The rise of office fit-outs: Better efficiency and project success for fit-out contractors

In a post-pandemic world, there’s a growing need for office spaces to be engaging and flexible – with the rise of remote working, expectations for a desirable workspace have increased. Office fit-outs are more than just cosmetic upgrades then; they are essential for modernising a workspace for a modern workforce with diverse functional needs.  

With this growing demand and high expectations comes the need for better project management for fit-out contractors. Understanding client needs and using the right tools to support projects is more important than ever.  

Why are office fit-outs growing in popularity? 

Adaptation to business needs 

As companies expand, their operational spaces need to evolve to ensure workforces have flexible and functional offices that enable them to work more effectively. This might include new technology, better equipment, or more flexible spaces for collaborative working. On the flip side, economic uncertainty and the rise of remote working means some businesses need to downsize their working spaces – while still maintaining a quality space for workers.  

Branding and modernisation 

Outdated interiors can negatively impact employee morale and give a poor impression to prospective (and existing clients). Refurbishments ensure workspaces continue to be desirable places to work for employees while demonstrating a commitment to branding and aesthetics from an external perspective. A simple brand-led makeover can have a huge impact on the overall visibility and presentation of a business. 

Compliance with New Regulations 

Building regulations in the UK are constantly subject to changes and updates to reflect the growing need for better health and safety compliance. Office fit-outs may be a part of necessary upgrades to meet environmental, accessibility, and fire safety requirements. While new buildings are more likely to meet sustainability goals, older buildings may need significant refurbishment to incorporate more energy-efficient systems and sustainable building materials to meet standards.  

Key building regulations affecting office fit-out projects 

Building Regulations 

Part B (Fire Safety): Fit-out contractors must comply with fire safety standards including fire exits, alarm systems, and the use of fire-resistant materials.  

Part M (Access): All new or altered office spaces must be accessible to people with disabilities, including door width, ramps, and accessible toilets.  

Health and Safety at Work Act 

Safety during construction: Contractors are legally obligated to comply with the act, meaning they must continually monitor and manage risks to health and safety during the fit-out process.  

Workplace regulations 

Fit-outs must ensure adequate ventilation, temperature control and sufficient lighting to create a comfortable and adaptable working space for employees.  

Energy Performance of Building Regulations 

Contractors must be aware of the requirements for energy performance certificates (EPCs) and how a fit-out project will impact a building’s energy efficiency. 

Working more efficiently – digital tools  

Digital tools have come a long way; despite this, there are still many construction teams using emails, messaging apps, and spreadsheets to manage and monitor project progress. Dedicated construction project-based software serves as an all-in-one solution for project success from planning to completion and enables teams to work more efficiently.  

Better and more effective communication 

Working with multiple subcontractors and other stakeholders is commonplace in any construction-based project; all these people need access to the right information and the right touchpoints and be able to relay information to relevant people. Time spent searching through messages and emails can quickly snowball into time wasted, when a central source of information solves a lot of the pains associated with miscommunication.  

A central data environment (CDE)  guarantees accessibility to documentation and any subsequent changes or variations. Any issues or snags are tracked in one place, leaving less room for ambiguity and things being missed.  

Project management best practice 

Planning and scheduling tools (such as Gantt charts) removes the need for email reminders, and unreliable spreadsheets where not everyone may be able to access updates. The right digital tool gives contracting teams the ability to manage timelines, tasks, resources, and dependencies. A project management tool with digital form capability can also serve to manage risk, and adhere to health and safety standards on-site – ensuring workers are capturing the right information and adhering to regulations.  

Leveraging digital capabilities 

It’s not just office spaces that are being modernised – entire working practices have been overhauled with the arrival of technology solutions that are designed to streamline the entire construction process. This can include BIM (building information modeling) to visualise fit-out projects and identify potential issues before they arise and task management capabilities to foster a culture of accountability, giving site managers a full view of what team members are working on and where issues may need to be addressed.  

Better handover process 

At the end of every project, fit-out contractors will need to provide clients with an overview of the work that has been completed, along with any O&M manual updates that have been actioned as part of the refurbishment. The collection of this data can be very time intensive, so the ability to automatically run reports and download large amounts of information in ready-to-view formats can transform the handover process. From a client perspective – better handover documentation demonstrates a professional and reliable working process.  

Better fit-out efficiency – digital is the key 

For contractors, delivering successful project fit-outs can come down to using the right tools to manage the process from inception to delivery. Modern software makes it easy to plan, track and deliver excellence while ensuring regulatory compliance. Far from being yet another working practice to embrace, digital tools and innovative approaches can empower contractors to meet the evolving demands of modern office environments. 

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