Planning a layout that works
Start with how your teams work. Sales teams that are often on calls need quieter zones, while design teams may want open collaborative space. Count meeting rooms based on how many meetings happen at the same time, not just the total.
Plan power and data from day one. Adding sockets and cables after the ceiling and flooring are finished is messy and costly.
Think about light and air too. Desks near windows get natural light, but screens facing glass suffer from glare. Cabins placed along the outer wall can block daylight for everyone else, so many offices keep closed rooms towards the core and open desks near the windows. Load-shedding is still a reality for many buildings, so decide early which circuits must run on backup: usually computers, network equipment, some lighting and at least part of the cooling.
- Desks per team and room for growth
- Number and size of meeting rooms
- Quiet booths or phone areas
- Storage, pantry and prayer space
Working in a commercial building
Most office buildings have fit-out rules covering working hours, fire safety, the use of lifts for material and changes to air conditioning or electrical systems. Get these in writing from building management and share them with every contractor who quotes.
If you are making structural changes, such as cutting a slab for a staircase, you will need a structural engineer (PEC) to check it and approval from the relevant authority. Confirm current requirements before planning such changes. Share the building's existing drawings with your contractor so they know where columns, shafts and fire exits sit before they draw a single partition.
Contracts and quality control
Your contract should spell out every room and item, the specification of each material, the programme and payment stages. Avoid paying most of the amount upfront. Ask for samples of the carpet tile, ceiling board, glass and paint shade so there is no argument later about what was agreed.
Make one person on your side responsible for decisions. Fit-outs slow down when the contractor receives different instructions from different managers, and every change on site should be recorded in writing with its effect on cost and programme.
During the job, check that partitions are straight, ceiling grids are level, doors close properly and sockets are where the layout shows. Before handover, test each network point and power circuit, including the backup supply.