One Simple Trick to Save Time and Money When Planning a Commercial Build-Out

by Oct 28, 2019Commercial Construction, Tenant Tips

One Simple Trick to Save Time and Money When Planning a Commercial Build-Out

Save Money and Avoid Problems When Planning a Commercial Build-out

Planning a commercial build-out, for any type of company space, has long been a slow-moving, somewhat tedious, game of guessing and waiting. Whether the job is for an office space, industrial or flex property, or a retail space, the process is mostly the same. In this article we will explore three ways you can save money and avoid problems when planning a commercial build-out.

At its core the build-out process consists mainly of passing of ideas between professionals. Only a small number of changes may be made by each before it is reviewed by the next. Such back-and-forth often results in a great deal of time spent on waiting rather that doing. This time could have been spent far more effectively if focused on the more essential aspects of planning a commercial build-out. Moreover, communication gaps can cause unnecessary work, frustration, and expense.

Gather Everyone in the Same Room

The first and best way to begin when planning a commercial build-out – especially if your company is preparing for a significant move or expansion –is to gather all the relevant professionals together in one room for a kick-off meeting. Inviting them to take part in an open discussion alongside your staff is an excellent way to get the project started on the right foot. This early meeting will set expectations for the project and ensure progress. This kick-off meeting is a great way to foster positive working relationships as well and make sure everyone knows each other. If it’s too difficult to schedule an in-person meeting, arrange a virtual meeting.

Review the Scope of Work

Once you have the entire team working together you need to review the scope of work. The scope of work refers to the overall construction to be completed during the project. When planning a commercial build-out it is vital that everyone understands and agrees on the scope of work. Reviewing the scope will ensure all parties understand the timing of the project, the expectations, and finances involved. You may also solicit helpful feedback and guidance from the project team during this discussion. For instance, the permitting office in your city may be experiencing delays, and the team may recommend ways to expedite the application. Without a review of the project with the entire team this recommendation could be missed. The discussion regarding scope of work will enable faster and more cohesive decision making, and simplify everyone’s understanding when planning a commercial build-out.

Schedule Cadence Meetings with Project Team

The third way you can leverage the project team is to schedule cadence meetings regularly. It is recommended to discuss a cadence frequency during the kick-off meeting to get buy in from all parties. A project without regular communication is doomed for delays, cost overruns and possibly failure. When planning a commercial build out you should consider the estimated length of the project, the key milestones, and then decide how frequently the team should meet.

Conclusion

When planning a commercial build-out the key to a successful project is communication and teamwork. Your project team must be in sync and on the same page at all times. Gathering everyone together for a kick-off meeting will get things started. Scheduling regular cadence meetings will keep everyone on track. Discussing the scope of work will ensure key details are reviewed and smart ideas are implemented. Together these tips will guide your commercial build-out project and give you the best possible chance to maintain costs and hit your timelines.

Ready to Secure
Your Space to Thrive?
Let's Talk!

2000 W Loop S, Suite 400
Houston, Texas 77027

Our Services

Renew
Renew
Relocate / Relocate Early
Relocate / Relocate Early
Expand
Expand
Downsize
Downsize
Sublease / Terminate
Sublease / Terminate
Purchase
Purchase
Sell
Sell
Healthcare Tenant & Buyer Agents
Healthcare Tenant & Buyer Agents
Portfolio Management
Portfolio Management
Data Analytics
Data Analytics
Economic Incentives
Economic Incentives

What our Clients Say

  • Ryan Hartsell is great to work with!

    Patricia Smith Avatar Patricia Smith
    November 23, 2022

    Vincent Vega has been so helpful throughout the process of obtaining a new office space. He was always available to answer all questions when needed. I definitely will recommend him.

    Faustine Avatar Faustine
    August 23, 2022

    Chase McAteer worked diligently with our team on finding a suitable location for our business. Our needs are a bit unique, but Chase took the time to understand. ... read more

    David Singleton Avatar David Singleton
    August 23, 2022
  • Ryan Hartsell and his team did a great job of helping us look at new space options and then renegotiate with our current space in a beneficial way. We... read more

    Mark B Avatar Mark B
    February 23, 2023

    Oxford Partners, and specifically D.J. Hale, provided us with the best representation we could possibly ask for when searching for a property to purchase for our church. They will be... read more

    Matthew Hefti Avatar Matthew Hefti
    August 16, 2023

    Working with Chase is the absolute best! He's knowledgable and has your best interest at heart when finding a commercial space for your business.

    Emma Wilking Ghelber Avatar Emma Wilking Ghelber
    August 16, 2023
  • We have used Ryan and his team for years, for our commercial leasing needs. He's prompt, professional, and tenacious in ensuring your looking out for your best interests, throughout... read more

    Dave L Avatar Dave L
    August 2, 2023

    I had a great experience with Oxford Partners. Matt Rogers helped me and my Law firm secure a great new lease on a fantastic building/office. There is no... read more

    Sean Darvishi Avatar Sean Darvishi
    August 16, 2023

    I would recommend Oxford Partners, and specifically D.J. Hale, to anyone looking for a commercial broker. Several months ago, our church—a relatively new mission church in Houston, located in the... read more

    President Hope Lutheran Avatar President Hope Lutheran
    August 17, 2023
  • Chase was outstanding when I needed help finding commercial real estate for my medical practice. I had specific requirements and he worked relentlessly to find me options in a seller's... read more

    Dr Iyad Daher Avatar Dr Iyad Daher
    September 23, 2022

    You don't want Chase McAteer, you NEED Chase McAteer! I had the pleasure of working with Chase a little over 5 years ago when I started a new company and... read more

    Diana Dang Avatar Diana Dang
    August 16, 2023

    I recently had the privilege of working with D.J. Hale on a couple of projects. I have to congratulate you folks on having such a wonderful person in your employ.... read more

    Kenneth Kleinmann Avatar Kenneth Kleinmann
    February 23, 2023
  • Oxford Partners is the way to go if you’re looking for the right space and great contract negotiations. Their communication, professionalism, and Friendliness is unbeatable. They make you feel like... read more

    James Stevens Avatar James Stevens
    August 16, 2023

    Absolutely relentless. Garth Plyler is our hero. We started looking for new corporate offices and he didn’t quit until we were in the new place. He worked until he found... read more

    Don Doyle Avatar Don Doyle
    August 2, 2023

    Chase McAteer at Oxford Partners: I met Chase McAteer when I was looking for a leasing space for my therapy center in 2020 in Houston Texas, just at the start... read more

    Premala Naidoo Avatar Premala Naidoo
    August 23, 2022
  • Absolutely awesome experience! Nick out in Raleigh is amazing to work with. He helped me find the perfect location in a market that did not seem to friendly for a... read more

    Robert Winters Avatar Robert Winters
    April 23, 2023

    Ryan and Oxford Partners have been a tremendous asset to our business. Their dedication to serving our needs is unparalleled.

    Victor Lee Avatar Victor Lee
    August 23, 2022

    Oxford Partners handled the 2022 negotiation of Strategic Construction's corporate lease renewal flawlessly. Ryan Hartsell knew the market and had a great working relationship with the landlord reps, that he... read more

    Matt Beshara Avatar Matt Beshara
    August 23, 2022
  • They've helped me with two leases now and they've gotten us very good rates compared with the broader market. I'll use them again

    Omar Abou-Sayed Avatar Omar Abou-Sayed
    May 23, 2023

    Chase has deep expertise in commercial leasing. He's patient, professional, and continued to grind on our behalf day-after-day in a tough market. We couldn't recommend him strongly enough.

    Corey Astill Avatar Corey Astill
    March 23, 2023

    Highly recommended! We were in an urgent need of assistance in relocating our facility, and Chase was just beyond helpful throughout the whole process. Very professional, knowledgeable, and always beyond... read more

    Sean Choi Avatar Sean Choi
    August 23, 2022
  • Working with Oxford Partners to find our companies new office space went really well. We had the pleasure of working with DJ who was professional, helpful, and responsive throughout the... read more

    Drew Roberts Avatar Drew Roberts
    July 23, 2023

    Vincent assisted my law firm in securing new office space and was always responsive, insightful and a great advocate for my business throughout the entire process. I cannot... read more

    Brian Nguyen Avatar Brian Nguyen
    August 23, 2022

    This was my first time retaining a broker. Mr. Hale is professional and effectively communicative. The absolute best! I highly recommend him.

    VY NGUYEN Avatar VY NGUYEN
    August 16, 2023
  • Ryan and Melissa with Oxford Partners were amazing to work with and helped our company locate a new clinic space in a very short timeframe. The communication was excellent throughout... read more

    Principle Health Systems Avatar Principle Health Systems
    December 23, 2022

    Oxford Partners was a pleasure to work with. Very professional and courteous, D.J. acted in our company's best interests to find the best commercial office space, layout and price... read more

    Darren T Avatar Darren T
    August 16, 2023

    Matt Rodgers helped us find a great office in a great building and was nice to work with throughout the whole process.

    Morgan Hartmann Avatar Morgan Hartmann
    August 16, 2023
  • Oxford Partners listened and supported our needs throughout the negotiation process. Thank you OP.

    Sergio Van Dusen Avatar Sergio Van Dusen
    April 23, 2023

    We highly recommend DJ Hale to help you with your acquisition or sale. DJ worked with us in finding and acquiring our first church home in the Heights area.... read more

    Mark Hartman Avatar Mark Hartman
    August 16, 2023

    We are from Canada and where looking to open in Houston. Chase and Ryan from Oxford helped find us the perfect location. We were able to fly in for a... read more

    Ryan Aldous Avatar Ryan Aldous
    May 23, 2023