OFFICE MAKEOVERS
The six deadly mistakes
of o≈ce fit outs
You’re a high-flying PA and you’ve been given the task of organising your next office
fit-out by your boss. You haven’t a clue where to start and, as always, time is against
you. ALAN WHITEHEAD, of Whitehead Francis Associates has some expert advice
You’ve probably heard the horror stories of others
unwittingly employing ‘cowboys’ who appeared perfect-
ly reliable at first meeting, or of escalating costs going
way over budget despite a fixed price being agreed! So
what can you do to avoid making these same mistakes?
According to Alan Whitehead, of specialist fit out and
refurbishment consultants Whitehead Francis Associates,
the single, most often repeated mistake by those tasked
with the responsibility of organising an office move, fit out
or refurbishment is not using an outside expert. However,
recognising that some will choose to go it alone, Alan has
drawn on his 35 years’ experience of managing office fit-
outs and refurbishments on behalf of blue chip companies
and SMEs to identify the areas where the most common
mistakes are made.
1
Not choosing suitable experts
Architects, contractors, project managers, interior
designers, IT suppliers, cabling specialists, security sys-
tem installers, furniture suppliers and the like are often
appointed on an arbitrary basis, or because someone
knows ‘someone who can get us a good deal.’ You should
never base decisions on criteria like these. Instead,
match your project as closely as possible to your suppli- best advantage. And be careful, because, as project man-
er’s experience. Ask questions such as: does this supplier ager, you will have to fill any gaps. “
So, having made
good supplier deci-
have experience of projects of this size? Are they a spe-
cialist or a generalist? Experience is the key to judging
5
Shifting the deadlines
sions, coordinated
what they tell you. Starting late and compressing the schedule are both the work, budgeted
big no-nos for office fit outs. Even after all the paper-
effectively, chosen
2
Bad use of co-ordination skills work has been done, an office fit out or refurbishment
the right staff and
The second mistake is poor co-ordination, leading to will still take months – and the larger the company, the
delays and cost overruns. Whatever timescale you give longer you will need. Allow plenty of time for proposals
got all your timings
yourself it will come under huge pressure as you juggle with to be developed and for materials and equipment to be spot on, what else
your regular duties. It’s vital to remember that any resched- ordered and delivered. Otherwise, mistakes will be made
could go wrong?
uling of construction work is bound to have an impact on and delays will occur. Your schedule gets compressed ”
non-construction tasks as well. Remember too you will have and the added pressure creates further problems. It
to act as the referee in any disputes! becomes a vicious circle – and an expensive one at that!
3
Poor budgetary control
The third mistake comes in two forms: arbitrary 6
Failure to communicate
So, having made good supplier decisions, coordi-
budgeting and no budgeting at all! Either way, the costs will nated the work, budgeted effectively, chosen the right
soon head skywards. And the cost-saving of not employing staff and got all your timings spot on, what else could go
an expert from the outset will exact a heavy price. wrong? Well, everything if you don’t communicate well.
Customers, suppliers and employees all need to be
4
Using the wrong staff brought along with you at every stage until the project is
Getting the right staff involved is the fourth key completed. Information is the key and keeping in regular
area to get right. Proximity or seniority are unlikely to be touch is essential.
E
the most useful selection criteria. Instead, discover what
Contact Whitehead Francis Associates on 0800 458 6578,
your staffs’ skills and interests are and use them to your info@whiteheadfrancis.co.uk or visit www.whiteheadfrancis.co.uk
www.executivepa.com » Feb/Mar 2010 » 13
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