How to plan an office fit out project timeline

Embarking on an office fit out is a significant undertaking for any business. In a dynamic and fast paced environment like London, meticulous planning is not just advisable, it's essential for success. A critical component of this planning is establishing a realistic and comprehensive project timeline. Knowing how long an office fit out takes to complete involves understanding numerous stages, interdependencies, and potential variables. This guide will break down the typical phases involved in an office fit out in London, helping you to plan your project timeline effectively and avoid costly delays.

A well structured office fit out project timeline provides clarity, sets expectations for all stakeholders, and allows for efficient resource allocation. From initial concept to final handover, each step requires careful consideration. Whether you are relocating to a new London office or refurbishing your existing workspace, understanding the intricacies of the timeline will empower you to make informed decisions and partner effectively with your chosen office fit out and refurbishment specialists . Prestige Interiors, with over 40 years of industry experience, has a proven track record of delivering complex projects on schedule.

The Importance of a Detailed Project Timeline for Your London Office Fit Out

Planning a project timeline for your London office fit out is arguably one of the most crucial first steps you will take. Without a detailed schedule, your project can easily drift, leading to budget overruns, missed deadlines for vacating previous premises, and significant disruption to your business operations. A comprehensive timeline acts as the roadmap for the entire project, guiding every decision and action from inception to completion.

Why is a detailed timeline so important?

• Sets Clear Expectations: It provides all stakeholders, including your internal team, your fit out partner, landlords, and other suppliers, with a clear understanding of key milestones and deadlines.
  
  
• Facilitates Resource Management: It allows for the efficient scheduling of labour, materials, and equipment, ensuring they are available when needed.
  
  
• Enables Budget Control: Delays almost invariably lead to increased costs. A well managed timeline helps keep the project on budget by minimising downtime and optimising workflow.
  
  
• Coordinates Multiple Parties: An office fit out involves numerous parties, from designers and contractors to furniture suppliers and IT installers. The timeline ensures their activities are synchronised.
  
  
• Minimises Business Disruption: For refurbishments in occupied spaces, or for moves requiring precise vacation dates, a detailed timeline is essential to minimise disruption to your day to day operations. This is a key focus of the Prestige Interiors approach.
  
  
• Aids Decision Making: Knowing the critical path and key deadlines helps prioritise tasks and make timely decisions, preventing bottlenecks.
  
  
• Tracks Progress: It serves as a benchmark against which to measure progress, allowing for early identification of potential delays and the implementation of corrective actions.
  
  

In a competitive market like London, where time is often money, a meticulously planned office fit out project timeline is not a luxury, but a necessity for a smooth and successful transformation of your workspace. It forms the backbone of effective office fit out project management.

Phase 1: Strategic Briefing & Needs Assessment – Laying the Groundwork for Your Office Fit Out Timeline

The very first phase in planning your office fit out project timeline is dedicated to defining precisely what your business needs and wants from its new or refurbished workspace. This strategic briefing and needs assessment stage is foundational; a poorly defined brief will inevitably lead to delays and changes later in the project. This phase can take anywhere from 1 to 4 weeks, or longer for very large or complex organisations.

Key activities during this phase include:

• Defining Business Objectives: Why are you undertaking this fit out? Is it due to growth, a lease expiry, a desire to change company culture, attract talent, or improve efficiency? Clear objectives will guide all subsequent decisions.
  
  
• Stakeholder Engagement: Identifying and involving all key stakeholders from across your business (e.g., senior management, HR, IT, departmental heads, staff representatives). Gathering their input ensures the new space meets diverse needs and fosters buy in.
  
  
• Workplace Strategy Development: Analysing current working practices and future aspirations. Will you adopt agile working, hot desking, or a more traditional layout? How much space is needed for collaboration versus focused work? This is where expert office space optimisation advice is invaluable.
  
  
• Headcount Projections: Assessing current staff numbers and realistic growth projections for the lifespan of the new fit out (typically 5 to 10 years).
  
  
• Technical Requirements: Defining IT infrastructure needs (e.g., server room, cabling density, Wi Fi coverage), AV requirements for meeting rooms, security systems, and any specialist equipment.
  
  
• Budget Establishment: Developing an initial, realistic budget for the entire project, including design fees, construction costs, furniture, IT/AV, and contingency.
  
  
• Timeline Expectations: Setting initial, high level expectations for when the project needs to be completed, considering factors like lease expiries or business milestones.
  
  
• Appointing a Professional Team: Deciding whether to engage an independent designer and project manager or opt for a design and build office fit out company like Prestige Interiors who can manage the entire process.
  
  

The output of this phase is a comprehensive project brief. The more detailed and well considered this brief is, the smoother and more efficient the subsequent stages of your office fit out timeline will be. Rushing this stage is a false economy.

Phase 2: Property Acquisition & Lease Events – Critical Timeline Milestones for Your New London Office

If your office fit out involves relocating to new premises in London, the property search, selection, and lease negotiation process will be a significant and often lengthy component of your overall office fit out project timeline. This phase can take 3 to 9 months, or even longer, depending on market conditions, the specificity of your requirements, and the complexity of lease negotiations. For refurbishments of existing space, this phase may be shorter or involve renegotiating terms if significant alterations are planned.

Key timeline considerations during this phase include:

• Property Search: Working with commercial property agents to identify suitable office spaces in London that meet your size, location, and budget criteria. This can involve multiple viewings and shortlisting.
  
  
• Building Due Diligence: Once potential properties are identified, conducting due diligence is crucial. This includes:
  
  
  • Technical Surveys: Assessing the condition of the building, its M&E services (HVAC, electrical capacity), and its suitability for your proposed fit out. An experienced fit out partner can assist with this.
    
    
  • Space Planning/Test Fits: Creating preliminary layout plans ("test fits") for shortlisted spaces to ensure they can accommodate your operational needs.
    
    
• Heads of Terms (HoTs) Negotiation: Agreeing the principal commercial terms of the lease with the landlord, including rent, lease length, rent free periods, break clauses, and any landlord contributions to the fit out. This stage can take several weeks.
  
  
• Legal Due Diligence and Lease Completion: Appointing solicitors to conduct legal due diligence on the property and negotiate the detailed wording of the Agreement for Lease (AFL) and the Lease itself. This is often the most protracted part of the property acquisition phase and can take 2 to 3 months or more.
  
  
• Landlord Approvals for Fit Out (Initial): The lease will usually require you to obtain the landlord's formal consent for your proposed fit out works (Licence to Alter). Initial discussions about the scope of your intended fit out may occur during lease negotiations.
  
  

It's vital not to underestimate the time required for this phase. Delays in securing a property or finalising the lease will have a direct knock on effect on your entire office fit out timeline. Starting your property search well in advance is highly recommended, especially in a competitive market like London. Engaging your fit out specialist early can also help, as they can provide valuable input on the suitability of potential spaces before you commit to a lease.

Phase 3: Concept to Detailed Design – Visualising and Planning Your Office Fit Out Project Timeline

Once the property is secured (or if refurbishing an existing space, once the brief is agreed), the design phase of your office fit out project timeline begins. This is where your vision starts to take tangible shape. This phase typically takes 4 to 12 weeks, depending on the size and complexity of the project and the number of revisions required.

Key stages within the design phase include:

• Concept Design & Space Planning:
  
  
  • Developing initial design concepts, mood boards, and 2D space plans based on the agreed project brief. This explores different layout options, adjacencies, and the overall look and feel of the space.
    
    
  • Client workshops and feedback sessions are crucial here to ensure the design aligns with your vision. This is a core part of the design excellence approach to office fit out and refurbishment.
    
    
• 3D Visualisation: Creating 3D renders, walkthroughs, or even virtual reality (VR) models to help you visualise the proposed design and make informed decisions before construction begins.
  
  
• Detailed Design & Specification:
  
  
  • Developing the approved concept design into a fully detailed set of construction drawings and specifications. This includes precise dimensions, partition types, ceiling plans, and construction details.
    
    
  • M&E Design: Producing detailed designs for mechanical, electrical, and plumbing (MEP) services, including HVAC layouts, lighting schemes, power distribution, data cabling routes, and fire alarm systems. This may involve specialist commercial electrical services consultants.
    
    
  • Finishes and Materials Selection: Choosing all interior finishes, such as flooring (carpet, LVT, timber), wall coverings (paint, wallpaper, panelling), ceiling finishes, and joinery materials. This stage considers aesthetics, durability, acoustics, sustainability, and budget.
    
    
  • Furniture Selection (FF&E): Selecting all loose and fitted furniture, including workstations, chairs, meeting tables, storage units, and breakout furniture, ensuring a functionality and comfort focus.
    
    
• Budget Refinement: As the design becomes more detailed, the initial budget will be refined into a more accurate cost plan.
  
  
• Statutory Approvals Preparation: Preparing documentation required for statutory approvals, such as Building Regulations approval.
  
  

Effective communication and timely decision making by the client are critical during this phase to keep the office fit out timeline on track. Delays in approving designs or selecting finishes can quickly impact subsequent stages.

Phase 4: Tendering & Contractor Appointment – Selecting Your London Office Fit Out Partner

Once the detailed design and specification are complete, the next step in your office fit out project timeline is to select and appoint the main contractor who will carry out the construction work. This tendering and appointment phase typically takes 3 to 6 weeks. If you have opted for a design and build route with a company like Prestige Interiors, this phase is integrated into their overall process, often streamlining the timeline.

If undertaking a traditional tender process, key activities include:

• Preparation of Tender Documents: Compiling a comprehensive tender package, which includes all detailed design drawings, specifications, schedules of work, contract preliminaries, and conditions of contract.
  
  
• Identifying and Shortlisting Contractors: Researching and identifying suitable office fit out contractors with relevant experience for your type and scale of project in London. Pre qualification questionnaires (PQQs) may be used to assess their suitability. You might consult resources like guides to the best office fit out companies in London for initial research.
  
  
• Issuing Tenders: Sending the tender package to the shortlisted contractors and setting a clear deadline for submissions.
  
  
• Tender Review and Analysis: Once tenders are received, they need to be carefully reviewed and analysed. This involves not just comparing prices, but also assessing the contractor's understanding of the project, their proposed methodology, programme, team, and experience. Clarification meetings or interviews may be held.
  
  
• Contractor Selection and Appointment: Selecting the preferred contractor based on a combination of price, quality, experience, and cultural fit. Contract negotiations will then take place, leading to the formal appointment of the contractor.
  
  

This phase requires careful management to ensure a fair and transparent process and the selection of a reliable partner who can deliver your London office fit out to the required quality, on time, and within budget.

Phase 5: Procurement & Lead Times – Managing Material and FF&E Delivery in Your Office Fit Out Timeline

A critical, and often underestimated, part of the office fit out project timeline is the procurement of materials, specialist equipment, and Furniture, Fixtures & Equipment (FF&E). Some items can have significant lead times, and failing to order them early can cause major delays to the construction programme. This phase often runs concurrently with other stages, starting as soon as key design decisions are made, and its impact is felt throughout the construction phase.

Key considerations for procurement and lead times:

• Identifying Long Lead Items: Early in the detailed design phase, it's crucial to identify any materials or items with long manufacturing or delivery lead times. Common examples include:
  
  
  • Bespoke joinery (e.g., reception desks, custom storage units)
    
    
  • Specialist glazing or partitioning systems
    
    
  • Imported stone or timber finishes
    
    
  • Custom light fittings
    
    
  • Specialist M&E plant (e.g., air handling units, chillers, if part of tenant works)
    
    
  • Office furniture, particularly if sourced from overseas or requiring customisation.
    
    
• Early Ordering: Once these long lead items are identified and specified, they need to be ordered well in advance to ensure they arrive on site when needed. This requires proactive coordination between the design team, the client, and the appointed contractor or specialist suppliers.
  
  
• Supplier Coordination: Managing multiple suppliers and coordinating their delivery schedules with the main construction programme is a complex logistical task.
  
  
• Storage and Logistics: If materials arrive on site before they are needed, appropriate and secure storage must be arranged. In busy London locations, on site storage can be limited, requiring careful just in time delivery planning.
  
  
• Furniture Procurement: The selection, ordering, and delivery of office furniture is a significant undertaking. Lead times for furniture can range from 4 to 16 weeks or more, depending on the manufacturer and level of customisation. This process should start early in the design phase.
  
  
• Impact of Supply Chain Issues: Global or local supply chain disruptions can impact lead times unexpectedly. Building some float or contingency into the programme for material delivery is advisable.
  
  

Effective management of procurement and a realistic understanding of lead times are essential to prevent your office fit out timeline from being derailed by late deliveries. An experienced fit out partner will have established relationships with reliable suppliers and robust procurement processes.

Phase 6: Pre Construction Approvals & Site Mobilisation – The Go Ahead for Your Office Fit Out Timeline

Before any physical construction work can commence on your office fit out project timeline, a number of crucial approvals must be obtained, and the site needs to be prepared for the works. This pre construction and mobilisation phase typically takes 2 to 8 weeks, running partly in parallel with procurement.

Key activities in this phase include:

• Landlord's Licence to Alter: Submitting your detailed Cat B fit out designs and specifications to the landlord or their managing agents for formal approval. The lease will stipulate the requirements for this. Landlords will want to ensure your plans do not adversely affect the building's structure, services, or other tenants. The time taken for this approval can vary depending on the landlord and the complexity of your plans.
  
  
• Statutory Approvals:
  
  
  • Building Regulations Approval: Submitting your plans to the local authority's Building Control department (or an Approved Inspector) to ensure compliance with UK Building Regulations (covering aspects like fire safety, accessibility, ventilation, structural integrity, etc.). This is a legal requirement.
    
    
  • Planning Permission (If Required): For most internal office fit outs, full planning permission is not required. However, if your works involve changes to the external appearance of the building, a change of use, or if the building is listed or in a conservation area, planning permission may be necessary. This can be a lengthy process (8 to 13 weeks or more) and should be identified very early.
    
    
• Health and Safety Documentation: Under the Construction (Design and Management) Regulations 2015 (CDM), a Construction Phase Plan must be developed before work starts on site. This outlines how health and safety will be managed during the construction phase.
  
  
• Site Surveys and Validation: Conducting any final site surveys, asbestos surveys (if applicable, especially in older buildings), and validating existing site conditions against the design drawings.
  
  
• Site Setup and Mobilisation: Once all approvals are in place, the contractor will mobilise to site. This involves:
  
  
  • Setting up site welfare facilities (toilets, canteen, office for site manager).
    
    
  • Establishing site security and access controls.
    
    
  • Implementing health and safety measures (e.g., signage, barriers, fire points).
    
    
  • Arranging for waste disposal.
    
    
  • Protecting any existing finishes or areas not affected by the works.
    
    

Securing all necessary approvals in a timely manner is critical. Delays in obtaining landlord consent or statutory approvals will directly halt the start of your on site office fit out timeline. Experienced fit out companies are adept at managing these approval processes.

Phase 7: The On Site Construction & Fit Out Process – Key Stages in Your Project Timeline

This is the phase where your new office physically takes shape. The on site construction and fit out process is the most visible part of your office fit out project timeline and its duration depends heavily on the size and complexity of the project. For a typical medium sized office in London, this phase could last from 6 to 16 weeks or more.

Key stages within the construction phase include:

• Strip Out (If Applicable): If you are refurbishing an existing space or taking over a unit with a previous tenant's fit out, the first step will be to strip out any unwanted elements (partitions, ceilings, flooring, M&E services) back to the Cat A shell or as required by the new design.
  
  
• First Fix M&E Services: Installation of the primary mechanical, electrical, and plumbing services. This includes:
  
  
  • Main runs of ductwork for HVAC.
    
    
  • Containment for electrical and data cabling (e.g., cable trays, conduits).
    
    
  • Installation of wiring for power and lighting circuits.
    
    
  • First fix plumbing for kitchens, tea points, and WCs.
    
    
  • Installation of fire alarm and sprinkler system pipework/cabling.
    
    
• Partitioning and Core Construction: Building new internal walls (studwork, plasterboarding), door frames, and any structural elements required by the design.
  
  
• Ceiling Installation: Installing or modifying suspended ceilings, including bulkheads or feature ceiling details.
  
  
• Second Fix M&E Services: Installation of visible M&E components after plastering and basic decoration. This includes:
  
  
  • Fitting light fixtures, power sockets, data outlets, light switches.
    
    
  • Installing air conditioning units, grilles, diffusers.
    
    
  • Fitting sanitaryware (toilets, basins, showers).
    
    
  • Connecting fire alarm heads, sounders, and control panels.
    
    
• Floor Finishes: Laying screeds (if required) and installing all chosen floor finishes (carpet tiles, LVT, timber, vinyl etc.).
  
  
• Wall Finishes and Decoration: Taping, jointing, and painting/wallpapering walls. Installing any feature panelling, tiling, or specialist finishes.
  
  
• Joinery Installation: Fitting bespoke joinery items such as reception desks, tea point units, storage cupboards, and feature wall units.
  
  
• Snagging and Quality Control: Throughout the construction process, regular quality checks and inspections are carried out. Towards the end, a formal snagging process identifies any minor defects or incomplete items that need rectification before handover. This commitment to quality is evident in the work showcased by Prestige Interiors.
  
  
• Commissioning of Services: Testing and commissioning all M&E systems (HVAC, electrical, lighting, fire alarms, security) to ensure they are operating correctly and meet design specifications.
  
  

Regular site meetings, clear communication between the contractor, client, and design team, and proactive problem solving are essential to keep the on site office fit out timeline on track during this intensive phase. This is where the benefits of choosing an experienced firm for your London office fit out project become particularly apparent.

Phase 8: Furniture Installation, IT/AV Setup & Move Management – Finalising Your Office Fit Out Timeline

As the main construction works draw to a close, the final stages of your office fit out project timeline involve installing furniture, setting up technology, and managing the physical move into your new London office. This phase typically takes 1 to 4 weeks, often overlapping with the final stages of construction and snagging.

Key activities include:

• Builders Clean: A thorough clean of the entire site to remove construction dust and debris, making it ready for furniture and final installations.
  
  
• Furniture, Fixtures & Equipment (FF&E) Delivery and Installation:
  
  
  • Coordinating the delivery of all office furniture (desks, chairs, storage, meeting tables, breakout furniture).
    
    
  • Assembling and installing the furniture according to the approved layout plans.
    
    
  • Installing any specialist equipment or fixtures.
    
    
  • This requires careful logistical planning, especially for large deliveries in central London.
    
    
• IT and Telephony Installation and Commissioning:
  
  
  • Installing and configuring IT hardware (servers, PCs, laptops), network switches, and Wi Fi access points.
    
    
  • Setting up telephone systems.
    
    
  • Testing all IT and communication systems thoroughly. This relies on the robust network infrastructure installed earlier.
    
    
• Audiovisual (AV) System Installation and Commissioning:
  
  
  • Installing screens, projectors, video conferencing equipment, and sound systems in meeting rooms and other designated areas.
    
    
  • Configuring and testing all AV systems.
    
    
• Final Snagging and Handover:
  
  
  • A final walkthrough with the client and contractor to identify any remaining snags or defects.
    
    
  • Rectification of all agreed snags.
    
    
  • Formal handover of the completed office space to the client, including all operating and maintenance (O&M) manuals, warranties, and compliance certificates.
    
    
• Move Management and Relocation:
  
  
  • Planning and executing the physical move of staff, equipment, and files from the old office to the new one. This may involve appointing a specialist relocation company.
    
    
  • Developing a detailed move schedule to minimise disruption to business operations.
    
    
  • Providing staff with information and support during the move in process.
    
    
• Post Move Support: The fit out partner may provide some initial post move support to deal with any immediate teething issues.
  
  

This final phase requires meticulous coordination to ensure a smooth transition into your newly fitted out London office. The goal is to have your team operational in their new environment as quickly and efficiently as possible.

Contingency Planning & Expert Project Management: Ensuring Your London Office Fit Out Timeline Stays on Track

Even with the most meticulous planning, unforeseen issues can arise during an office fit out project timeline. This is why building in contingency and having expert project management are crucial for keeping your London office fit out on schedule and within budget.

Contingency Planning:

• Time Contingency (Float): It's wise to build some "float" or contingency time into the overall project programme. This allows for minor delays (e.g., due to bad weather affecting deliveries, unexpected site conditions, or minor supplier issues) without necessarily impacting the final completion date. A typical time contingency might be 5% to 10% of the overall programme duration.
  
  
• Cost Contingency: Similarly, a financial contingency sum (typically 10% to 15% of the total project cost) should be allocated to cover unforeseen expenses, such as design changes requested by the client, unexpected site conditions requiring additional work, or price increases for materials.
  
  
• Risk Management: Identifying potential risks to the timeline early on (e.g., delays in landlord approvals, long lead times for specialist items, complex IT integration) allows for mitigation strategies to be put in place.
  
  

The Importance of Expert Project Management:
An experienced office fit out project manager, whether an independent consultant or part of a design and build company like Prestige Interiors, plays a vital role in keeping the timeline on track. Their responsibilities include:

• Developing and Maintaining the Master Programme: Creating the detailed project timeline and regularly updating it to reflect progress and any changes.
  
  
• Coordination: Managing and coordinating all parties involved, including designers, contractors, specialist subcontractors, suppliers, and the client team.
  
  
• Communication: Ensuring clear and regular communication with all stakeholders, providing progress reports, and flagging any potential issues. This is a cornerstone of the Prestige Interiors client approach.
  
  
• Problem Solving: Proactively identifying and resolving any issues or delays that arise, minimising their impact on the timeline.
  
  
• Quality Control: Ensuring the works are carried out to the required quality standards.
  
  
• Budget Management: Tracking costs against the budget and managing any changes.
  
  
• Change Management: Implementing a formal process for managing any client requested changes to the scope or design, assessing their impact on the timeline and budget.
  
  

Investing in robust contingency planning and skilled office refurbishment and fit out project management is crucial for navigating the complexities of an office fit out in a demanding environment like London. It provides the control and foresight needed to deliver a successful project, on time and to the client's satisfaction. Many of Prestige Interiors' case studies demonstrate their ability to manage complex timelines effectively, such as the rapid completion of the Morrison Water Services project.

By carefully considering each of these phases and working with experienced professionals, you can develop a realistic and achievable office fit out project timeline for your London workspace, paving the way for a successful and transformative project.