As a business grows, it invariably outgrows its premises. The early-stage location is probably not ideally suited to its evolving needs, and there is often a desire for a space that is customised to what the business has become. Transitioning to a new solution requires effort and coordination with professionals who may speak a different language. Here is a practical overview of the process and the key terminology you will encounter.
The Overall Plan: RIBA Stages
Building projects generally follow the Royal Institute of British Architects (RIBA) Plan of Work, which breaks down into four main actions:
- Stages 0–3: Feasibility — high-level planning, costing, and scoping.
- Stage 3: External approvals, such as planning permission and legal agreements.
- Stage 4: Detailed technical design.
- Stages 5–7: Construction and bringing the space into use.
Throughout the project, referencing RIBA stages is a useful marker for tracking progress.
Stages 0–3: Feasibility
These stages focus on setting project objectives, budgeting, and searching for a suitable property. Once a decision is made to buy, lease, or rent, the next step is determining how much customisation is needed. Buildings are generally offered in four conditions:
- Shell and core: Basic structure with core areas such as toilets and lifts, but nothing inside.
- CAT A: Includes ceiling, lighting, and raised access floor, but no carpet.
- CAT A+: Adds carpets, partitions, and IT infrastructure.
- CAT B: Fully equipped with furniture and fixtures (Fixtures, Fittings and Equipment).
Less fit-out offers more customisation but at a higher cost. The degree of fit-out supplied typically depends on lease length and the size of the premises.
Heads of Terms (HoTs)
For leased properties, Heads of Terms outline what alterations are permitted and the key financial conditions. Areas to watch carefully include: rent and break clauses; service charges covering communal areas; business rates; utility costs and car parking (which can be handled in various ways). Dilapidation costs — the cost of repairing damage beyond normal wear and tear when you eventually move out — can be a source of significant dispute. Agreeing a “schedule of conditions” before moving in is essential. Also be aware of wayleaves if you want to bring in your own data line through another party’s demised area.
Stage 3: External Approvals
Landlord approval for modifications is often required in the form of a Licence to Alter (LTA). Other approvals such as planning permission (for example, for signage) and building control approval may also be required depending on what is planned. An architect can advise on what is necessary.
Stage 4: Detailed Technical Design
The detailed design starts with the layout, which can be done by a specialist architect, space planner, or interior designer. Room Data Sheets (RDS) then capture all the equipment for each space. Procurement responsibilities are typically categorised into three groups: Group 1 (contractor supplies and installs, e.g. data cables); Group 2 (client supplies, contractor installs, e.g. legacy equipment); and Group 3 (client supplies and installs, e.g. graphics). Breaking things down this way ensures nothing is missed — IT is a classic area where gaps emerge.
Stages 5–7: Construction and Moving In
With thorough planning, construction and the move into new premises should run smoothly. A “moving champion” should ideally be appointed to manage the logistics — it is surprising how much time it all takes, from organising building access to transferring phone numbers. A business continuity plan should be developed to ensure operations run smoothly during the transition. Checklists covering HR issues, IT considerations, and the physical equipment are widely available online and worth working through carefully.
