Starting an office design and fit out project can feel like a big step. That is especially true if it is your first time. However, the process becomes far easier when you know what happens, and when.
In this guide, we explain each stage. We also highlight what you will need from your side. As a result, you can plan with confidence and avoid last-minute surprises.
Stage 1: Workplace consultancy and project briefing
A strong project starts with clarity. So, the first step is usually a briefing session. Here, you define goals, budget, and programme. You also confirm how your team works, and what the office needs to support.
At ADT Workplace, consultancy can include both qualitative and quantitative insight. For example, this can involve workshops, interviews, space rationalisation, and reviewing business goals.
You should expect questions about culture, wellbeing, inclusivity, and productivity. These inputs shape the design direction, and they reduce rework later.
Stage 2: Site survey and feasibility checks
Next, the team checks the building. This stage confirms what is possible. It also identifies constraints early.
Typically, surveys cover dimensions, existing services, and compliance risks. In addition, they highlight items that may affect costs or programme.
If you are dealing with a landlord, this is also the right time to align on rules. That includes access, working hours, and approvals.
Stage 3: Concept design and space planning
Now the project turns visual. You will see early layouts and test fits. You may also review mood boards and 3D visuals.
At this point, decisions matter. So, you will confirm key zones such as meeting rooms, focus areas, collaboration space, and amenities. You will also consider finishes, furniture, and brand touchpoints.
To keep momentum, agree who signs off designs internally. Also, set review deadlines from day one.
Stage 4: Technical design, costing, and value engineering
Once the concept is agreed, the technical detail follows. This is where drawings, specifications, and coordination come to life.
At the same time, the project is priced properly. You should expect a detailed breakdown, plus a clear delivery plan.
Value engineering often sits here too. That means refining choices to protect quality while staying on budget. Importantly, it should be transparent. It should also be agreed with you before orders are placed.
Stage 5: Approvals and compliance
Before site work begins, approvals must be in place. Depending on the building and scope, that can include landlord approval, building control, and fire safety sign-off.
This stage can take time. Therefore, it is smart to start early. It also helps to keep paperwork complete, as missing details can cause delays.
Stage 6: Procurement and pre-construction planning
Next comes ordering and scheduling. This includes booking trades, confirming deliveries, and ordering bespoke items.
Lead times can vary. So, early decisions help protect the programme. You should also expect final health and safety checks before site starts.
ADT Workplace also provides project management as part of its office fit out service. That means a dedicated lead helps keep delivery on time and within budget.
Stage 7: Strip-out and enabling works
If you are refurbishing, strip-out usually happens first. This clears the space and prepares it for build. It may include removing partitions, ceilings, flooring, and redundant services.
Enabling works can also include early mechanical and electrical changes. For example, power upgrades or data planning may happen here. This stage sets the foundation for smooth installation later.
Stage 8: Build, installation, and coordination on site
This is where progress becomes visible. On-site construction commonly includes partitioning, flooring, M&E works, lighting, and decoration.
You should also expect regular updates. Ideally, you will receive programme reporting, issue tracking, and quick decisions when site conditions change. That is how disruption is reduced, and risks are controlled.
Stage 9: Furniture, IT, AV, and finishing touches
Once core works are complete, the space gets fitted out. This typically includes workstations, meeting room tech, storage, and feature details.
If you are moving into Cat B space, this is often the stage where the office becomes truly “yours”. It is also when branding and layout choices have the biggest impact on day-to-day experience.
Stage 10: Snagging, handover, and aftercare
Before you move in, snagging happens. This is a walk-through to identify small defects or incomplete items. Then, the team resolves them quickly.
You should also receive key documents. For example, this can include O&M manuals and compliance certificates.
Aftercare matters as well. Post-occupancy support may cover IT tweaks, furniture adjustments, and maintenance guidance.
Typical timelines and what influences them
Every office design and fit out is different. Still, it helps to have a baseline. For example, one common guide suggests:
- Small offices (under 5,000 sq ft): 6 to 8 weeks
- Medium offices (5,000 to 10,000 sq ft): 8 to 12 weeks
- Large offices (10,000+ sq ft): 12+ weeks
However, approvals, bespoke items, and building constraints can all extend programmes. Therefore, early planning and fast decisions are vital.
Final thoughts
An office design and fit out project is a journey. Yet, when the steps are clear, it becomes far more manageable. With structured consultancy, detailed design, controlled delivery, and thorough handover, you can achieve a workplace that supports people and performance.
If you want a team that prioritises communication and programme control, ADT Workplace can guide you from strategy through to delivery.
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