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7 Steps for Effectively Designing and Installing Your Commercial Office Space

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Whether you have a new office space or looking to refresh your current office, it’s important to have a strategic plan in place to efficiently complete the process with the least amount of impact to your team’s comfort and productivity. A well-designed office can be transformational to employee production and satisfaction. 

 

A comprehensive new office design will not only focus on aesthetics, but also ergonomics and technology for enhanced productivity and efficiency. It’s the reason why so many successful companies prioritize regular office refreshes, because they understand the importance of keeping up with the latest advancements and options for building a better workspace. 

 

Ready to make your office more appealing and support your business’s success? We’ve outlined a clear path from initial thoughts through to completed install to give you a feel for the steps involved in an office design and installation process.  

 

1. Decide What Your New Office Needs 

The process of achieving the right new office space should always begin with a series of questions:

 

What types of activities do you want your office space to support?

How many people will be in the office at one time? What tasks will they be performing?

Are collaborative areas important to support team projects? 

Do team members need private spaces for more focused work?

 

Consider what is currently lacking in your space, what regular challenges need to be addressed and what “nice to have” additions are on your wishlist. By narrowing down the focus of your design, you can focus on the changes that will have the most impact. Consider how each space will support your team’s daily activities and enhance productivity. Align these needs with your company’s culture and values—for instance, a creative agency might favor open, dynamic layouts, while a law firm may benefit from private offices and professional meeting rooms. Your office’s vision should reflect your brand identity and support your team’s unique workflow. This means combining the proper aesthetics with the essential pieces that will form your workspaces.

 

2. Assess Space Requirements

After you’ve figured out all the components you’ll need, the next step is to figure out how it will all fit into your space. Taking measurements will give you an idea of what can fit into your space. It’s also helpful to account for future growth, so that you can expand operations without requiring a costly full remodel. 

A general rule of thumb is to set aside between 125-175 square feet per employee to make sure you have room for everyone. This space need will depend on whether each staff member is seated in an open office workspace, a cubicle, or private office. It’s also helpful to determine how many employees will be in the office each day compared to working remotely as this will also affect size requirements. This information will inform your layout decisions to ensure your office remains functional and efficient over time, preventing overcrowding or underutilized areas in your design.

 

3. Plan Your New Office Layout

Once you know what you want and the space you have to work with, the next step is to put the pieces of the puzzle together. Divide your office into purposeful zones, balancing open workspaces, private offices, and communal areas based around need and workflow. 

Open spaces encourage collaboration, while private zones allow for focused work or confidential meetings. Consider the natural flow of movement within the office. You’ll want to ensure that clear pathways are present and there is easy access to shared resources like printers and break rooms. Pay attention to ergonomics, positioning workstations to reduce strain and maximize productivity. A well-thought-out layout not only improves efficiency but also creates a comfortable, welcoming environment for employees and visitors alike.

 

4. Choose a Design Theme

It’s important that your office design reflects your brand’s identity. This means choosing color schemes, materials, and décor that aligns with your company’s personality. For example, bright, bold accents might suit a tech startup, while sleek, neutral tones may better match a financial firm. Colors, shapes, textures all speak volumes about a company. A business that wants to brand itself as well-established may focus on more traditional styles while a disruptor business may opt for a more cutting edge look. 

No matter the style, any business should consider adopting some of the more popular trends like biophilic design to add greenery and natural elements or minimalist aesthetics for a clean, modern look. Thoughtful design themes inspire creativity, boost morale, and leave a lasting impression on clients and new hires. It’s important not to overlook this step as superfluous, because sound aesthetics will create a cohesive theme that ties the entire space together, making it both functional and visually appealing.

 5. Prioritize Functionality and Comfort

While aesthetics are important, your design also needs to prioritize the elements which will create an environment where employees can work comfortably and efficiently. This means you’ll want to consider investing in ergonomic furniture, such as adjustable desks and supportive chairs, to promote health and productivity. Optimize lighting to reduce eye strain, combining natural light with task-specific fixtures. Consider elements like acoustic panels or soundproofing to reduce noise and enhance focus. Of course you’ll want to enlist the help of an HVAC specialist to ensure proper ventilation and temperature control for year-round comfort. A functional, comfortable office not only supports employee well-being but also helps create a more positive and productive workplace culture.

6. Order Furniture and Fixtures

Once your design is finalized, it’s time to start ordering furniture, fixtures, and technology to bring your office to life. If you’re attempting to DIY this process, you may find it challenging to source the same products that professional office designers have access to. It’s still important to spend time browsing and prioritize both quality and functionality. You want to make sure all of your selections align with the overall layout and design goals. 

Be sure to account for potential delivery delays and place a time buffer into schedule so you’re not left caught off guard by shipping issues or supply chain disruptions. Keep track of delivery schedules and confirm all items are properly labeled and organized for installation. This step lays the groundwork for a smooth transition to the final phase of your office setup.

7. Manage Installation Logistics

Installing your new office requires careful coordination, especially in high-traffic or multi-tenant buildings. Secure permissions for using elevators in high-rises and schedule deliveries during low-traffic times to minimize disruptions or request a street closure if possible for a window of time. 

Make sure you have a plan in place for the install steps which need to happen first and plot out the schedule from the basics such as paint, electricity and HVAC to the finishing touches of accessories and finishing details. Unpack and assemble furniture, ensuring everything is built correctly and functions as intended. Account for small but important details like cable management, wall mounting, and safety checks. 

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