The Function and Need of an Office Fit-Out Specification

In the construction sector, a document that specifies the needed level and quality of a product, design, or finish is referred to as a "specification."

A specification is essential for everything from lengthy paperwork with thousands of pages when building schools and hospitals to a fast note in a notepad when a local craftsman estimates the cost of repaving your patio over the phone.

It specifies the level of finish and even the particular items that must be utilised.

Writing a solid specification for your office fit out will be beneficial in a number of ways, including:

• It will prevent pricing ambiguity since without a clear specification, several businesses will recommend various items and finishes depending on what is advantageous to them.
• As a result of price comparisons that are like for like, the tender process is accelerated and improved.
• Instead of following the lead of your contractors, it will require you to see your finished workspace, ensuring that it actually happens.
• Due to the ability to plan and place orders well in advance, it aids in the establishment of established goals and finishes, increasing cost certainty.
• It serves as a reference tool for the entire project, assisting everyone involved, from the workers on the ground who order supplies and install products to the project managers who close out the account and make the final payment after completion.

Writing Office Fit Out Specifications

You must ask yourself a number of questions that will guide the writing of your specification. Additionally, there is a general procedure and order that we advise adhering to in order to guarantee that you address every item in your specification.

How To Format It

Your specification can be as brief or as detailed as you need to communicate your vision to the parties responsible for quoting and carrying out the job.

But it should undoubtedly be organised logically. The following are the essential areas of information that must be provided:

• Who you are, where the project is, how much work is required (m/sq2, head count, building location, what floor of the building it's on, whether it's a full renovation or furniture fit out, what access arrangements are, etc.), and other details are all important.
• What you want the final product to achieve. what you hope your new workplace will accomplish.
• Any particular demands. This could involve accommodating more disabled workers than is typical or having confidential working needs. Alternatively, you could just give examples of the furniture, accent pieces, or goods you'd like to see mentioned.
• Dates when the project's tender and construction phases will be finished.

Self-Assessment Questions to Help You Write Your Specification

You may draught a complete and accurate specification by asking yourself, your directors, or office managers these questions.

What Is Your Purpose? Why Is An Office Fit Out Necessary?

Explain the reasons for your need for an office fit out. Perhaps your business is growing and needs a bigger office to accommodate more employees. It's possible that you're leaving outmoded quarters that are hindering your progress and are incompatible with your new course of action or business model.

Perhaps you're attempting to win over new clients and entice talented people to work for you. The business may be getting new investment, going through a branding, or being a part of a merger. Or perhaps all you want to do is reward current employees and raise spirits.

Determine the reason(s) for your requirement for an office fit out contractor and the goals you have for them.

What Environmental Factors Come Into Play?

How significant is becoming green for your company? The contractor's choice of materials and the energy systems they install in your newly renovated office will both be impacted by this.

What Do You Want Your Final Office To Contain And What Do You Want To Omit?

View examples of beautiful office projects and read about the newest developments in office culture and design.

This will assist you in letting the contractors know what you want included and what you don't when they are quoting your fit out.

Do you want to encourage employees to leave the office and go outside during their lunch break, or do you want them to hang out in that trendy bean bag and table tennis area? Would you rather spend your money on internal furnishings to make your staff's work more productively or on a stunning custom welcome desk?

What Branding Components Do You Want To Include?

Since this will have a significant impact on the design of your fit out, if you decide that you want an office that loudly proclaims at all times that you are, in fact, in the Acme Company Name's offices, complete with colourful carpet tiles and coffee cups.

When do you want the bid-process to be finished?

Work out the details so that individuals who are pricing the work are aware of the deadline for submitting the price and that you can internally organise the evaluating and appointment process.

What time frame do you need the work completed by?

This is crucial because it will significantly impact the prices you receive during the tendering process.

It's extremely uncommon for a company to decline pricing for a project, but if you need a bid to be submitted on Monday and work to start on site the following day, there will be some pretty significant price hikes to accommodate this.