One Simple Trick to Save Time and Money When Planning a Commercial Build-Out

Planning a commercial build-out, for any type of company space, has long been a slow-moving, somewhat tedious, game of guessing and waiting. Whether the job is for an office space, industrial or flex property, or a retail space, the process is mostly the same. In this article we will explore three ways you can save money and avoid problems when planning a commercial build-out.

At its core the build-out process consists mainly of passing of ideas between professionals. Only a small number of changes may be made by each before it is reviewed by the next. Such back-and-forth often results in a great deal of time spent on waiting rather that doing. This time could have been spent far more effectively if focused on the more essential aspects of planning a commercial build-out. Moreover, communication gaps can cause unnecessary work, frustration, and expense.

The first and best way to begin when planning a commercial build-out – especially if your company is preparing for a significant move or expansion –is to gather all the relevant professionals together in one room for a kick-off meeting. Inviting them to take part in an open discussion alongside your staff is an excellent way to get the project started on the right foot. This early meeting will set expectations for the project and ensure progress. This kick-off meeting is a great way to foster positive working relationships as well and make sure everyone knows each other. If it’s too difficult to schedule an in-person meeting, arrange a virtual meeting.

Once you have the entire team working together you need to review the scope of work. The scope of work refers to the overall construction to be completed during the project. When planning a commercial build-out it is vital that everyone understands and agrees on the scope of work. Reviewing the scope will ensure all parties understand the timing of the project, the expectations, and finances involved. You may also solicit helpful feedback and guidance from the project team during this discussion. For instance, the permitting office in your city may be experiencing delays, and the team may recommend ways to expedite the application. Without a review of the project with the entire team this recommendation could be missed. The discussion regarding scope of work will enable faster and more cohesive decision making, and simplify everyone’s understanding when planning a commercial build-out.

The third way you can leverage the project team is to schedule cadence meetings regularly. It is recommended to discuss a cadence frequency during the kick-off meeting to get buy in from all parties. A project without regular communication is doomed for delays, cost overruns and possibly failure. When planning a commercial build out you should consider the estimated length of the project, the key milestones, and then decide how frequently the team should meet.

When planning a commercial build-out the key to a successful project is communication and teamwork. Your project team must be in sync and on the same page at all times. Gathering everyone together for a kick-off meeting will get things started. Scheduling regular cadence meetings will keep everyone on track. Discussing the scope of work will ensure key details are reviewed and smart ideas are implemented. Together these tips will guide your commercial build-out project and give you the best possible chance to maintain costs and hit your timelines.