The often-overlooked side of office refurbishment - the logistics.
While business owners and managers spend weeks agonising over paint colours, desks, and lighting, one crucial question remains unanswered: where does everything go while the contractors tear the place apart?
The answer, unfortunately, is often a chaotic free-for-all. The excitement of a new design is quickly replaced by the reality of displaced staff, lost productivity, and a logistical nightmare.
One of the biggest mistakes businesses make is trying to refurbish the entire office at once. It may seem like a faster solution, but in reality, it leaves every single member of staff displaced for weeks on end.
A phased approach, on the other hand, is far more manageable. By refurbishing one floor or wing at a time, staff can rotate into unaffected areas, and contractors have a clear zone to work in without tripping over people trying to answer client emails.
This does require more planning upfront, but the benefits far outweigh the costs. A phased approach allows for a smoother transition, reduced disruption, and a lower risk of lost productivity.
But what about all the furniture and equipment? Where does it go while the contractors are working? Some businesses try to cram everything into a spare meeting room or corridor, creating a bottleneck and getting in the way of the contractors. Others hire vans and shuttle things to a self-storage unit across town, eating into the budget and taking staff away from their actual jobs.
A much simpler option is to use a mobile storage service, where a team comes directly to your premises, collects your office contents, stores everything securely off-site in 24/7 monitored facilities, and delivers it all back once the refurb is done.
Another often-overlooked aspect of office refurbishment is temporary working arrangements. Don't wait until the first day of construction to figure out where people will work. The earlier you plan this, the less disruption your team will feel.
If remote working isn't realistic for your operation, look into short-term serviced office space. Many flexible workspace providers offer rolling monthly terms, so you won't be locked into a long lease for somewhere you only need for six weeks.
It's also essential to communicate with your team before the builders turn up. Give them a clear timeline, tell them which areas will be affected and when, and let them know what access they'll have to the building. If there's going to be noise, dust, or limited facilities on certain days, say so in advance.
Finally, don't leave the IT team until last. Desks and chairs are easy to move, but server racks and cabling are not. If your refurbishment involves any structural changes, rewiring, or floor work, get your IT team involved from day one.
By thinking carefully about the logistics of your office refurbishment, you can avoid the chaos and disruption that often accompanies it. Get the logistics right, and the refurbishment itself will feel like the simple bit.
