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How to Minimize Disruption During Your Office Renovation

Posted on Dec 14, 2016, by Mike Brown

One of the biggest considerations companies make when planning their office renovation – aside from the total cost of the project – is how the renovation will affect and disrupt the day-to-day running of the company while work is underway.

Office renovations are naturally very disruptive for your clients. In the best-case scenario, employees will be able to work in a smaller sub-section of the office or work from home, but in worst-case scenarios your clients may need to close their office completely for a week or two, and will have to manage both the costs of the renovation project, and the costs of lost business as a result.

Today I’m looking at 5 things you can do to minimize disruption for your clients during your next office renovation project.

Featured image: Grubhub, Chicago, Illinois, USA. Design firm: Shive Hattery

1) Simplify the Project

One of the biggest things you can do to minimize disruption during your next office renovation is to specify products that are quick and easy to install. Any steps you can take out of the installation process will lessen the risk of delays or potential complications.

For example, specifying carpet tiles rather than broadloom means your clients won’t always need to empty their entire office space – they will be able to work in sections of the office while the flooring is being laid in other areas. Similarly, specifying carpet tiles with a non-reactive backing will mean you don’t need to do time-consuming, expensive floor preparation in order to avoid flooring compatibility problems, and if you specify adhesive-free carpet tiles, such as Milliken’s Tractionback, you won’t need to apply adhesive during install.

2) Clarify the Timeline…

One of the most important things for your client to know is how long the renovation will take. Even if you’re able to do the renovation in stages, and your clients are able to continue using their office space during the redesign, it will still be a disruptive process.

Therefore, it’s vital that before the renovation starts, your clients are aware of the proposed timeline, and have an idea of when they can expect work to be complete so they can return to business as usual. Furthermore, you need to keep your client up to date with any changes to the timeline, such as delays with contractors, or delay sourcing materials – and how that affects the timeline of the project as a whole.

3) …And Build-in Contingency Time

To help the renovation project run smoothly, you may want to allow some contingency time in the timeline you share with the client. This will mean that in the event of any delays with suppliers or contractors, it won’t actually affect the completion date of the project.

Even then, the best laid plans can fail, and problems with installation such as moisture in the subfloor can eat up your entire contingency budget and timeline. This can be guarded against by using carpet tiles with open cell cushion backing, which removes water vapor from the sub-floor, preventing water from forming in the first place. No moisture, no moisture problem – and no impact on you budget or timeline.

4) Specify Preparation Requirements

To ensure your office renovation can get underway promptly, it’s important to make sure all essential preparation work is done before contractors arrive on-site.

Therefore, be sure to provide your clients with precise instructions so they know exactly what needs to be done before work can begin. For example, if you’re changing the flooring, they will need to have the rooms empty of furniture, and ensure that the correct preparation procedures are followed to validate the floor’s warranty. Some manufacturers require expensive moisture probe testing or a dust free floor before installation, while others eliminate the need for floor prep and moisture testing all together

5) Consider What Can Be Done Outside of Office Hours

If your clients work Monday to Friday, it’s likely that most of the renovation work will need to take place during office hours, as that is when most of the contractors will be available. However, you may also be able to arrange for some of the more disruptive work - such as anything that will involve turning off the power or water – to take place over the weekend, so that your clients won’t be affected.

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Mike Brown

Written by Mike Brown