How to Plan the Fit-Out of Your Office: Expert Advice from Daya

How to Plan the Fit-Out of Your Office: Expert Advice from Daya

Planning your office fit-out isn’t just another item on your to-do list—it’s an opportunity to craft a space where your team thrives, your brand shines, and your clients are wowed. The right office design doesn’t just look good; it fuels productivity, boosts morale, and leaves a lasting impression. But let’s face it—pulling it all together requires more than just good taste. It takes thoughtful, strategic planning.

In Qatar, where business is booming and tradition meets modern innovation, office fit-outs come with their own unique challenges and opportunities. From navigating local regulations to honoring cultural nuances, there’s a lot to juggle—but with the right approach, these factors become part of the magic.

This guide is your roadmap to success, covering everything from cutting-edge design trends to practical tips tailored to Qatar’s dynamic business landscape. As a trusted leader in interior design and fit-out services, Daya combines unparalleled expertise with a passion for creating spaces that are as inspiring as they are functional. Let’s turn your vision into reality—and create an office that works as hard as you do.

Step 1 - Determine Your Fit-Out Objectives

First things first—what do you want from your office space? Is it better collaboration, a reflection of your brand, or more room for growth? Maybe you’re looking for a more sustainable approach or adapt to a hybrid work model. Defining your objectives upfront sets the stage for everything else.

Getting clarity on this step isn’t just about jotting down vague ideas. It’s about digging deep into the core needs of your business. For instance, if your company’s focus is innovation, your workspace should have collaboration hubs that inspire creativity. Alternatively, a business that regularly interacts with clients may prioritize refined meeting rooms designed to make a lasting impression.

Reasons to Stay

If your current space has potential, a revamp might be all you need. Fit-out like reconfiguring layouts or upgrading finishes can make a world of difference without the hassle of relocating. Additionally, staying in a familiar location saves your team the stress of adjusting to a new commute and environment. A new environment could have noise and dust pollution, as well as temporary closures which might pose a disruption to your current work routine.

Expert Tip: Consider the flow of movement within your space. From a perspective of a visitor, internal staff & VIPs. Is the placement of key areas—like meeting rooms and break rooms—convenient? Does the entry bring a positive first impression to your visitors? Write down the pain points of your current office, then discuss with Daya if this can be mitigated with the current space.

Reasons to Move

At most times, a fresh start in a new space is the best move. Whether it’s about more square metre or a better location, relocating can open up opportunities that your current setup can’t provide. Qatar’s diverse real estate options—from sleek modern buildings to spaces with cultural flair—offer something for every need. Moving also allows you to design a workspace that matches your company’s evolving identity.

Expert Tip: Think long-term. Will your chosen space accommodate growth and future needs? Also, check for amenities like parking facilities and proximity to transportation hubs.

[Article: List of office spaces in Qatar]

Step 2 - Map Out Your Office Requirements

Once your objectives are clear, it’s time to get specific about what your office needs. How many people will the place serve? Do you need quiet zones, collaborative areas, or a mix of both? Gathering input from your team ensures the space works for everyone.

Activities Define Spaces

Form should always follow function. A creative team might need brainstorming zones, while a finance or legal team could benefit from private offices. At Daya, we tailor spaces to suit the unique dynamics of each team. Beyond just dividing spaces, consider their purpose, do you need soundproof areas for virtual calls or flexible hotdesks for a hybrid workforce?

Expert Tip: Define zones with multifunctionality in mind. A meeting room can double as a training area with foldable furniture and built-in AV setups. This not only saves space but also maximizes usability.

Wishlist Features

An office space needs to be enjoyable too. Simple features like standing desks, game room, and breakout areas can turn a functional space into a fantastic one. Don’t forget elements like natural lighting or smart office technology—these upgrades often have a profound impact on employee well-being and efficiency.

Expert Tip: It’s good to dream big, but prioritize features that offer long-term benefits. For example, investing in energy-efficient systems may seem costly upfront but significantly reduces operational costs over time. We’ll help you strike the right balance.

Daya’s Insight: Include your team in the planning. A short survey can reveal surprising insights into what they value most in a workspace, helping you create an environment they’re excited to work in.
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Step 3 - Budgeting with Purpose

Let’s talk numbers—because a solid, realistic budget is the foundation of any successful fit-out. Without smart financial planning, even the most brilliant designs can fall apart. At Daya, we’re pros at striking the perfect balance between ambition and practicality, delivering stunning results without blowing your budget. Think of budget overruns like sneaky dessert calories—you don’t see them coming, but they pile up fast. With a little foresight and planning, we’ll keep your project, and your wallet, in great shape. After all, a healthy budget leads to a healthy fit-out!

Budget Breakdown

1. Design Costs: Good designs never come for free. Either they are declared, or hidden within the construction cost. Conceptual & detailed design costs are usually 7-15% of the construction cost.

2. Materials & Construction: This includes flooring, partitions, furniture & finishes. Materials that conceal Qatar's dust or solid surface countertops that withstand heat & easy-to-clean pantry tops–are wise investments.

3. Inflation Consideration: Note the inflation in construction fit-out costs, averaging approximately 6.6% annually. This impacts budget planning and should be factored into financial forecasts.

4. Technology: Modern offices demand robust IT infrastructures, smart office solutions, and reliable AV systems. This can start at 5% to 30% of the total cost.

5. Contingency Fund: Unexpected surprises are inevitable in every project, yes every. Reserve a 10-15% cushion to handle issues such as potential changes or adding the scope of work (which was unforeseen) during the initial stage of the project.

Budget Tips

• Focus on durable, high-quality materials for high-traffic areas. It may cost more upfront, but the long-term savings are undeniable.

• Choose energy-efficient systems—they’re an investment that pays off in reduced utility bills and are eco-friendly.

• Work with transparent partners (like Daya) who provide detailed cost breakdowns and value engineering options to get the most from your budget.

Expert Tip: Prioritize features that impact business goals & daily operations, like collaborative spaces, comfortable meeting rooms, positive 1st impressions at entry. Luxury finishes can be added too. And if the budget do not permit; you can always go thru a few layers of value engineering

Step 4 - Choosing The Right Partner

The right partners can either make or break your fit-out experience. Choosing the right team isn’t just about ticking boxes—it’s about building a relationship based on trust, expertise, and a shared vision for success. In a nutshell, someone who can bring value to every Riyal spent. 

What to Look For In Choosing the Partner:

1. Local Knowledge: Familiarity with Qatar’s regulations and cultural nuances is essential. This process can be a real head-scratcher and time guzzler. So, choose a partner who is familiar with the approval process with Qatar Civil Defence (QCD) and who knows local material availability. This can help to save weeks of delays. 
2. Proven Track Record: Look for portfolios and testimonials that reflect a variety of successful projects. Visiting past projects can give you a firsthand sense of their craftsmanship. Visit past projects, speak to their past clients in person. That can give you first-hand feedback from past experience. Discover red flags early.

Expert Tip: Visit your partner's office. It often mirrors what your own future workspace could be like—from the quality of its finishes to its cultural environment and more.

3. Comprehensive Services: Partners offering end-to-end solutions simplify the process, from initial planning to final handover.‍
4. Problem-Solving Skills: Construction rarely goes perfectly according to plan. Choose a team that's proactive and resourceful in solving issues without derailing the timeline or budget. Opt for a company that has both fit-out and interior design capabilities, to balance fit-out competency with maintaining the integrity of the design intention

Expert Tip: Communication is key. Regular updates and transparent discussions about progress, challenges, and costs help avoid misunderstandings.

Choose The Solution That Fits You Best

Design & Build (D&B)

When you work with multiple interior design and fit-out companies, you might find yourself explaining your vision repeatedly to several designers or fit-out contractors. It’s a time-consuming process, and often, you won't get directly comparable quotes. Fit-out contractors might try to keep their initial quotes low by cutting corners, which can mean important details get missed. Unfortunately, by the time you spot these omissions, it could be too late or too expensive to fix them. The silver lining? There's no upfront cost—just your time.

Design-Bid-Build (DB&B) 

This method involves partnering with a single interior design firm, which simplifies the process significantly. You discuss your project with one dedicated team, chosen for their expertise, which then outlines everything clearly for the fit-out phase. This approach helps avoid misunderstandings and ensures your fit-out contractor provides a precise, honest quote without compromising on the essentials of your project.

Collaborative Success

At Daya, we pride ourselves on being more than just fit-out contractors—we’re your partners in creating a space that embodies your vision. Our team’s deep knowledge of Qatar’s business environment ensures seamless execution from start to finish.

Expert Tip: Don’t be afraid to ask tough questions during the selection process. Be clear on the expectations for timelines, budgets, and potential challenges. A good partner will be able to offer honest answers and realistic plans.

Step 5 - Designing Your Dream Office

This is where creativity takes centre stage. The design phase isn’t just about making your office look good, it’s about creating a space that inspires productivity, fosters collaboration, and reflects your brand’s identity. Pick an aesthetic that reflects your culture and aligns with local preferences. A well-designed office is a success when your company value is seen and felt, upon walking into the office.

Overcoming Design Challenges

• Business Goals Influence Material Choices: Business Goals shape office culture, which then guides activities. These activities determine the design and utilization of space, ultimately influencing the choice of materials

• Balancing Aesthetics with Practicality: Aesthetic spaces are great, but they must be functional. For example, sleek glass partitions might look elegant but may compromise soundproofing.

• Optimizing Space Usage: In smaller offices, every square metre matters. Use built-in storage and multipurpose furniture to make the most of your footprint.

Expert Tip: Create "neighborhoods" within the office—zones dedicated to specific activities like collaboration, focused work, and relaxation. This zoning approach makes the space feel intuitive and dynamic.
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Step 6 - Lay Out a Timeline for the Project

A well-thought-out timeline is the backbone of a smooth and stress-free fit-out. Planning ahead not only helps you dodge delays but also keeps the process flowing effortlessly. While most projects wrap up in 3 to 4 months, the actual timeline can shift depending on your project’s size and a few curveballs. The trick? Understanding each phase inside out so you can stay ahead of the game and keep your project on track.

Estimation of project timeline based on the project size:

<300 sqm   =  2-3 months

300 - 2000 sqm  =  3-4 months

>2000sqm   =  4-7 months

We are referencing timelines for office spaces ranging from 300 to 2,000 square metres, which represent 80% of office types in Qatar

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Stages of the Fit-Out Timeline

1. Planning & Marking (4 Weeks): 

At Daya, we’re passionate about turning your vision into reality. In the first four weeks, we roll up our sleeves to thoroughly evaluate your building’s infrastructure and meticulously plan every aspect of your new office. Upon the award of the contract, our workflow divides into two distinct streams: Site & Documentation.

In the Documentation phase, we translate design concepts into buildable formats through detailed drawings, while also handling procurement, including checking for material availability. 

For the Site phase, we create a full-scale prototype of your space at Daya. This includes detailed site markings that pinpoint exactly where every fixture, furniture, AC Vents, Sprinklers, power outlets, data points & etc will go. This hands on approach allows you to truly experience the layout & ergonomics of your office at a 1-1 scale, ensuring everything feels just right. 

You don't want a scenario where you place your new state of the art 85" TV, and to realise that the nearest data point is across the room. It's all about laying the groundwork for a smooth, hassle-free installation & discovering flaws at the early stage of the project.

Challenges: Aligning stakeholders and addressing operational & ergonomical surprises. Creating a detailed audit of the site, that was not captured during the negotiation process

Solutions: Establish a sign-off process and set up a single point of contact to ensure any changes are implemented at this early stage of the project when it's still safe to pivot

2. Construction Phase (8–12 Weeks): 

It is in this phase where things come to life—wiring, partitions, fixtures, and more. This phase covers all construction activities including installation of critical infrastructure, detailed fit-out works, and finishes. Close coordination is crucial to keep things on track. Qatar’s dynamic construction landscape often poses challenges like material delays or fit-out contractor scheduling conflicts. To manage these issues effectively, request weekly reports and an updated project schedule. No projects will go without a problem, but it is about mitigating the risk early and pivoting around challenges to ensure smooth progress.

Challenges: Material delays and access restrictions are common challenges. For instance, construction in high-traffic areas in Doha can limit work hours. Additionally, in some buildings, work can only be conducted after 6pm (outside of office hours), which will affect the overall timeline of the construction period

Solutions: Partnering with reliable local suppliers and flexible scheduling to navigate challenges. Having backup suppliers for critical materials can also save the day. Constant communication with all stakeholders, including regular updates and coordination meetings, ensures alignment and timely resolution of issues.

3. Testing & Validation (3–4 Weeks):

This final phase before handover includes comprehensive testing of all installations and systems to ensure they are fully operational and meet all design specifications and operational requirements. This stage focuses on final adjustments and resolving any outstanding issues to ensure the office is functional and ready for occupancy.

Challenges: Last-minute snags and system misalignments. Discovering IT issues post-handover can disrupt operations.

Solutions: Detailed checklists and phased testing ensure nothing gets overlooked. Include key team members in walkthroughs to verify the functionality of work-critical areas.

Expert Tip: Detailed checklists and phased testing throughout the construction phase culminate in this final verification step. Including key team members in walkthroughs to verify the functionality of work-critical areas ensures that every detail aligns with your operational needs. 
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Step 7 - Testing, Validation, and Handover

You’re almost there! The final stage ensures your office is ready to welcome your team and clients. This is where all the planning and hard work come together to create a space that functions seamlessly, reflecting the vision and effort that brought it to life.

Final Steps

1. Snagging and Pre-inspection: This detailed inspection identifies any issues, big or small, that need fixing before you move in. From chipped paint to misaligned doors, no detail is too minor to address. To set the stage for a flawless handover, a pre-inspection by Daya ensures any preliminary concerns are addressed promptly, streamlining the final snagging process.

2. System Tests: HVAC, lighting, IT, AV—every system must be rigorously tested for performance and reliability. In Qatar’s climate, for instance, efficient air conditioning is essential, not just a convenience. These thorough tests culminate in the creation of a close-out document, a vital record confirming that all systems meet required standards and are ready for operation.

3. Final Validation with Client: A collaborative final walkthrough with the client ensures every detail meets expectations. This crucial step is the moment where every adjustment, fix, and feature comes together to meet your vision for the space. It’s the final seal of approval before the official handover.

4. Team Orientation: To ensure a smooth transition, introduce your employees to the new space. Demonstrating how to use smart systems, pointing out collaborative areas, or simply guiding them to quiet zones can foster a sense of familiarity and ease from day one.

5. Award of Completion Certificate: Once everything is in place and approved, the completion certificate is awarded, officially marking the beginning of your warranty period. This period often extends up to 400 days, offering reassurance and support for any issues that might arise. Be sure to confirm the specifics of your warranty duration with your fit-out partner to stay informed.

Daya’s Commitment to Excellence

At Daya, we don’t just hand over the keys and walk away. Our team conducts thorough post-handover reviews to ensure every aspect of your office meets your expectations. And if something isn’t right, we’re there to fix it.

Expert Tip: Schedule a “soft launch” where a small group of employees test the space before full occupancy. This helps identify any issues and gives you a chance to make final adjustments.
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Conclusion

Planning an office fit-out in Qatar is a journey filled with opportunities to create something extraordinary. It’s not just about the walls and furniture; it’s about shaping an environment where your team feels inspired and your business can thrive.

We believe in partnering with you every step of the way, from defining your goals and setting a budget, to designing a space that reflects your brand and ensuring every detail is perfect before handover. Our approach blends creativity, cultural understanding, and technical expertise to deliver spaces that exceed expectations.

Whether you’re staying, relocating, or starting fresh, we’re here to guide you. And remember, the best offices aren’t just built—they’re thoughtfully designed, one decision at a time.

Ready to make your vision a reality? Let’s create a space that inspires greatness, together.

Connect with our office design experts at Daya and discover how the perfect office space design can elevate your business! Let’s create a space that works for you.

• Phone: +974 3365 0805
• Email: hello@wearedaya.com
• Address: 2603, Excellence Tower, Al Shatt St, Westbay, Doha, Qatar

For more information, visit our website: www.wearedaya.com