Refurbishing your office can be a daunting task, but with proper planning and execution, it can transform your current workplace into a higher-performing environment that is more suited to our needs as a business or as your team grows. Based on Gaze's 40 years of experience in property solutions, this guide offers a detailed roadmap to help you navigate the process.
Planning your refurbishment
Start early
For a 1,000 sqm project, begin planning around 7 - 8 months in advance.
Major milestones include:
→ Landlord permission: 2 weeks
→ Design scheme & documentation: 6 - 8 weeks
→ Building exemption/consent for alterations: 2 - 6 weeks
→ Onsite work to completion: 12 - 16 weeks
Key steps
ASSESSMENT & PLANNING
Evaluate needs, set budget, and establish a timeline.
DESIGN & CONSULTATION
Hire a design and project management company to create the design and manage the preconstruction process.
PERMITS & COMPLIANCE
The design and project management company will obtain required building consents (if applicable) and ensure building code compliance based on the approved design.
PRICING & PROCUREMENT
The design and project management company will seek pricing, along with procuring materials and furniture on your behalf.
CONSTRUCTION
Demolition, construction, and furnishing the space. This phase also involves coordination with neighbouring tenants and the Landlord's representatives.
INSPECTION & QUALITY ASSURANCE
Conduct inspections for quality and coordination inspection by engineers and the Local Authority.
MOVE-IN & SETUP
Set up IT, arrange the office equipment, and welcome the staff.
POST-COMPLETION
Gather feedback, set up maintenance programs.
Budget & costs
CALCULATE YOUR BUDGET
Devote a percentage of your projected turnover to the refurbishment.
Approximate costs per sqm in New Zealand:
PREMIUM INTERIOR - 1,000SQM | 60% OPEN PLAN
→ Hard fit-out (top end): NZD $3,000 - $3,500 per sqm
→ Soft fit-out (all new): NZD $300,000 - $400,000
QUALITY INTERIOR - 1,000SQM | 60% OPEN PLAN
Hard fit-out (top end): NZD $2,000 - $3,000 per sqm
Soft fit-out (all new): NZD $250,000 - $350,000
*These figures exclude: base building work (flooring, ceiling, air-conditioning, etc.) which are often met by the landlord / building owner.
Timeline & costs
CREATE YOUR TIMESCALES
Work backwards from your ideal move-in date. Include critical deadlines such as system transfers, contract sign-offs, and fit-out completions.
DECIDE ON OFFICE OCCUPANCY
Determine whether to remain in the office during refurbishment or move to a temporary location. Consider health and safety impacts and logistical challenges.
ENGAGE YOUR COLLEAGUES
Regular updates and meetings are essential to ease anxieties and keep everyone informed about the progress.
DISCUSS PLANS WITH YOUR LANDLORD
Seek consent for refurbishments and use this opportunity to renegotiate your lease terms.
CONSIDER WORKPLACE CONSULTANCY
Tailor your future workspace to your business objectives and processes through comprehensive research and consultation.
Design & implementation
REDESIGN YOUR SPACE
Collaborate with your design partner to create mood boards, colour schemes, and 3D visualisations. Focus on optimising space and integrating contemporary work practices.
SELECT FURNITURE
Choose functional, ergonomic, and aesthetically pleasing furniture that supports daily activities and aligns with your brand.
REVIEW STORAGE NEEDS
Develop a strategy for personal, document, and office supply storage to boost efficiency and reduce space requirements.
IT & TELECOM REQUIREMENTS
Ensure the safety and security of your systems. Plan for data migration, equipment transfer, and necessary upgrades.
REVIEW STATUTORY REQUIREMENTS
Ensure compliance with New Zealand's government regulations regarding building performance, fire safety, health, and safety.
Execution & moving in
ORGANISE YOUR CURRENT SPACE
Clear out unwanted items, secure old files, and prepare your space for the fit-out.
MANAGE ON-SITE WORKS
The Project Manager will arrange regular progress meetings and site visits to track and review the project.
HEALTH & SAFETY
The principal designer and contractor will ensure compliance with health and safety regulations.
PREPARE FOR MOVEDAY
Create a detailed plan to ensure a smooth transition. Label personal equipment, pack non-essential items, and arrange for any special requirements.
EVALUATE COMPLETED WORKS
Conduct a thorough inspection post-completion to identify any issues that need addressing.
SETTLING IN
Celebrate your new space with your team. Provide training on new equipment, distribute access cards, and enjoy your newly refurbished office.
