Planning a Refurbishment Project: Everything You Need to Know (Including What It Might Cost)

A refurbishment project is more than a chance to freshen up the paintwork – it’s an opportunity to rethink how your space supports the way you work. Whether you're growing, adapting, or just finally ready to fix the bits that have been annoying you for years, a well-planned refurb can transform not just your building, but your team. 

We’ve seen it happen. A thoughtful refurbishment can lift morale, improve productivity, and breathe new life into a business, but we’ve also seen how quickly things can unravel when planning is rushed, decisions get delayed, or the scope starts shifting halfway through. 

If you're thinking about a refurbishment project, this guide is for you. It brings together lessons from real-life projects – some joyful, some chaotic, all educational – to help you plan with confidence, avoid the common pitfalls, and come out the other side with a space that truly works. 

1. Start with Why: What Are You Trying to Achieve?

Every successful refurbishment project starts with a clear purpose and a defined brief. That might sound obvious, but it’s surprisingly easy to skip this step and jump straight to choosing finishes or rearranging desks. 

Before you do anything else, ask yourself: What are we actually trying to fix, improve, or create? 

Are you hoping to bring people back into the office with joy rather than reluctance? Is your layout no longer fit for purpose? Are you aiming to meet new sustainability goals, refresh tired branding, or simply make better use of the space you already have? 

When we refurbished our own office, we started with a simple team conversation. There were only a handful of us at the time, so we sat down together and agreed that everyone could make one request. Mike asked for a sit-stand desk. Oscar wanted a really good coffee machine. I wanted bright colours and plenty of plants. Darren asked for a radio. He got one, but as half the team can’t stand to work with music playing, he very rarely gets to use it. 

It was a light-hearted moment, but it shaped our whole approach. We listened, prioritised, and made decisions that reflected not just the business’s needs, but the people’s too. It gave everyone a sense of ownership and helped us create a space that still works beautifully today.

A good brief isn’t just a wishlist. It’s a statement of intent. The clearer you are about your objectives, the easier it will be to make decisions later (especially when budget and time start putting on the pressure). 

2. Define Your Budget and Timeline Early

Refurbishment projects have a funny way of growing if you don’t set boundaries early. What starts as a light refresh can turn into a full structural rework and the costs can spiral just as quickly as the scope. 

That doesn’t mean you need to have every number nailed down from day one. You do, however, need a clear idea of what you’re prepared to spend and how much disruption your team can realistically tolerate. 

Will you stay in the building while work is underway? Or will you vacate completely? Both options have pros and cons. Staying put can save money, but working through noise, dust and shifting access isn’t for everyone. Moving out gives contractors a clear run but may increase costs and complexity elsewhere. 

It’s also worth thinking about phasing. Can the work be done in stages? Are there non-negotiable deadlines (a lease expiry, for example)? Have you built in time for procurement, delivery delays, and, inevitably, snagging? 

Planning the budget and timeline together helps avoid the kind of pressure where decisions get rushed, corners get cut, and everyone ends up frazzled. 

3. Choose the Right Partners for your refurbishment project

A refurbishment project is only as good as the people delivering it. No matter how well you plan, things will change once work begins. When they do, you need a team you can trust - not just to follow instructions, but to think critically, solve problems, and keep things moving without drama. 

Choose capability over charisma. A slick pitch is one thing, but what really matters is how your team behaves when something unexpected happens (and something always does). Ask for references. Talk to past clients. Look for people who are proactive, honest, and calm under pressure. 

What to look for in a contractor:

• Relevant experience in similar buildings or environments 

• Clear pricing and transparent variation processes 

• Realistic programme (watch out for overpromising!) 

• A track record of working respectfully in occupied buildings 

• Positive references from clients and consultants, not just glossy case studies 

  
  

What to look for in a project manager: 

• Someone who listens carefully and asks the right questions 

• Experience managing both design and delivery 

• Excellent communication skills (especially under pressure) 

• A clear sense of who they’re working for (hint: it should be you) 

• The confidence to challenge when something isn’t right 

  
  

Your project manager will be your greatest ally. They’ll be the one translating your vision into action, juggling contractors, keeping the schedule on track, and telling you when you need to make a decision now. Bring them in early, before you've locked in contractors or finalised a spec, so they can flag risks and help avoid expensive mistakes later. 

At Iconic, our project managers don’t just keep things tidy. They advocate for our clients every step of the way. We know how much a refurbishment means to a business, and we don’t take that lightly. 

4. Expect the Unexpected

Even with the best planning in the world, something will go sideways. That’s not a sign of failure, it’s just the nature of refurbishment work. You’re dealing with existing buildings, unknowns behind walls and ceilings, last-minute client tweaks, and a thousand moving parts. 

We’ve seen lintels that didn’t exist, adhesive that refused to bond, and data cabling that mysteriously stopped working the moment desks were moved. We’ve had projects where the client’s favourite tiles were discontinued halfway through, or a perfectly planned delivery was rerouted to the wrong city. 

Then there was the time we forgot to order the meeting room glass. 

The project was flying on time, on budget, beautifully managed. The client was happy. We were smug, right until someone asked when the glazing would arrive… and we realised it hadn’t been ordered at all. No one had noticed. It wasn’t on any procurement list. It just… didn’t exist. 

To their credit, the team rallied fast, the delay was minimal, and the meeting room was completed just a week behind schedule. But it was a humbling reminder: even when you think you’ve thought of everything, double check the glass. 

The point isn’t to prevent every problem. It’s to be ready to respond. Build contingency into your budget and your programme. Choose partners who stay calm and constructive under pressure. Above all, accept that curveballs are coming and you’ll deal with them better if you’re not surprised. 

A good project manager won’t promise a perfect journey. What they will do is help you navigate the bumps without losing your mind. 

5. Don’t Change Your Mind Midway (If You Can Help It)

The most expensive words in a refurbishment project? “Actually… could we just…” 

Changing your mind partway through a project can cause more disruption than people realise. What feels like a small tweak (moving a wall, switching a finish, adding a door) can have a knock-on effect on the budget, programme, and even regulatory approvals. 

Sometimes changes are unavoidable. Priorities shift. Something doesn’t look how you imagined. That’s okay, but the more you can test your ideas and sense-check your decisions before work starts, the better. 

We always recommend things like taped floor plans, mock-ups, samples you can touch, and walk-throughs with the team. It might feel like overkill, but it’s much cheaper than a late-stage reversal, especially when materials have already been ordered or trades scheduled. 

Trust your brief. Trust your process. Trust that uncertainty is normal, just don’t let it rewrite the whole project at the halfway mark. 

6. Aftercare and Snagging

There’s a moment at the end of every refurbishment project where everyone is desperate to declare it finished. The dust has (mostly) settled, the furniture’s in, the builders have gone and you just want to get back to normal. 

This final phase is where the last 5% of effort delivers 95% of the satisfaction. 

Snagging lists might seem tedious, but they’re essential. It’s your chance to walk the space, flag anything that isn’t quite right, and make sure every detail has been delivered to the standard you expect. Do it while everything’s still fresh in everyone’s minds. Leave it too long and your leverage, goodwill, and attention all start to fade. 

If you've moved into the space, pay attention to how it actually feels to use. Is the lighting too harsh in the afternoons? Is the meeting room AV behaving? Is that lovely tap really leaking under the sink? 

A good contractor will welcome the chance to get things right. A good project manager will already be checking before you’ve had to ask. 

Don’t skip the end. You’ve come this far. Finish well. 

7. A Note on Sustainability

A refurbishment project is the perfect time to make meaningful changes to how your space uses energy. It doesn’t have to mean a full environmental overhaul – sometimes it’s about making smarter choices while you’ve got the chance. 

When we refurbished our own office, we used it as an opportunity to get rid of the flickering old fluorescent lights and replace them with efficient LEDs. We also upgraded our heating system to modern electric panel heaters – cleaner, more controllable, and far more energy-efficient than what we had before. 

Small changes like these can make a big difference, both in running costs and long-term environmental impact. If you’re refreshing your lighting, choose low-energy fittings. If you’re redesigning layouts, consider how to make the most of natural light. If you’re fitting new flooring or furniture, look for recycled or responsibly sourced options. 

Sustainability isn’t about ticking a box – it’s about futureproofing your space so that it serves you well for years to come. Often, the most sustainable choice is the one that also makes the most business sense. 

Making Your Refurbishment Project a Success 

A refurbishment project is one of the most rewarding things you can do for your team and your space but only if it’s done well.

Start with a clear purpose. Build a strong brief. Choose the right people. Expect a few bumps. Communicate like it matters (because it does). Keep going, even when the glass doesn’t turn up or the tiles change colour halfway through. 

With the right planning and the right partners, a refurbishment doesn’t have to be chaotic – it can be joyful, transformative, and surprisingly smooth. 

If you're thinking about a refurbishment, we’d love to help. We can’t promise perfection, but we can promise honesty, experience, and a calm hand on the tiller when things get wobbly. 

Thinking about a refurbishment project? Let’s make it iconic.

Author

Lizzie Hewitt

Lizzie is the CEO of Iconic Project Management and the driving force behind its bold, people-first culture. Known for her blend of strategic clarity and creative flair, she leads with purpose, passion, and just the right amount of rebellion. Lizzie builds resilient teams, delivers impactful results, and is quietly transforming the construction industry into a space where both people and projects are empowered to thrive.