Office Refurbishment Checklist: 10 Key Steps for 2025

Step 1. Define Your Objectives

Start by identifying what you want to achieve. Do you need more desk space, better hybrid working options, or a layout that reflects your brand identity? Clear goals set the stage for every choice, from picking furniture to selecting contractors.

Involve key stakeholders early, like department leads, operations, or facilities managers. Their input helps ensure your design supports day-to-day operations and long-term business growth.

For example, if your sales team needs quieter spaces for client calls, soundproofed areas that benefit from acoustic partitioning might become a top priority.

Step 2. Assess Current Workspace Use

Before changing anything, closely examine how your existing space is being used. Are there underutilised zones? Is there a lack of collaboration spaces or breakout areas? Staff feedback — via surveys or informal conversations — can reveal plenty of hidden pain points.

This process helps you avoid unnecessary spending and highlights where updates will have the most impact. For instance, adjusting layouts or updating storage could free up space without expanding.

Custom office storage solutions are a smart way to maximise what you already have.

Step 3. Set a Realistic Budget

Your refurbishment budget will depend on the extent of the project and the quality of materials you choose. UK office fit-outs typically range from £15 to £60 per square foot. Setting aside a 10–15% contingency fund for unforeseen costs is also wise.

Gathering quotes from multiple contractors helps benchmark expectations and spot cost-saving opportunities. Your location and business rates may also influence the final figure, so it’s worth checking those early in the planning process.

Step 4. Plan Your Timeline

Even more minor refurbishments benefit from phased planning. Schedule your timeline during quieter times, like school holidays or off-peak seasons. Make sure to add extra time for approvals or any unexpected delays.

Typical phases include initial planning, design, regulatory checks, installation, and final handover. A clearly sequenced plan helps reduce disruption and ensures decisions aren’t rushed. If your business needs to keep running, consider staging the project or temporarily moving.

Step 5. Ensure Compliance & Regulations

Refurbishing your office is not only about creativity in design. It’s also about complying with UK legal requirements. These include fire safety standards, building control approvals, and accessibility compliance under the Equality Act 2010. If you lease your space, check for landlord permissions or constraints before making structural changes.

Will your project involve more than one contractor? If so, you must also comply with the Construction (Design and Management) Regulations 2015 (CDM). These place shared legal duties on clients and contractors to ensure safe working conditions during a fit-out.

Step 6. Design for Function & Wellbeing

A great office design doesn’t just look good; it works hard for your team. Start by zoning your layout into areas for concentration, collaboration, and recharge. Features like glass partitioning, natural light, and greenery support well-being and increase productivity.

For teams that lack space, bespoke mezzanine flooring is a budget-friendly solution. It allows you to expand vertically without needing to relocate, and it’s an effective way to increase usable square footage without interrupting your business.

Step 7. Upgrade Infrastructure & IT

An office refurbishment is the ideal time to futureproof your technology. Ensure your layout has plenty of power outlets, data ports, and strong, fast Wi-Fi throughout the building. If hybrid working is part of your model, reliable AV setups and private call booths are essential.

Plan to include structured cabling, desk booking systems, and digital access points. Doing this now can save you from costly upgrades down the line. The right tech infrastructure keeps your workplace efficient and ready to evolve.

Step 8. Choose Ergonomic Furniture & Fixtures

Your team spends hours each day at their desks, so comfort matters. Invest in ergonomic chairs, sit-stand desks, and soundproof rooms. These help boost productivity and lower fatigue.

Are you tight on space? Modular office storage solutions help keep workspaces tidy and flexible. They’re ideal for businesses that need to adapt quickly without adding clutter.

Step 9. Embed Sustainability

Sustainability isn’t just a nice-to-have; staff, clients, and regulators now expect it. Choose low-impact materials, install LED lighting, and design for natural ventilation where possible. UK companies often seek frameworks like BREEAM or SKA Rating to show their environmental commitment.

You can support your business’s Environmental, Social, and Governance (ESG) goals by taking simple steps. Reuse existing furniture, source materials locally, and set up dedicated recycling stations.

Step 10. Select the Right Fit-Out Partner

The success of your refurbishment relies on choosing a fit-out partner who understands your goals and limits. Look for experience, real project examples, and services that cover the full journey. For example, we cover the whole gambit — from the initial concept through to installation and aftercare.

First Floors delivers personalised office fit-out solutions across the UK. We assist clients in reaching their goals on time and staying within budget. Our team manages every detail to reduce disruption and keep your project running smoothly.