Expert advice: Questions to ask your Melbourne commercial fitout company before signing a contract

Commercial fitout projects are a major investment for any business, whether upgrading your current office or moving into a new space. With so much at stake, choosing the right Melbourne commercial fitout company isn’t a decision to be taken lightly.

The number of commercial fitout companies Melbourne has to offer are numerous, each with their unique approach, experience, and portfolio. You won’t run into a shortage of options, but the real challenge lies in finding the one that’s best suited to your specific needs.

That’s why before making any commitments and putting the pen to paper, it’s important to ask the right questions to ensure you’re getting the best fitout experience possible. The below guide will give you a comprehensive list of questions to ask your shortlisted companies; that way, you’re empowered to make an informed decision.

First, you need to understand the level of expertise your potential commercial fitout company has. You don’t want to partner with a company that has little or no experience in handling projects on the same scale as yours. 

Two questions you can ask to ensure the company is up to par are:

Question: What is your experience with projects similar to ours?

There are plenty of top-notch companies offering commercial office fitout solutions, but the key lies in the company’s experience in handling projects like yours. Whether in terms of commercial space size, industry, or design requirements, it’s important to know that the company is familiar with the type of project you have in mind. 

This will give you confidence that they have the necessary extensive expertise and knowledge to effectively execute your fitout.

Question: Can you provide references or case studies from past projects?

It’s one thing to hear about a company’s experience, and another to see tangible proof. Don’t buy into claims without seeing solid examples of their work. 

Ask for case studies from complete office fitouts they have completed to get an idea of their capabilities and the quality of work you can expect. You can also request references from previous clients to get a first-hand account of their experience in working with the company.

Pro Tip: While it’s great to see the company’s entire portfolio, be sure to focus on projects that are similar in scope to yours. This will give you a better understanding of what the company can deliver for your specific office fitout, office renovation, or office refurbishment project.

Your experience during the office fitout process will matter just as much as the end result. In other words, it isn’t just about achieving the desired design and functionality for your office space, but also how smoothly the project is executed. This is where project management come into play. Here are 2 questions to ask the potential contractor:

Question: What will be included in your services, and are there any limitations we should be aware of?

Misaligned expectations can be a major source of conflict and delays in office fitouts. To avoid this, make sure to have a clear understanding of what services the contractor will provide, as well as any limitations to their scope of work.

This can include tasks such as design conceptualization, material selection, construction, installation, and post-fitout clean-up. In contrast, limitations could be related to specific design elements or top-quality materials that the contractor doesn’t have access to.

Knowing exactly what to expect from the beginning will help manage your expectations and ensure that you’re both on the same page throughout the project.

Question: Who will be our main point of contact, and how often can we expect updates?

The success of any commercial fitout project relies heavily on effective communication. A professional team would have a clear communication process in place, with a dedicated project manager serving as the main point of contact. This person is responsible for overseeing all aspects of the fitout process and communicating updates to you regularly.

However, in case your company of choice operates differently, it’s best to clarify who your main point of contact will be and how often you can expect updates. This will ensure that you’re always in the loop about the progress of the project and any potential issues that may arise.

Office fitouts are rarely a one-size-fits-all solution since no two Melbourne businesses are exactly alike. Understandably, you’ll have specific requirements that need to be addressed in your office fitout project. You need to be sure that these needs can be accommodated by the contractor you choose and that they won’t box you in with limited options. 

Here’s what to ask to get an idea of the contractor’s design and customisation capabilities:

Question: How do you tailor designs to a client’s specific needs and brand?

“We’re flexible” is a very common statement in office fitout services, but it always pays to ask for specifics.

An expert team should be able to provide concrete examples of how they’ve tailored designs to their clients’ specific needs. This can include incorporating branding elements into the design, accommodating special requests for equipment or office furniture, offering customisation options for finishes and materials, and more.

It’s also important to ask how involved you can be in the design process. Some companies may have a hands-off approach and only present you with a finished design, while others may involve you every step of the way to ensure that your vision is brought to life in the final design.

The more detailed the answer, the more confident you can be in their ability to customise an office fitout that meets your specific needs.

Question: What are the options for customisation, and how do you handle design changes during the project?

Closely related to the previous question, it’s important to ask about the specific customisation options. Some contractors may have restrictions due to their suppliers or production methods, so it’s best to discuss these options upfront to avoid any surprises.

For instance, they may allow you to choose from a range of finishes or materials for office desks but may not be able to offer completely custom pieces. 

In addition, it’s crucial to establish expectations regarding design changes. This is inevitable in most projects as ideas evolve and unforeseen circumstances arise. A good contractor should have a clear process in place for addressing design changes, including how they’ll affect the project’s timeline and budget.

You don’t want to be caught off guard by rejections or excessive fees for design changes, so it’s important to have these conversations early on.

You probably have a deadline in mind for when you’d like your new office space to be ready. This may be driven by lease agreements, business launch dates, or other factors. It’s essential to discuss this timeline with any potential contractors before making a decision. Here’s how to gauge their ability to meet your office design timeline:

Question: What is the projected timeline for our project, and how do you manage deadlines?

Setting realistic expectations for the project timeline is key in ensuring that your office fitout runs smoothly. Ask the contractor to provide a detailed project schedule outlining major milestones, deadlines, and estimated completion dates.

On top of that, it’s a good idea to understand how the operations work behind the scenes. How do they handle unexpected delays or setbacks (even ones that are out of control, such as weather conditions or supply chain issues)? A reputable contractor will take these factors into account when providing a realistic timeline for your project.

Be wary of contractors who promise a quick turnaround without providing concrete evidence to back it up. A rushed project can lead to subpar work and unexpected delays, ultimately costing you more time and money in the long run.

Question: How do you ensure the project stays on budget, and what happens if there are overruns?

One of the most unfavourable outcomes of any project is going over budget. One day, you’re paying for a new office space, and suddenly you’re shelling out extra funds to cover unexpected expenses. To avoid this, make sure to discuss the budget with your contractor and ask how they’ll handle any potential overruns.

If you’re making the right choice, your contractor will have a detailed understanding of the project scope and provide you with an itemised breakdown of all costs associated with the project, including labour, materials, and any additional fees or expenses. They’ll also be transparent about their billing process, invoicing cycle, and payment terms.

Not just that, but they should also have contingency plans in place to address any unexpected expenses that may arise during construction. For instance, what happens if materials become backordered or if the project experiences delays due to unforeseen circumstances?

Make sure to discuss these scenarios with your contractor beforehand and have a clear understanding of how they’ll handle them.

Last but not least, the best office fitouts Melbourne contractors will treat you as their top priority even after the project is completed. They’ll provide sufficient post-completion support and address any issues or concerns that may arise. To make sure this is what you’re getting, ask potential contractors the following:

Question: What kind of support do you offer after the project is completed?

Most commercial office fitouts require ongoing maintenance and repairs post-completion for a variety of reasons. It’s important to know if your contractor will be available for any necessary touch-ups or repairs after the project is completed, and what their process is for addressing these issues.

The last thing you want is to be left with a finished space that starts falling apart within a few months due to poor craftsmanship or lack of follow-up support from the contractor. As such, ask about their warranty policies and if they offer any sort of guarantees for their workmanship.

Question: Are there any sustainability practices incorporated into your projects?

Lastly, it’s important to consider the environmental impact of your office fitout and whether the contractor has any sustainability practices in place. This could include using eco-friendly materials, implementing energy-efficient solutions, or following green building guidelines.

Not only is this beneficial for the environment, but it can also help save on long-term operational costs for your business. If sustainability is important to you (and it should be!), make sure to discuss this with potential contractors and see how they incorporate it into their projects.

The best commercial office fitouts Melbourne has to offer are the ones that meet your specific needs and preferences. Otherwise, it’s just another cookie-cutter fitout that doesn’t truly reflect your brand or function well for your employees.

That’s why it’s best to take all the time you need to thoroughly research and vet potential partners and ask the right questions. 

And if you’re planning for an office fitout project at the moment, we’d love to help.