What you need to know before starting a office refresh ?

Where do I even start with an office fitout?

Start with why you're moving or changing the space, more headcount, a lease event, hybrid working, culture change, before you start looking at floor plans. That "why" shapes every decision that follows, including whether you need a new lease at all. We can help you with our tailor made strategy workshop sessions or summits for larger organisations. 

Do I need a workplace strategy before I start designing?

Yes, for anything beyond a cosmetic refresh. Workplace strategy answers how your team actually works; design then translates that into space. Skipping straight to design usually means retrofitting decisions later that strategy would have caught upfront. The word strategy can sound like a long winded outcome, but we can get to the bottom of things in an hour or over many days depending how large the site is. 

Should I engage a designer before signing a new lease?

Ideally, yes. Pocketspace can test whether a space actually fits your headcount and ways of working before you're locked into a lease term, which avoids discovering a costly mismatch after signing. We can also help with cost estimates so you know the upfront cost of taking this lease on before signing. We can help with real estate feasibility reports on multiple sites which helps your decision making process.

What's the difference between a fitout and a refurbishment?

A refurbishment updates an existing layout, finishes and fixtures without major reconfiguration. A fitout typically starts from a base build or a stripped-back space and builds the full interior, layout, services and finishes, from scratch.

Can Pocketspace help me find and assess a new lease space?

We don't act as your leasing agent, but we can test-fit a shortlist of spaces against your headcount and workplace strategy before you commit, which is often the difference between a good and a bad lease decision.

What's the first meeting with Pocketspace actually like?

It's a conversation about your business, your team, how you work now, and what's driving the change. We're gathering context, not presenting design ideas yet.

Do I need to know my headcount before we start?

A current headcount and a growth estimate for the lease term are both useful early, since they drive space planning. If you're not sure yet, we can work through that with you as part of workplace strategy.

What if I'm not sure whether to renew my lease or relocate?

That decision benefits from the same workplace strategy thinking, understanding what your team actually needs, before you weigh it against each option's cost and disruption.

How much lead time should I allow before my lease renewal or move-in date?

As a guide, allow for roughly 6 weeks of design, plus around 4 weeks for building consent if required, plus 2 to 9 weeks of physical fitout depending on scope. Working backwards from your move-in date is the safest way to set your start date.

What do I need to bring to a first workplace consultation?

Current headcount, growth plans, any lease documents or floor plans you have, and an honest list of what isn't working in your current space.

Workplace Strategy

What is workplace strategy, and why does it matter?

Workplace strategy is the process of aligning your space to how your business actually operates, culture, work patterns, growth plans, before any design begins. It matters because a beautifully designed office built on the wrong strategy still won't work day to day. There is no point in going through this process and not getting the fundamentals right.

How do you figure out how much space we actually need?

We look at current and projected headcount, how many people are in the office on a given day if you're hybrid, and how much of your work is focused, collaborative, or client-facing. That combination gives a realistic space requirement, not just a desk count.

What's the difference between workplace strategy and interior design?

Workplace strategy decides how the space should function, ratios of desks to meeting rooms, work settings, adjacencies. Design then gives that function a physical form, layout, materials, lighting, and finish.

Should we plan for growth, or design for today's headcount?

Usually both, with growth built in as flexibility rather than empty desks. We aim to design a space that can absorb a reasonable amount of growth without needing to be redone in two years.

How do you decide between open plan, activity-based working, or assigned desks?

It comes down to how your team actually works, how much focus work versus collaboration happens, how often people are in the office, and what your culture expects. There's no universally right answer, only the right answer for your business.

What's activity-based working, and is it right for us?

Activity-based working gives staff a choice of settings, focus pods, collaboration areas, informal seating, rather than one fixed desk. It suits businesses with varied work types and hybrid patterns, but it needs genuine buy-in and enough variety of settings to work well.

How many meeting rooms does an office actually need?

More than most businesses assume. As a rough principle, a mix of small huddle spaces and fewer large boardrooms tends to get used more than a handful of big rooms, since most meetings involve two to four people. Its good to offer quiet zoom zones too.

Do we need a dedicated boardroom, or can that be flexible space?

Many businesses are better served by a large meeting space that can flex for board meetings, town halls or team lunches, rather than a boardroom that sits empty most of the week. You really need a few agile choices for your floorplan.

How do you plan for hybrid or work-from-home patterns?

By designing for peak in-office attendance rather than total headcount, and building in enough variety of settings that the office earns its place as somewhere people want to come in.

What role does company culture play in workplace strategy?

A significant one. Culture shapes whether leadership sits with the team or separately, how much space is given to informal interaction, and how hierarchical or open the layout should feel.

Should leadership sit separately, or among the team?

This depends entirely on your culture and how leadership wants to be perceived and accessible. Both approaches work when they're a deliberate reflection of how the business actually operates, not a default.

How do you future-proof a workplace design?

Through flexible infrastructure, services and joinery that can be reconfigured without major works, and by avoiding overly bespoke layouts that only suit today's team structure.

What data do you use to inform workplace strategy decisions?

Headcount trends, office attendance patterns if you're hybrid, meeting room usage where available, and direct staff input through surveys or workshops.

Can workplace strategy help reduce our real estate costs?

Yes, often significantly. Businesses frequently lease more space than they need because they're planning around desk counts rather than actual usage patterns, especially with hybrid work.

Timeline & Process

How long does an office fitout take from start to finish?

As a general guide: around 6 weeks for design, an additional 4 weeks for building consent if your fitout requires it, and 2 to 9 weeks for physical construction depending on scope. A straightforward fitout can move faster; a complex one with services changes will sit toward the longer end.

ons, finishes and documentation ready for pricing or consent.

How long does building consent take?

Where required, allow around 4 weeks. This runs after design documentation is finalised and before construction can start on the affected scope.

Does every office fitout need building consent?

No. Cosmetic changes, painting, flooring, furniture, loose fitout, typically don't require consent. Changes to structure, fire egress, or certain services usually do. We'll flag this specifically for your project once the design direction is set.

How long does construction take once consent is granted?

Generally 2 to 9 weeks, depending on the scope of works, how much of the existing fitout is being removed, and whether services like air conditioning, data or plumbing are changing.

What determines whether a fitout takes 2 weeks or 9 weeks?

Mainly the extent of demolition, whether services are being relocated, how much new joinery is involved, and site access or after-hours working restrictions in your building.

Can design and consent documentation happen at the same time as lease negotiation?

Early design work can often run alongside final lease terms being agreed, which saves time overall, though final documentation usually needs a confirmed lease and floor plan.

What happens between design sign-off and construction starting?

Pricing is confirmed with your builder, consent is lodged if required, and a construction program is set. This gap is where budget and timeline get locked in before physical work begins.

Can we stay in our current office during the fitout?

For a new premises fitout, yes, your team stays put until the new space is ready. For a refurbishment of an occupied space, staging is usually needed so parts of the office remain usable throughout.

What causes fitout timelines to blow out?

Most commonly, decisions left unresolved at design stage that surface again during construction, plus consent delays and long-lead-time items like specific furniture or joinery finishes.

How far in advance should we lock in our move-in date?

Work backwards from the total timeline, roughly 6 weeks design, plus consent if needed, plus construction, and build in a buffer. Locking a hard move-in date too early, before scope is settled, is a common source of pressure later.

Do we need to run the project around our lease dates?

Yes, your existing lease end date and your make-good obligations both need to be factored into the program from the start, particularly if there's any overlap risk with double rent.

What's the very first milestone in the process?

Agreeing the workplace strategy and space requirement, before any layout is drawn. Everything downstream is faster when this is settled first.

Can the fitout be staged if we can't vacate all at once?

Yes, staging is common for occupied refurbishments. It takes longer overall and needs careful sequencing, but it avoids relocating the whole team during works.

Cost & Budgeting

How much does an office fitout cost?

Cost varies widely based on scope, base build condition, services changes, and finish level, so we'll always work through a specific estimate for your project rather than quoting a blanket figure. Getting a realistic budget range early is one of the most valuable things we do at the start. start at a base of $1300m2 and go from there.

What's included in a fitout budget?

Typically: design fees, construction costs, consultant fees where needed (structural, fire, hydraulic, mechanical), and often furniture, though that can be scoped separately.

What's not included in a typical fitout quote?

Landlord-side base building works, IT and telecommunications infrastructure beyond cabling, and often loose furniture, unless specifically included in scope.

How do design fees compare to construction costs?

Design fees are a smaller proportion of total project cost but have outsized influence on it, since decisions made at design stage determine how efficiently construction budget is spent.

Is it cheaper to do a light refurbishment instead of a full fitout?

Generally yes, since less demolition and fewer services changes are involved. Whether it meets your actual needs depends on how well the existing layout suits your workplace strategy.

What drives cost up the most in an office fitout?

Relocating services, particularly plumbing, air conditioning and structural changes, plus fire compliance upgrades triggered by a change of use or layout.

Should we get multiple quotes before committing to a design?

It's reasonable to price-check construction costs once design is resolved. Getting multiple quotes before design is finished usually produces inconsistent numbers, since each builder is pricing a different level of detail.

How do make-good obligations from our old lease affect budget?

They add a cost that's separate from your new fitout budget but happens around the same time, so it needs to be planned for, particularly if timelines overlap.

Are there ways to phase a fitout to spread the cost?

Yes, phasing by area or by scope (for example, core fitout now, feature joinery later) is possible, though it can add some overall cost due to remobilisation.

Does furniture get budgeted separately from construction?

Usually, yes. Furniture, fixtures and loose items are typically a separate budget line from the building works, even when we manage sourcing as part of the project.

How do landlord contributions or incentives affect our budget?

Lease incentives or fitout contributions can materially offset your budget, so it's worth confirming these during lease negotiation, before design decisions are finalised. We find usually they will cover improvements to their asset such as ceiling grid/lighting/HVAC, flooring. We can help navigate these contributions pending your space.

What's a realistic contingency to hold in the budget?

A contingency is standard practice on any fitout, and we'll recommend a figure based on your project's specific risk factors, such as unknowns behind existing walls or ceilings.

Do we pay Pocketspace a percentage fee or a fixed fee?

We'll agree the fee structure with you upfront, whether that's a fixed fee, percentage-based, or hourly, based on your project's scope and complexity.

How early should we lock in a budget number?

As early as possible, ideally before or during initial workplace strategy discussions, so design decisions are made against a real number rather than adjusted after the fact. People are hesitant in giving a budget, but its good for designers to work from. Otherwise we design things that realistically get the cut.

Consultants & Other Professionals

Who else is involved in an office fitout besides the designer?

Depending on scope, a project can involve structural, fire, hydraulic, mechanical and acoustic engineers, plus a builder, electrician, and sometimes a quantity surveyor. We coordinate these consultants so you don't have to manage each one separately.When do we need a structural engineer?

Whenever a fitout involves removing or altering load-bearing walls, cutting floor penetrations, or hanging significant loads, such as heavy joinery or plant, from the structure.

When do we need a fire engineer?

When a layout change affects egress paths, fire separation, or the building's occupancy classification. This is common in larger or reconfigured office floors.

What does a hydraulic engineer do on an office project?

They design the plumbing for kitchens, bathrooms and any other water-connected fixtures, including drainage and hot water systems, and ensure it complies with code.

Do we need a mechanical engineer for air conditioning?

If your layout changes significantly or occupancy increases, the existing air conditioning system may need to be assessed or modified, which is where a mechanical engineer comes in.

What's the difference between a building surveyor and a building consent authority?

A building consent authority (often the local council) is who issues the consent. A building surveyor or compliance consultant can help prepare and manage documentation through that process.

Who manages the different consultants during the project?

We coordinate consultant input as part of the design process, so their requirements are built into the design rather than discovered after the fact.

Do we need an acoustic engineer?

For most standard office fitouts, acoustic design can be handled through material and layout choices without a dedicated consultant. Larger or more complex projects, particularly with base building acoustic issues, may warrant specialist input. (for example a recording podcast booth we would get the correct readings from engineers)

Who handles electrical and data cabling design?

An electrician and data cabling contractor, working from the layout we design, position outlets, lighting and data points to match your workstation and meeting room plan.

Does the landlord's building have its own requirements we need to follow?

Often, yes. Many commercial buildings have a fitout guide covering permitted hours, materials, and services connections, which we'll review early in the process.

Who's responsible for compliance sign-off at the end?

This typically sits with the building consent authority for consented work, alongside relevant trade certifications (electrical, plumbing) for the work completed. We can help with the CCC, COA or CPU for your project as part of the building consent or exemption process.

Do we need a quantity surveyor?

Not always. It's more common on larger or higher-budget projects where independent cost planning or progress cost checks add real value. We think Quantity Surveyors are fantastic though. I can’t imagine doing a new build without one. From our experience their figures vary about 15% to actual build cost.

How many consultants does a typical office fitout involve?

A simple refurbishment might only need a designer and builder. A full fitout with services changes can involve four to six different consultants across structural, fire, hydraulic, mechanical and electrical disciplines.

Who talks to the landlord on our behalf?

We're happy to liaise directly with your landlord or their building manager on design and fitout guide requirements, alongside you or your leasing agent.

Change Management with Your Team

How do we manage change with our team during a fitout?

Early, honest communication about why the change is happening matters more than the design details themselves. Staff who understand the reasoning tend to adapt to a new layout far more easily than those who feel it's been done to them.

Should we involve staff in the design process?

Some involvement, through surveys, workshops or representative input, tends to improve both the design outcome and how readily the team accepts it. Full design-by-committee isn't necessary or recommended.

How much should we tell the team, and when?

As soon as there's something real to share, direction, key dates, what's changing and why, rather than waiting until the design is finished. Uncertainty tends to generate more anxiety than the change itself.

How do we handle pushback on losing assigned desks?

Explain the reasoning clearly, connect it to how the team actually works day to day, and be honest about what's changing rather than downplaying it. Resistance usually eases once people experience the new setting rather than just hearing about it.

What if some staff resist hybrid or activity-based working?

This is common and normal. Clear guidelines, genuine variety of settings to choose from, and leadership visibly using the new ways of working all help adoption.

How do we prepare the team for moving to a new location?

Practical information (commute changes, amenities, moving logistics) alongside emotional buy-in (why this space, what it means for the business) both matter, and are worth communicating separately.

Should we run a pilot of new ways of working before the full rollout?

Where feasible, yes. A pilot with one team or floor surfaces real issues and builds internal advocates before a full rollout.

How do we communicate construction disruption to staff?

Clear, regular updates on what's happening, when, and how it affects them (noise, access, temporary arrangements) reduce frustration more than infrequent, vague updates.

What role does leadership play in change management?

A significant one. Visible leadership buy-in and participation in new ways of working, rather than exemptions for senior staff, strongly influences how the rest of the team responds.

How do we handle staff who are anxious about an open plan layout?

Acknowledge the concern directly rather than dismissing it, and where possible, build in quiet or focus spaces as part of the design so the layout genuinely supports different working styles.

Should we survey staff before and after the fitout?

It's a useful way to capture genuine input before design, and to measure how well the new space is actually working once it's in use.

How long does it take a team to adjust to a new workspace?

Typically a few weeks to a couple of months for people to settle into new routines, particularly with a meaningful change like activity-based working.

What's the biggest change management mistake companies make?

Treating the fitout as purely a physical project and leaving communication and culture considerations until the end, rather than planning them alongside the design from the start.

Can Pocketspace help with staff communication, or is that on us?

We can support with visuals, timelines and materials that help you communicate the project internally, though the communication itself generally sits best coming from your own leadership.

Acoustics

Why does acoustics matter so much in office design?

Noise is one of the most common complaints in modern offices, particularly open-plan ones, and it directly affects concentration, wellbeing and how much staff actually want to be in the office.

What's the biggest acoustic complaint in open-plan offices?

Overheard phone calls and conversations disrupting focus work, closely followed by a general lack of anywhere quiet to retreat to.

How do you reduce noise in an open-plan office?

Through a combination of soft, sound-absorbing materials, deliberate zoning of loud and quiet activities, and enough enclosed spaces for calls and focus work.

What materials help with sound absorption?

Acoustic panels, soft furnishings, carpet, and certain ceiling systems all absorb sound, reducing echo and overall noise levels compared to hard, reflective surfaces.

Do meeting rooms need special acoustic treatment?

Often, yes, particularly where confidentiality matters. Wall and door specifications, along with internal finishes, both affect how well sound is contained.

What's the difference between sound absorption and sound blocking?

Absorption reduces echo and noise buildup within a space using soft materials. Blocking (sound insulation) stops noise transferring between spaces, which relies on wall, door and ceiling construction rather than surface finishes.

How do phone booths or quiet rooms help with acoustics?

They give people somewhere to take calls or do focus work without disrupting or being disrupted by the wider office, which significantly reduces the overall noise floor in open areas.

Can carpet or flooring choice affect noise levels?

Yes, soft flooring absorbs sound and reduces footfall noise, whereas hard flooring reflects and amplifies it. It's one of the simpler acoustic decisions in a fitout.

How do ceiling choices affect acoustics?

Acoustic ceiling tiles or baffles absorb sound that would otherwise bounce around a space, which is especially important in offices with hard flooring or high ceilings.

What's acoustic privacy, and do we need it?

Acoustic privacy means conversations in one space aren't easily overheard in another. It matters most for meeting rooms, HR spaces, and any area handling confidential discussions.

Can bad acoustics be fixed after a fitout is finished?

Sometimes, with added soft furnishings, panels or rugs, but it's far more effective and cost-efficient to design for acoustics upfront rather than retrofit afterward.

Are there acoustic standards or ratings we should ask about?

Yes, and we can advise on relevant acoustic performance targets for your project, particularly for meeting rooms or shared-tenancy floors.

How do you balance acoustics with an open, collaborative feel?

By zoning the space thoughtfully, keeping open, collaborative areas separate from focus zones, rather than trying to make one open area serve every purpose.

Does furniture placement affect sound in a space?

Yes, high-backed furniture, screens and strategic placement can all help break up sound paths and create a degree of acoustic separation without full walls.

Compliance, Sustainability & Other Considerations

Does our fitout need to meet accessibility requirements?

Yes, accessibility requirements apply to commercial fitouts and are factored into layout, circulation widths and amenities from the design stage.

What sustainability options exist for an office fitout?

Options include specifying lower-impact materials, energy-efficient lighting, and designing for longevity so the fitout doesn't need major replacement in a few years.

Do we need to consider fire egress and exit paths in the layout?

Always. Egress requirements influence layout decisions from the start, and any change to circulation or exit paths needs to be checked against fire requirements.

What happens to our old furniture and fitout materials?

Where possible, we look at reuse, resale or donation options before disposal, which can also reduce your overall project cost.

How do we handle IT and data cabling in the new design?

We coordinate with your IT provider or cabling contractor early, so data points, server rooms and cabling pathways are built into the layout rather than added afterward.

What's the biggest thing companies wish they'd known before starting a fitout?

Almost universally, that workplace strategy and change management deserve as much attention as the physical design, since a well-designed space still needs the team on board to actually work.