing an office that is too small. In some cases, it is too small for their initial needs, but more commonly, they don’t allow space for growth.
This leads to regret in the years to become, because you don’t have sufficient space for growth. In addition, your office becomes a distracting, unproductive environment that lowers staff satisfaction and performance.
To ensure that this doesn’t affect your next project, carefully consider how much office space you need. This is often around 120 sq/ft per person, though it can range from 100-400 sq/ft per person. You should also consider your company's growth plans over the next 5-10 years and build this into your plans. Learn more by reading How Much Office Space Do I Need?
4) Neglecting Employee Input
Amid all the logistical complexities of an office fit out, it's very easy to neglect the people element. This is often a regret for companies in later years. It can be very helpful to get input from staff about what is working in your current space, what is not, and what would make your staff more effective, yet very few companies actually do it.
As a result, your office design may be less suited to the needs of your staff. Staff also become less engaged in the project, and look for issues rather than benefits, which is a key source of regret.
To prevent this affecting your fit out, involve employees in the planning process through surveys, interviews, and workshops to ensure their needs and preferences are addressed. However, it's important to ensure that input doesn’t turn into control. Learn more by reading 6 Steps to Successful Change Management in Office Fit Out.
5) Low Specification
Yet another regret we often encounter among companies about their previous fit out projects is opting for too low a specification. This includes utilities systems as well as finishes and furniture.
As a result of excessive despecification, materials are lower quality, meaning that they won't last as long, often proving more expensive over time. They also create a bland and less inspiring environment for your people.
By investing in high-quality systems and furnishings, your office will be a lot more durable and impressive. This doesn’t mean you shouldn’t value engineer your next project, but you should take care to ensure that you don’t over-prioritise costs.
6) Poor Acoustics
One of the most common complaints we hear from managers and staff alike about their offices is the poor acoustics. This is a result of not considering how to minimise noise pollution in the design phase.
This leads to a very distracting environment with poor productivity and reduced privacy. As a result, staff are less satisfied and don’t perform as well. It can also cause confidentiality and compliance issues. It may seem a small thing, but it has a big impact on your staff experience, and neglecting it can lead to lasting regret.
To prevent this from becoming a regret after your next project, consider noise pollution and acoustic management during the design phase. You can design a layout that minimises its impact as well as installing sound-reducing materials and a sound-masking system. Learn more by reading How to Minimise Noise Pollution in Your Office.
Avoiding Office Fit Out Regrets
Office fit outs are challenging and complex projects. They are a big investment, and there are a lot of different factors to consider and decisions to make. Your next office fit out will have a big impact on you, your colleagues, and your company - for better or worse.
By identifying and mitigating the most common office fit out regrets before you begin your project, you can make sure they don't plague you for years to come. Your project will be much more enjoyable at the time, and you'll look back on it with fondness and pride, rather than embarrassment and regret.
If you're moving office, your next step should be to download your Ultimate Office Relocation Guide. You'll get one comprehensive guide that will help you understand everything that goes into an office relocation, what it costs, and how long it will take. Download yours here.
To learn more about planning and running a successful fit out project, read How to Create a Great Office Fit-Out Brief, How to Manage Your Office Fit Out, and How to Find a Great Office Fit Out Company.
