How to Maximise Your Office Fit Out Budget

When it comes to office fit outs, each company has a unique brief with a list of requirements they want to achieve. Some want to create the perfect “destination” office with top notch amenities and stunning design features. Others simply want a functional, no-frills space that they can move into and get down to business.

While each project is different, every company wants to ensure they’re making the most of their available budget. This means balancing vision and expectations with the available funds to create a space that supports ROI.

With this in mind, the aim of this article is to ensure you get as much value out of your office fit out as possible. Whatever your objectives, we’ll dive into ways you can maximise your budget and get the perfect setup for your needs and goals.

So, here are 10 ways to maximise your office fit out budget:

1. Consider Multifunctional Office Design

A recent article by JLL, the firm’s Head of Commercial Ops Romeu Carpinteiro gave insight into how companies are addressing rising office fit out costs. One key takeaway is that many are embracing a multifunctional office design, as Carpinteiro explains: “Rather than how many desks we can fit in, we’re looking at how many types of experience we can fit in.”

This approach squeezes the most out of the available space and represents a shift from quantity to multifunctional quality. As such, it is ideal for those looking to accommodate a flexible working model, which doesn’t rely so heavily on a departmental setup with banks of desks for teams.

However, even if you’re working with a traditional layout, it’s still good to consider multifunctional options, as our designer Alice explains:

“When putting together a plan, I’d recommend doing your research and asking the question ‘what functions do I need this space to support, and can I combine them?’ For example, you may be quite a resource heavy business, so storage is vital, but you also need space to collaborate.

“Changing the doors on a storage wall to a high-gloss wipe board material will enable you to hide the clutter whilst utilising the fronts as areas to come together and brainstorm.”

Alice Carr, Rap Interiors Senior Designer

2. Buy Modular and Mobile Office Furniture

Following on from point one, Carpinteiro says that modular and mobile furniture solutions are a key part of flexible office design. As he explains, this is because they allow for “changes in the workspace from one day to the next, morning to afternoon.”

Indeed, modular furniture is made up of different elements, meaning it can be easily rearranged or combined to create various configurations. Similarly, mobile furniture can create ad-hoc work settings when required, helping to create a more agile environment.

Here are some examples:

• Sectional sofas – These can be arranged in different configurations to fit your space and seating needs. Sectional sofas are particularly good for reception areas and breakout spaces, as in the Classic Collection example above.
• “Box” storage systems – “Box” modular systems allow for an infinite number of configurations, making for a convenient storage solution. For a great example, check out the Mobili Scala box storage and display unit, which was one of our highlights from Clerkenwell Design Week 2022.
• Whiteboard flip desks – Hybrid flip tables/whiteboards are great for workshops, meetings, and any kind of group work. If this sounds up your street, take a look at Wilkhan’s table, as exhibited at Clerkenwell 2022.
• Mobile walls – Mobile walls are designed to create flexible layouts in workspaces. As in the ThinkingWall® example from Workspace Design Week, mobile walls can include acoustic properties, whiteboards, and monitors for a practical addition to your space.

In addition to these examples, make sure you check out the modular bleacher seating at our Ward Security project. The unit can be disassembled and reconfigured according to their needs or to accommodate other social events.

3. Explore Office Fit Out Finance

Office fit outs can be a significant investment, especially when there is extensive work involved to achieve your vision. However, with flexible finance options available, you can spread the cost over time and create the perfect workspace for your business.

Here are some of the benefits:

• Retain capital in your business – Financing allows you to invest in office assets gradually, freeing up funds for other business growth opportunities. For example, you could expand your team, increase sales efforts, or launch new marketing campaigns.
• Aim higher – Remember, finance allows repayments over an extended term, so you can invest in the project even if you don’t have readily available cash. As you don’t need a large down payment, you can potentially take on a more ambitious project that might otherwise be out of your reach.
• Make tax savings – Another significant benefit of office fit out finance is that all repayments are fully tax deductible, allowing businesses to retain more funds and invest in areas that drive profitability.

Want to learn more about fit out finance? Make sure you check out our recent article: 6 Benefits of Office Fit Out Finance.

4. Collaborate with Your Designer

If you’re using an office fit out contractor for your project, you can work with its design team to refine your specification for maximum ROI. Good companies will help you to make the most of your budget by exploring alternative materials, finishes, furniture, and ideas.

Here are some tips from our designers:

“If you have an office but don’t have the budget for extravagant furniture and feature walls, simple design choices such as adding a pop of colour to the desk leg frame can enhance the look and feel of the space without blowing the budget. Let’s face it, if desks are a necessity, why not make them fun!”

Aimee Beazleigh, Rap Interiors Designer

“Painting is an incredibly cost-effective way to transform a space dramatically. By using different colours to define areas, you can create visually distinct zones that feel separate yet cohesive, establishing boundaries without the need for physical dividers. And you don’t even need to stop at solid colours! You can get creative with a variety of colours and shapes to design a stunning feature wall, which can add visual interest and enhance brand identity, bringing the office a striking focal point for just the price of a couple of tins of paint.”

Jodi Webb, Rap Interiors Designer

Good interior designers will also have a robust supply network and extensive product knowledge to help you balance your vision and budget. It may be the case that you can compromise on some aspects without sacrificing quality, so let the office designers guide you

5. Set a Budget

Setting a budget is important because it ensures the options and solutions proposed are within your means. But how do you set a suitable budget?

Here are some tips:

• Research project values – To determine the cost of your office fit out, it’s helpful to research similar projects. Many office fit out companies are willing to share cost breakdowns of past projects, so don’t hesitate to ask.
• Identify “must haves” – Prioritise essential elements that support both functionality and wellbeing. These may include office furniture solutions that enhance workflow or a breakout area with dining facilities.
• Keep existing elements – Are there some existing elements you could take with you when you move, like furniture and tech? This is a great way to save on fit out costs and be more sustainable.

Additionally, some companies like to set aside a buffer when budgeting for an office fit out. Allocating a percentage of the budget can cover potential changes in scope, so this is worth considering.

6. Establish What You Want to Achieve

Before putting together a budget, we recommend identifying your key objectives. For example, these could be improved aesthetics, increased occupancy, or a smoother workflow.

Companies often refine their objectives by conducting a needs assessment. Here are some common assessment methods:

• Space auditing – You can conduct a space audit by walking through your current office and assessing its functionality. Identify underutilised or overused areas, evaluate whether the furniture and layout support collaboration and focused work, and assess the noise level and distractions.
• Benchmarking – Benchmarking involves comparing your office to similar organisations. Start by examining case studies of businesses that have gone through a similar fit out process. Take note of potential layouts, furniture options, and branding ideas. Check out our projects here.
• Stakeholder surveys – To ensure that the office fit out meets employee needs, companies often conduct surveys and questionnaires. This allows them to gather feedback on furniture, technology, amenities, and other important factors.

You don’t want to waste money on things you don’t need, so doing the groundwork is a crucial part of the budgeting process. This will give you direction and confidence when it comes to the office design stage.

“If you have a long list of “wants” and “needs” for a space, but perhaps not the space and/or budget to achieve them, then setting out a clear hierarchy of priorities will help you achieve the most from your project.”

Alice Carr, Rap Interiors Senior Designer

Related content: CAT A vs CAT B Office Fit Out – What’s the Difference?

7. Consider a Phased Approach

If you don’t have the budget to achieve your fit out vision right now, you can also conduct the work in phases. This could mean prioritising the necessities and adding new elements to your space later down the line.

Similarly, we helped World of Books to refurbish its office in Sussex by carrying out the work in phases. This strategy meant the World of Books could budget for essential works first before finishing the rest when more funds became available.

Take a look at the World of Books project here.

8. Invest in Desk Monitoring Technology

Beyond budget management, you should consider how your office will generate ROI in the long term. In the aforementioned JLL article, the firm’s Senior Director of Execution Andrew Hudson says, “listening to employees and making tweaks over time is how to keep getting value from your fit out.”

In addition to getting feedback on the new office design, consider introducing occupancy sensors to assess workplace activity and energy use. As Romeu Carpinteiro points out, this can “help to reduce overall operating costs and provides hard metrics on post fit out ROI.”

As covered in our recent article, desk monitoring systems can help businesses to track workplace performance. The technology will notify the business when occupancy reaches a certain low, alerting them to take action and prevent unnecessary energy usage.

Related content: Desk Monitoring – an Office Design Game Changer

9. Think Long Term

As we’ve touched upon, you should think about the performance of your office space over the long term. That means taking into account the ROI of your fit out when budgeting.

Here are some key considerations to maximise your budget:

• Buy quality furniture – Buying quality furniture ensures longevity and reduces the chance of spending more later to replace or renew items. Look for products with longer warranties (five years or more is ideal), as this indicates confidence in the product’s longevity.

• Reduce operational costs – When identifying ways to reduce operational costs, making your space more energy efficient is a good start. While this can be as simple as reducing touchpoints like light switches and replacing them with motion sensor products.

• Consider wellbeing – The UK loses billions each year due to poor employee health, so consider workplace elements that improve wellbeing and increase presenteeism. This can include ergonomic furniture, spaces for morale-boosting team gatherings, breakout spaces so employees can step away from their desks, and modern HVAC systems for improved air quality.

• Rent out desk space – If you’ve got some leftover desk space, why not make use of it by renting it out? These days, many businesses rent out space to freelancers by advertising on sites like Hubble HQ.

These are just some of the ways to ensure you get a good return on your investment. For more ideas, take a look at our recent articles: 7 Office Design Ideas to Maximise ROI.

10. Go for a Minimalist Approach

A minimalist approach is a smart choice for budget-conscious businesses. By prioritising functionality over excess, you can create an inviting office environment while saving money for other important investments.

For an impactful yet minimalist office, go for a clean, bright, and uncluttered design. This means going for neutral colours like white and light grey, maximising exposure to natural sunlight with glass partitions, and shared desk solutions with privacy panels.

Scandinavian design is a perfect example of how less can be more. With its focus on natural materials and clean lines, it creates a peaceful and inviting environment. What’s more, you can achieve this look without spending a fortune!

Check out Vestey’s minimalist, Scandinavian-inspired design here.

Maximising Your Office Fit Out Budget: The Final Takeaway

An office fit out represents a considerable investment, so it’s important to have a clear budget and design plan in place from the start. By taking on board the tips here, you will make the most of your capital and create a working environment that lends itself to business growth.

And if you’re still not sure about the best way to maximise your budget, you can always ask your office designers. Ultimately, consulting the advice of experts is the best way to get the most out of your budget, so don’t hold back with questions when collaborating with your chosen contractor!

Are You in Need of Our Office Fit Out Services?

If you’re looking for an experienced office fit out company that can maximise your budget, then Rap Interiors can help. With 30+ years’ experience and a knowledgeable design team, we can provide expert advice that will ensure a budget-friendly transformation.

Whether you want to create a high-end working environment or just need a simple setup for your business, you can rest assured your budget is in safe hands with us.

To book a consultation, call 0333 600 1234 or fill out the enquiry form below.