Your Checklist for Office Refurbishments

A well-planned office refurbishment can completely change how your team works, feels, and connects. But without a clear plan in place, it’s easy to lose time, budget, and direction. That’s why having a clear, step-by-step checklist is key.

If you’re an Operations Director, Facilities Manager, or HR lead exploring office refurbishment services, this guide will walk you through what to prioritise, how to prepare, and how to ensure your refurbishment delivers meaningful value for your team and your business.

Define your refurbishment goals

Before choosing office refurbishment services, clarify what you’re trying to achieve. Are you refreshing an outdated space? Making room for more people? Or creating a better environment to support hybrid work?

Set clear goals early, such as:

Improving space utilisation
Boosting employee wellbeing
Supporting better collaboration
Reducing energy use

These goals will guide every decision from layout and lighting to furniture and finishes.

Set your budget and timeline

Office refurbishments affect more than just your bottom line. They also impact day-to-day operations. Be clear about your budget, including a 10–15% contingency for unexpected changes. Establish your timeline, factoring in delivery times for materials, approvals, and team availability.

A clear financial and scheduling framework will help you hold your refurbishment partner accountable and avoid surprises.

Assess your current space

Get a full understanding of what’s working, what’s frustrating your team, and which areas aren’t being used to their potential. Survey staff, observe work habits, and assess how well your current layout supports productivity, movement, and comfort. Don’t forget to consider light, acoustics, air quality, and access to amenities.

Use these insights to brief your refurbishment team more effectively.

Build your internal project team

Even with expert office refurbishment services, internal input is essential. Appoint a project lead, involve decision-makers early, and include department heads or representatives from across your business. This ensures smoother communication and greater buy-in when changes start happening.

Choose the right refurbishment partner

Not all office refurbishment services are the same. Look for a company that:

Takes time to understand your culture and goals
Offers end-to-end project management
Has experience in commercial and hybrid workspaces
Provides transparent costs and realistic timelines
Manages disruption to keep your business running

Ask for case studies and references and don’t be afraid to ask questions about how they work.

What’s included in office refurbishment services?

When you partner with a specialist like Bates Studio, office refurbishment services go far beyond a fresh coat of paint. Our approach is designed to deliver meaningful, lasting improvements to how your people work.

Here’s what’s typically included:

Workplace consultancy and design – We help you assess your current space and define a vision that supports your team’s goals.
Space planning and reconfiguration – We maximise how your square footage works for you, ensuring flow, comfort, and function.
Interior finishes and decoration – From flooring and lighting to colour schemes, every detail aligns with your culture and brand.
Furniture specification and sourcing – We select high-quality, fit-for-purpose furniture that suits your layout and future flexibility needs.
Build works and installation – Our in-house team coordinates any physical changes, minimising disruption and keeping things on track.
Aftercare and support – We stay involved post-install, offering snagging, warranties, and help adjusting the space over time.

Consider compliance and permissions

Your refurbishment needs to meet legal and landlord requirements, from building regulations to accessibility. A good refurbishment partner helps you secure the right approvals, certifications, and health & safety plans from the outset. Get these items checked off early to avoid hold-ups.

Plan for future flexibility

Office needs are changing fast. Design your refurbishment with flexibility in mind modular furniture, moveable walls, and multi-use spaces allow your office to adapt as your team grows or changes how they work.

Think beyond today’s needs so your investment continues to support your business long term.

Communicate with your team

Keep employees informed and involved throughout the refurbishment. Share clear timelines, visuals, and practical updates like how team members will navigate the changes or what to expect during key stages. Explain why the changes are happening and how they’ll benefit from the new space.

Transparency reduces disruption, builds excitement, and encourages ownership.

Don’t forget aftercare

Once the refurbishment is complete, your journey isn’t over. Confirm your office refurbishment partner provides aftercare, warranties, and snagging support as part of their services. You may also need help with tech setup, space reconfiguration, or staff induction to the new layout.

Choose a partner who supports you after handover with reliable aftercare and continued assistance when you need it.

A closer look: Hamptons’ smart refurbishment

When Hamptons needed to revitalise their 2,000 sq. ft. office, they turned to Bates Studio for a culture-led transformation. Working within the existing footprint, we introduced zoned layouts and a clean aesthetic that supported how their team worked day to day. The project balanced design quality with minimal disruption proving that small-scale refurbishments can still deliver big impact.

Your next step

A smooth refurbishment starts with the right checklist and the right partner. At Bates Studio, we offer culture-first office refurbishment services designed around your people, your space, and your long-term goals.

We manage everything from initial planning to final walkthrough, making the process easier and more focused for your team.

Ready to get started? Let’s chat!

Frequently Asked Questions

Do I need to vacate the office during a refurbishment?

Not always. Many refurbishment partners can schedule phased works or work outside regular hours to minimise disruption and allow you to stay operational.

What’s the difference between refurbishment and a full office fit out?

A refurbishment updates an existing space like layout changes, finishes, or furniture upgrades while a full office fit out usually involves transforming a new or empty shell into a fully usable workspace.

Can office refurbishments help reduce energy costs?

Yes. Refurbishments give you the chance to install energy-efficient lighting, improve insulation, and use smart systems that cut utility bills and shrink your environmental footprint.

Take the next step with confidence. Contact Bates Studio today and start planning an office refurbishment that works as hard as your business does.