Morphos top tips for starting a fit out 

When you’ve worked in this industry for as long as we have, you tend to see a few patterns emerge with clients and across a range of projects. Interestingly, the experience of a client does not always provide protection from falling into some of the common traps. At morphos, we like to help our clients ensure the best possible result and experience with their fit-out; so, whether you’ve done it all before or have never been involved with developing a new business facility, here are some of our top tips for starting your office fit out.  

Briefing 

A brief is the information you provide to your designer, builder or project manager, as to the requirements of the project, covering everything from cost, timing, functional needs, culture, aesthetic elements etc.  

Of course, the better the brief, the better and more certain the outcome, so a thorough brief is a worthwhile investment. Spend some time before you commence a build to define what you want. Maybe start a Pinterest board, write a list, talk to your team or friends and family, think about how the business and its teams work within their respective environment and with the outside world. It is also worth looking at what might not be working so well, what the future may hold and what solutions may be available in new technology and alternative workplace settings.  

The Project methodology adopted by Morphos helps its clients investigate all of the relevant issues to be considered and in the depth required to form a sound brief; and by incorporating roles of both designer and builder/project manager, ensure that these needs are retained through the process and avoid surprises that can add to cost or time.  

 

 

 Read  

It might seem pretty simple, but reading (to understand) is often overlooked or forgotten. We would always advise to read the budget, read the contract and associated supporting documents, and to thoroughly review the documentation package.  

The Documentation package and scope of works/budget for your new space will show and or list everything that is going to be built, installed or delivered as part of your project. Take the time to read through carefully to ensure you understand what to expect with the final result, and if you don’t get it, that’s ok! Your point of contact, whether it’s a designer, project manager, or builder, is on your side so ask them for clarification. At morphos, we pride ourselves on comprehensive and easy to understand documentation and of course our team will always be available to run through the material prepared and ensure our clients are happy that the details reflect what is understood or expected  

Contingency 

Fit-outs are complex projects with many variables, often revealing unforeseen elements as work progresses. This makes it difficult to provide fixed quotes upfront unless extensive detailing, specifications, and site investigations have already been done. Instead, projects usually start with an “indicative budget” — a professional estimate based on initial information, site conditions, and building requirements.

As clients get deeper into the process, their understanding of their organization's needs may evolve, and changes can arise despite having a solid brief. Morphos helps clients prepare realistic budgets and timelines, recommending financial buffers and extra time for unexpected developments.

With more detailed briefings, site inspections, and contractor input, Morphos identifies potential cost and time impacts early, keeping projects on track. While no two projects are the same, Morphos provides tailored guidance on appropriate contingencies for each project. 

Get started early 

In line with the first few tips, being briefing and contingency, it is always advisable to start the process of understanding your needs and obtaining assistance as early as possible. Morphos will often be called upon in early stages when stay vs. go scenarios or workplace/organisational changes are involved, as our assistance there is likely to be obvious.  

Unfortunately, we too often encounter businesses that have more certainty of their need to move than start their property search or, worse still, commit to premises before their needs are fully assessed and the suitability of property options considered. Will you fit? Have you allowed for growth, new tech, contemporary accommodation needs and practices? Have you allowed enough time and set an appropriate budget? Do you need to allow make good on exit of the current premises? Are there elements making fit-out in one space more costly or with some disadvantage over another? Have processes in the Buildings fit-out guidelines been factored? Can the premises accommodate your power or air-conditioning requirements? Do the arrangements on landlord contributions work for cashflow?  …and we could go on! 

A great place to start for some clients is working with a tenant rep/property consultant that has early involvement; however, none have the ability to provide all the assistance you need, or can offer all aspects themselves, in a manner that for many organisations could be relied upon as competitive.    

 

Importance of Communication and Timing 

If you’ve ever watched a renovation show you might have some understanding of how fast things can move on site. In a commercial situation, with sufficient planning, strict WHS and building management guidelines, activity is not as hectic as sometimes seen on TV, but where time means money to all involved, progress is brisk. This is great when things go to plan, but not so great when things need acknowledgement or approval; a delay on replying to a query could have a much greater impact on construction than you might think.   

Always remember, construction is a joint initiative; the ultimate collaboration, where the client and designer or builder, work together to achieve the end goal: a completed space, ready to move in. Like a game of tennis, if there’s no return, there’s no game; one side can’t do what they need without the other.   

We could easily spend more time talking about fit-outs (we’re big fans if you didn’t know), but rather than blather on, send us an email (info@morphos.com.au) – we’re always up for a chat!