Planning A New Space

Whether you renovate a space or build new construction, the process of finishing the interior is similar. The checklist below can aid in understanding the design process.

Initial Planning

• Assemble a team to help manage the project and discuss ways to efficiently advance the project. Establish procedures for information collection and distribution, approvals and decision making.
• Identify goals, proposed outcomes, what works in the current space and what doesn't.
• Schedule a walk-through of your existing workspace to determine how to update your facility needs -- space needs for different areas, adjacencies, telecommunications needs, data/technology needs.
• Examine areas that are critical to your operation -- areas such as loading docks, storage spaces and raised floors -- which will impact or be affected by new planning, design and construction.
• Identify services and resources that will be needed and are not available in-house, e.g., an architect, a designer, an engineer, data/phone/technology providers, movers, etc.
• Investigate local regulations and codes for commercial facilities.

Design & Space Planning

• Talk with a designer about facility needs and business goals. 
• Identify prospective sites in the area where you might relocate and make an evaluation of each.
• Inventory existing furniture and equipment, and evaluate its current condition and suitability for continued use.
• Establish project team procedures, protocols, schedules and task assignments, including a meeting schedule to keep your project on track.
• Survey employees to complete a workstation needs analysis.
• Review local building codes with the designer.
• File appropriate forms with regulatory agencies.
• Meet with the landlord or building manager about building restrictions.
• Have a block plan created to see where departments will be located.
• Create a preliminary budget.
• Have a space plan (with furniture symbols) created based on your organization?s space needs.
• Have the designer prepare 3-D drawings of typical workstations.
• The designer will then present furniture and material recommendations.
• Make revisions to the plan.
• Choose your color palette for carpet, paint, wall coverings, fabrics and window treatments.

Implementation

• Approve the designer's final space plan and working drawings.
• Approve specific products for the new space.
• The designer then writes the product specifications.
• Prepare documents to describe the project, including bid documents and structural, mechanical and electrical documents.
• Issue Purchase Order(s) for furniture orders.
• Observe installation of phone/data systems, equipment, furniture, and prepare site for delivery.
• Select accessories -- plants, artwork, work tools.
• Installation of new furniture takes place.
• Select moving company.

Wrap-up

• Prepare punch lists.
• Prepare move-in schedule.
• Complete post-move follow-up.
• Complete punch list.
• DONE!

The construction phase of a new building will entail many more steps to be considered. However, your architect or general contractor will help guide you through the building phase.