How to Manage Large-Scale Office Renovations: A Survival Guide for SMEs

When deciding to undergo a large-scale office renovation as an SME, many unique challenges come to mind. Budget, space, disruptions – how do you manage it all? At the same time, when there’s a nagging structural problem, or perhaps a ghastly wallpaper inherited from the previous owners you just can’t bear to look at anymore, it can be difficult to find the time or funds to set aside to tackle it.

Before you know it, these odd jobs stack up, and you have a bigger project on your hands. In this handy survival guide, we’ll unpack how SMEs can manage large-scale office renovations in the most seamless way possible, from creating a realistic budget to conducting the final inspection.

What does a large-scale renovation entail?

Many people confuse renovation and refurbishment. While both projects seek to improve office space, there are key differences to consider, especially for SMEs with limited budgets and resources.

When we talk about office renovations, we’re talking about a large-scale project that includes major structural changes – often alongside aesthetic improvement. This may include adding windows to invite more natural light into the space, knocking down walls to accommodate a larger team, working with reputable commercial furniture suppliers to upgrade the design and function of the office, or changing the layout to create smaller, private workspaces. Renovations also entail improving the working order of the office by addressing electrical or plumbing issues.

Contrastingly, refurbishments are done on a smaller scale and include minor changes like painting, adding new decor, or sprucing the place up. Though refurbishment is less disruptive and costly, it doesn’t actually solve problems of space or function. 

Careful planning and budgeting

Before beginning your renovation, devise a plan. Establish a timeline for renovations but be flexible – allowing for potential delays. Additionally, consider your budget for the renovation, ensuring you have a contingency fund to account for the expenses that can arise due to delays or human error.

Be realistic with your budget and think about what could be saved for future renovations down the line. Working with reputable contractors can help you determine what is possible for your renovation and what may be temporarily out of reach.

Minimising disruptions to office operations

Next, consider how you will minimise disruptions to your employees during this time. Many SMEs have smaller office spaces, meaning there’s nowhere to hide from the noise, dust, and potential safety hazards that can interrupt workflow. 

Plan ahead for maintaining productivity, considering phased renovations or temporary alternative office spaces. Furnished apartments can act as great remote work hubs, providing a quiet, peaceful place away from the noise and mess of a largescale renovation. Or you could lease out a few desks in a coworking space on a short-term basis to help ensure your staff can still enjoy working together.

Remember your responsibility to act as a liaison between your employees and contractors, clearly communicating what all stakeholders can expect at each stage. Employ an open-door policy to ensure all parties feel heard and all problems are addressed.

How to choose the right contractors and suppliers

Whether it’s for accommodation or workspaces, minimising costs, delays, and frustration will heavily rely on choosing the right contractors and suppliers. Look for reviews online or – even better – get a referral from a trusted third party. Doing your due diligence when choosing who to work with will set your project up for success. Here are some traits to look for in your search.

1. Reliability 

It’s important to feel like you can count on your contractors and suppliers. Browse reviews to learn if they’re reliable. Do they show up on time? Do they understand building codes and regulations? Do they overpromise and underdeliver? It’s important to strike the right balance between quality and affordability, although some things can’t be compromised.

2. Communication

Transparency is key to working amicably with your contractors and suppliers. Speak to them over the phone or invite them to check out the space and give you a quote. Get a feel for how they communicate, determining if you can trust them to swiftly inform you about changes, delays, or other issues during the renovation process.

3. Workmanship

Renovations are costly, and you want to get what you pay for. Investigate prospective contractors and suppliers to evaluate the quality of their work – reviews with photos will be especially helpful at this stage. Consider how you want to approach unexpected costs or delays with your contractors – what’s their policy for dealing with hurdles, and does it align with yours?

4. Financial considerations

Your contractors and suppliers must be within your budget, but you should also conduct price comparisons to determine if you are getting a fair deal and ensure you’re not taken advantage of. It’s wise to avoid spending at the upper limit of your budget in case of unforeseen costs that pop up along the way.

What to do post-renovation 

Conduct an inspection

Once renovations are complete, take a walk through the office and check the results against your initial plan, noting any approved changes made along the way. Ensure everything works as intended, examining everything from the electrical installations and plumbing to the flow of the space. Inspect the quality and consistency of the workmanship and whether it matches the expectations set.

Clean the space

Whether you choose to hire a professional cleaner or go it alone, cleaning a space after renovations is absolutely essential. Wearing proper safety gear, begin by removing debris from the space, followed by dusting and vacuuming. Clean windows and disinfect toilets and door handles. Most importantly, ensure that the HVAC system is deep cleaned to promote healthy air circulation throughout the office. Then, you’ll have an office your team will be excited to get started working in.

Test your designs

Post-renovation, you should want your office to feel not only more functional but also more enjoyable a space to occupy. So if you’ve designed your office to be both fun and functional with a wide range of different zones to work in (think standing desks, lounge areas, quiet rooms, etc.), then spend your first week or so walking around to experiment with these spaces. Get a feel for them and see if they tick all the boxes or if there’s space for further optimisation.

Managing large-scale office renovations

Tackling a large-scale office renovation as an SME can feel like an overwhelming undertaking. But, there are a few ways you can make the journey go a bit more smoothly.

• Plan a realistic timeline and budget, taking possible delays and unexpected expenses into account.
• Minimise disruption to productivity by fostering clear communication and offering alternative workplace solutions.
• Choose reputable contractors and suppliers based on their reliability, communication skills, workmanship, and affordability.
• Conduct a walkthrough and deep clean to ensure the office space is complete and fit for use.

With these measures taken, you can ensure your large-scale office renovation is carried out with the utmost attention to detail and in accordance with the project timeline provided by your contractor.

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