Navigating Commercial Office Renovations: A Survival Guide

Kicking off commercial office renovations without a plan is never recommended. A lengthy renovation timeline means your team will be displaced for longer, ultimately leading to a bigger hit to your organisational productivity.

But much like home renovations, office renos can be unpredictable, so you’ll need to do plenty of contingency planning to make sure your team still has access to all the infrastructure they need to perform at their best. From understanding accessibility compliance regulations to reducing business operational disruptions, we’ve compiled everything you need to know to survive your office renovations with your sanity intact. 

Understanding legal, safety, and compliance considerations

Any type of major renovation will likely require planning permits, council approvals, and potentially consideration of the building’s heritage. You and your legal team must establish what is required of you before you begin. Your local council or a building surveyor can advise you regarding your specific situation. In Australia, the National Construction Code sets the minimum standards for fire safety, health, and sustainability, but there are state-specific building codes you’ll also need to adhere to. So if you’re renovating an office in the Melbourne CBD, make sure you partner with an electrician in Melbourne to ensure your contractors have all this essential localised knowledge on-hand.

You will also need to ensure that your renovations comply with relevant accessibility standards. Typically, signage must be clear, buildings must be adequately accessible by ramp, and doorways must be wide enough to accommodate wheelchair users.

Non-compliance with any of these requirements may result in a fine, significant delays, or liability. This is also why hiring fully licensed and qualified contractors, who understand legal, safety, and compliance regulations, is so important. And it doesn’t hurt if they have strong client testimonials to back up their work as well. 

Assessing, planning, and budgeting

Every successful renovation starts with a plan. First, clarify your goals. How much space do you need? What is your idea of a functional office? What will make your staff most comfortable? Is this a refresh or a complete overhaul? Consult colleagues and leaders within your organisation to ensure your goals align with the greater good of the company.

Next, set your budget and establish an approximate timeline for renovations. At this stage, it’s essential to be flexible. Delays are inevitable, and human error is likely to cause complications that may result in excess expenses for your business. However, this general plan can reduce the occurrence of issues and guide you as you meet with contractors to determine which renovations are realistic and which are best saved for the future.

Finally, consider how to stage the renovation to ensure that regular office operations can continue uninterrupted during the construction period. This will keep the business running smoothly and help prevent unnecessary loss of income during renovations.

Choosing contractors that streamline renovations

The right suppliers and contractors can make the renovation process feel almost frictionless. If you find people you can rely on, you will survive your office renovations with your sanity intact. 

Online reviews and word-of-mouth recommendations can help you find the right people to get your project off to a strong start. They’ll be trustworthy, communicative, and demonstrate careful yet efficient workmanship. 

You should be able to rely on your contractors and suppliers to be punctual, knowledgeable, and upfront about any issues that arise during the renovation, because issues will inevitably arise. It’s far better to know and deal with them swiftly than to be kept in the dark.

Because renovations are expensive and require careful budgeting, you also need to find people who will provide quality work at a reasonable price. Shop around before committing to a contractor or supplier to verify the quality of their work and avoid being taken advantage of. 

Regardless of who you choose as your contractor or supplier, ensure that you clearly communicate your expectations and set aside time for discussions about milestones. This will minimise the chances of either party becoming frustrated and help you maintain an amicable relationship.

Minimising daily business disruptions

Depending on the size of your office, it may be challenging for your employees to maintain a high standard of work while being comfortable. Loud noises, dust, and potential safety hazards can interrupt the peace of their daily workflow. Fortunately, there are ways to minimise disruptions.

As mentioned, you should plan for this by completing renovations in phases, paying for after-hours construction, or finding temporary office space for employees to use in the interim. Giving employees the option to work from home or a local coworking space is also a considerate solution. Just make sure you do your best to maintain communication during renovations to reduce frustration for everyone. Dips in communication is one of the most common mistakes made when transitioning from in-house to remote work models, and it can take your team off track in a major way.

Wrapping up the renovation 

At the end of the renovations, take at least one final walk through the office to confirm that everything is as you’ve expected. Cross-reference results with both your initial plan and the approved changes that have been made throughout the process. Test lights, plumbing, and the HVAC system. Conduct an inspection to determine if you’re satisfied with the quality of completed work.  

Unfortunately, electricians, plumbers, and builders typically don’t handle the cleaning after the renovation is complete. So once you’re satisfied with the renovations, hire a professional cleaning team to thoroughly clean and disinfect the office. It’s especially important to deep clean the HVAC system for optimal air quality.

Surviving commercial office renovations

Despite how overwhelming commercial office renovations may seem, we can assure you that you will successfully navigate them. To reduce stress and maximise productivity:

• Be aware of the legal, safety, accessibility, and compliance regulations that apply to your project and ensure you remain compliant throughout the renovation process.
• Remember that failing to plan is planning to fail – set a clear budget, timeline, and plan for the continuation of your business activities to guide you.
• Choose contractors and suppliers that are trustworthy, communicative, and do good work.
• Consider multiple ways to reduce disruptions to your employees’ workflow, ensuring the business runs smoothly and essential cash continues to flow.
• Conduct a final check and employ a deep cleaning team to finalise the renovations and get back to working in a new and improved office. 

With all these considerations made, you can give your office renovation the strongest chance of delivering the results you’re looking for, and all without adversely affecting your team’s productivity and output along the way.