Office renovations can hinder the ability of staff to perform their tasks and may be disruptive to the overall flow of business. For the facility manager, who is accountable for overseeing the flow of trades and/or interfacing with the design lead, the period of renovation can be daunting. With management expecting seamless execution and employees anticipating minimal disruption, the facility manager has to avert frustrations on both sides while exerting some semblance of control.

Here are six tips for facility managers that can make for smoother sailing during an office overhaul.

1. Select the right partner
To ensure accountabilities are backed up with trusted and reliable service, select an able and experienced partner. Choose an innovative, forward-thinking workplace solutions expert with project and change management capabilities, and a reputation for providing cost-effective workspace services that are attractive, user-friendly, technologically adaptable and, ultimately, flexible.

2. Evaluate partner benefits
Look for a service provider with experience in relocation and move management, an understanding of the role that delivery and installation play during ‘facility flux,’ and an ability to assist with asset management and warehousing solutions, if needed. Ensure this partner is able to provide a variety of functional furniture and equipment choices.

3. Check, check and check again
Every renovation project has specific timelines, assigned budgets and forecasted milestones. Make sure these are sound, measurable and achievable. Meet with the service provider at regular intervals to avert any nasty overtime costs.

4. Communicate with transparency
Regularly update management and staff on the progress of the renovation. This will solidify control over the project, while assuring stakeholders that the renovation is progressing towards its intended target. If the project involves the use of swing spaces, provide adequate notice to staff of how and when impending changes will affect them.

5. Acknowledge problems and position solutions
Provide updates to stakeholders when challenges arise. Let them know why the project has been delayed and what actions are being taken to get it back on track.

6. Reaffirm positive outcomes
Let staff know how they will benefit from the renovation. Whether the goal is greater productivity, more customized workplace tools, more light, less noise, more storage or the addition of collaborative meeting spaces, it’s important to understand the objectives and be able to affirm how the results will benefit everyone.

Maurice Benatar is vice-president of marketing and business development at Mayhew, an award-winning interior designer and workspace solutions provider.