I recently had a conversation with a client about their upcoming workplace refurbishment. They had a clear vision of what they wanted to achieve – and I helped put together some early high-level numbers to guide the conversation.
Based on the scope and aspirations, we were looking at something in the region of £150–£170 per sq.ft. But their actual budget? Roughly half that.
It’s a common challenge. Great workplaces don’t come cheap – but that doesn’t mean you can’t still achieve a strong result with the right approach.
I shared with them a similar project I’d worked on a few years ago, where we faced comparable cost pressures. Here’s what we did to get it over the line:
1. Cost Modelling by Functional Area
We broke down the available budget into workspace, meeting rooms, amenities and other functional zones. This gave stakeholders a clear view of where the money was going – and more importantly, where it mattered most. We prioritised the spend, scaling back scope in areas that were lower priority and protecting the ones that supported the business case.
2. Setting Cost Targets Early
Working closely with the design team, I set clear spending limits for each zone. This allowed the designers to stay creative within well-defined commercial boundaries – guiding design decisions before they became expensive to change.
3. Maximising Reuse
A huge part of the cost of any fit-out is what’s hidden above the ceiling or tied up in HVAC and partitions. We looked at:
– Keeping walls where they were to reduce ductwork reconfiguration
– Reusing glazed partitions
– Refurbishing and reupholstering existing furniture
– Re-using AV kit and hardware
We also reviewed what materials could be reclaimed or upcycled, extending the value of the existing fit-out.
4. Smart Lease Strategy
The lease included a reinstatement clause that would require the client to return the space to Cat A at the end. By reducing the number of cellular spaces in this project, we found opportunities to bring forward some of that Cat A reinstatement – using budget that had already been accrued elsewhere. Win-win.
5. Commercial Controls to Prevent Creep
Once the design was locked, we introduced change control governance to stop scope creep and keep things within budget. We also created a ‘wish list’ of enhancements – so that if contingency remained later in the job, we could add value back in.
The outcome? The client achieved a high-quality workplace, on time and on budget – with the confidence that every pound spent was aligned with their priorities.
When cost pressures hit, you don’t have to abandon quality. You just need to be smarter at the start with a more structured in your approach.
