What is an Office Fit Out?
An office fit out is the process of converting an empty space into a fully operational workspace. This includes planning how your team will use the space, creating design briefs and securing the necessary approvals before beginning construction and installing technology and furniture.
Timelines for Different Types of Office Space
- Traditional Offices:
A small to mid-sized traditional office fit-out typically takes 10–14 weeks. However, this depends on the type of fit-out, the size of the space, and the amount of work required.
Category A fit-outs are generally quicker, normally around 6-10 weeks, because they only involve installing basic infrastructure, such as ceilings, floors, and lighting. This produces a functional shell that meets building standards and is ready for occupancy, but is not yet tailored for a specific company.
In comparison, Category B fit outs take longer, often at the 10–14-week range. The empty shell is transformed into a fully functional workspace, with the additions of partitions, meeting rooms, kitchens, and communal spaces.
This also involves customising layouts, branding, and furniture to reflect the company’s brand identity and needs. Larger or more bespoke projects can take up to 6 months to complete.
- Serviced Offices
Serviced offices are the fastest option, usually ready within a few days to two weeks, with no need for any construction or customisation. These workspaces are generally fully furnished with desks and include meeting rooms and communal spaces, meaning businesses can move in almost immediately.
Serviced offices in Central London are particularly popular due to the fast-paced and competitive market. They also allow companies to secure a prestigious London address with a lower budget, allowing them to grow the business and assess their needs before committing to a longer lease and a whole office fit-out.
- Managed Offices
Managed offices offer a middle ground, usually around 8-12 weeks. The provider manages the space, which is often furnished and equipped with amenities.
However, businesses have more freedom to customise layouts, branding and finishes. Therefore, the timelines are longer than serviced offices but shorter than traditional fit outs.
Before the Fit Out Starts
Companies often create a brief to identify headcount and growth expectations. Test fits are commonly carried out to ensure the space can accommodate the team, number of desks and any other features or facilities requested. After following these steps and negotiating a lease, the fit out process can begin.
The Stages of an Office Fit Out
The stages below outline the typical timeline for a traditional office fit out, where the tenant is responsible for managing the whole process, from planning to moving in.
Stage One: Planning & Preparation (2 - 3 Weeks)
This stage includes defining the company’s objectives and determining how the space will be used. It is also important to consider budgets and set clear schedules.
Site surveys are often carried out to identify structural or technical limitations. Designers, contractors and project managers should also be appointed. Careful planning helps to reduce delays later on and ensures a smoother process.
Stage Two: Designing the Space (2 – 4 Weeks)
Working with architects and designers will help bring the vision to life. This involves customising layouts for desks, meeting rooms and communal areas. Interior designers can help with colour schemes, finishes, lighting and branding.
Category A projects are typically simpler at this stage, while Category B projects may require multiple revisions to ensure the final design accurately reflects the company’s identity and values.
Stage Three: Approvals & Compliance (2 – 4 Weeks)
After finalising a design, the next stage is to obtain any necessary approvals. This includes getting the landlord’s consent before any work begins. It’s essential to carry out health and safety assessments and ensure that building regulations are met, including accessibility, fire protection and ventilation.
We’ve seen that approvals can take longer for older and listed buildings, so businesses may need to allow extra time for this stage. For companies renting serviced office space, this stage is not necessary as it is handled by providers in advance.
Stage Four: Build & Installation (8 – 16 Weeks)
This is typically the longest stage in the process, during which physical modifications take place. It includes laying flooring, constructing partitions and private workspaces such as meeting rooms, as well as installing ceilings, lighting, electricity and HVAC systems.
Companies also need to source and order furniture. This stage usually takes between 8 and 16 weeks. However, some providers tell us that this can take considerably longer for larger, more bespoke pieces and branded finishes.
It may also take longer in London and other major UK cities due to heavy traffic, building regulations, delivery restrictions and limited access.
Stage Five: Final Checks (1 – 2 Weeks)
Before the office handover, all work must be thoroughly checked and tested. This stage includes snagging, where any minor defects are identified and fixed.
Compliance checks for electrical systems and fire alarms are also conducted, as well as health and safety inspections to confirm all legal requirements are met. Smaller fit outs can usually be signed off within a week, while larger spaces will require more time.
Stage Six: Setup & Move-In (2 – 3 Weeks)
This final stage focuses on making sure the office is fully operational and ready for the business to move in. This involves setting up IT, internet, video conferencing and AV systems. Security measures are also put in place, such as CCTV and access control.
Furniture is set up, and any finishing touches take place to ensure the space is ready for the team to start working. This stage takes around two to three weeks for traditional workspaces, whereas serviced offices offer a plug-and-play option, allowing companies to move in immediately.
An office fit-out requires careful planning and design as described in the six stages above. The process can often take several months for traditional leased offices, but tenants have full control when customising the space.
On the other hand, serviced offices are usually ready to go, allowing businesses to move in quickly without having to manage the fit-out process themselves. Managed offices have a shorter timeframe than traditional fit-outs, whilst still allowing companies to have some input when tailoring the space.
