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Five handy tips on creating a workplace plan

Put simply, it’s never too soon to start planning your fit-out and move. Crown Workspace have put together a some advice to support your initial planning stages.

1) Planning your space

Selecting a building for your business is essential. Don’t just think about the here and now. Most businesses look to lease for 5, 10, 15, or 25 years — allow for future proofing.

Remember each sq. ft. costs money! Clever design, storage and filing rationalisation can save you space and money.

Consult with a workplace design company to pull together some space plan ideas. You may not even need as much space as you think! Once you’ve decided on the space you need, get in touch with your local property agent. They can prepare a property viewing list for you.

2) Concept design

Once you’ve found the perfect space and begun lease negotiations, it’s time to look at concept designs with your workplace designer. They will gain an understanding of your culture and ethos so the design reflects your brand, core values and the way you work — making sure the space works for you and your staff.

Agree a budget for your designer to work to. This will help them to choose the right products and finishes to fit your budget.

3) Design, budget and sign off

Happy with the design? Had a formal contract agreed? Now is the time to make sure you have a ‘full finishes pack’ which can and should include flooring, wall coverings, fabric and lighting samples. Mid-contract changes can be costly and create unnecessary delays.

If you’re ordering new furniture, now is the time to do so. Most manufacturers work on a 6 to 8 week lead time. Making the right furniture and ergonomic choices is not easy, so ask a consultant to help you. They have the experience and knowledge to help you choose something that works for your organisation – and they can help to speed up the process.

4) Pricing and documentation

On-site time varies depending on the size and complexity of the project. Once the project is complete a full site walkthrough will be undertaken and a snagging list drawn up. Your project manager will commit to a schedule of when snags will be completed.

5) Construction

Construction will start under the control of your appointed project manager. It’s good practice to dedicate a person or team to ensure the project is running on time and on budget. Start to consider the physical move. To avoid downtime ask your consultant to formulate a detailed plan, to make the move as pain-free as possible. They can arrange crates prior to your move so you can begin packing, decommissioning and re-commissioning IT, file mapping, storing and labelling.

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