Fit-out, also known as fit-up in some countries, is the term describing the process of making building interiors suitable for occupation. 

The fit-out process of a project includes electrical and mechanical fixtures as well as decoration and furnishing. Fit-out is different from retrofitting or refurbishing, as the former deals with newly constructed facilities.

In this feature, CM today spoke to several FM companies that are providing fit-out services to learn why they chose to offer the service and what are the benefits of involving an FM company in the fit out process.

For many FM providers, fit out services offer an opportunity to be involved in the project's design stage, hence making future maintenance work more streamlined and efficient.

“Engagement FM in the planning and development stage, particularly in relation to fit out process, adds significant value in whole-of-life performance as well as whole-of-life costs, while maintaining the elegance of the fit-out design in the long-term. And it provides an avenue to positively influence the functionality, durability and performance of fit out and save money,”  says Mohammad Abdul Karim Khamis, general manager of EnFM.

By being involved in the Fit-out process, FM providers can ensure that all technical know-how is in place and they can easily take over the maintenance of the facility once the construction and interior works are complete. 

 “We ensure that local and international standard code of practices are incorporated in the designs to make them more aesthetic with safety parameters in place. On other hand, our highly skilled team on ground makes sure the precision in every detailed finishing makes the fit-out more appealing,” says Mohammad.

Mark Holman, Fit-Out Manager Concordia, said that having FM as an integral part of design and Fit-Out is crucial to the success of any project. 

“When fit-out commences, coordination between the facilities management and fit-out contractors is beneficial in terms of accessibility, logistics, and testing and commissioning. Following the completion of a fit-out project, it is advisable to maintain the new assets through an FM service provider, as this will increase the longevity and quality of the building's newly installed systems,” says Gavin Sweeney, Head of Operations, Interiors Division, Emrill Interiors

Early involvement of facilities management will contribute to reducing the needs for major repairs and alterations that will otherwise occur at the operational phase. 

“Communication and collaboration with an FM services provider during the project's pre-construction can help reduce costs by ensuring the MEP design is aligned with the existing building systems. This collaboration can also help to create an efficient environment that fully aligns with the complete building asset,” says Gavin.

“The operation and maintenance process of a facility occupies more than 80% in its lifecycle for both cost and time. During the FM review process at the start, facility managers will have to ensure that they acquire, integrate, edit, and update massive information related to diverse building elements such as operational costs, warranties, and specifications from varieties of systems. Review processes by an FM during the building’s design stage are maintenance and repair, energy management, and commissioning. The decisions made in the design stage affect all aspects in the maintenance stage and vice versa,” says Mark.

Being involved in the pre design stage also provides companies with an opportunity to consider energy management options.

“We give expert advice in terms of the constructability of the proposed design. While we need to ensure that every element complies with the most stringent safety regulations and guidelines, our goal is to ensure the design intent is constructed in line with the original vision, competently and to the highest quality every time,”  says Gavin Sweeney, Head of Operations – Interiors Division, Emrill Interiors.

FM involvement in the fit out process positively influences functionality and helps towards preventive maintenance of assets, explains Mohammad Abdul Karim Khamis, general manager of EnFM.

"Life cycle of MEP assets and its cost is the ultimate consideration in the design and build process where it concerns FM. Involving FM would be able to advise on right selection of equipment, location of installation, challenges in maintaining, cost of replacement, etc. to help you make your best-informed decisions taking in all the other considerations such as the space’s use, and so on," he says.

For the successful outcome of the project, following the client’s brief is paramount. 

“It all starts from our creative design team who visualizes the client requirements and creates the conceptual designs with a unique combination of themes considering the durability of the materials, aesthetic portion, access and maximizing the space utilization in compliance with the safety and regulatory requirements. We convert all these aspects into a 3D design which gives a complete picture to the client meeting clients brief,” says Mohammed.

A successful fit out project will need inputs from all stakeholders and they have to work together to achieve a favorable outcome.

“The designer’s relationship with the other participants in maintenance stages is very important. Therefore, the maintenance team should also be involved in the design stage for decision making. Additionally, different energy saving alternatives can be explored and simulated in the early design stage. Last but not least, the commissioning stage ensures that a new building or system begins its life cycle at optimal productivity, in which coordination and information sharing between designer and participants becomes essential. This approach will provide a more accurate assessment and knowledge for the design team and make decision making much easier in both strategic-tactical and operational phases of the project,” says Mark

“We ensure our client is involved throughout the whole process of the fit-out project. We thoroughly discuss all drawings, material selections and specifications prior to construction commencing, which allows us to progress without any roadblocks or the need for rectifications. Once construction has begun, we keep our clients informed with detailed daily, weekly and monthly reports, depending on the duration of the project. We combine this granular level of reporting with on-site visits with the site team and client to review and agree upon all current and planned progress for the week ahead. Upon completion, we meet with our clients to ensure everything is exactly as per their requirements and meets the required standards. Ultimately, we believe clear and consistent communication with our clients is a critical factor in the successful delivery of fit-out projects,” says Gavin.

“End user insight is vital when planning a fit-out project – whether the space is occupied or not. Getting stakeholders together and seeking their feedback on what functionality they need, what they like about their current space and what could be improved. Engaging with them during the design process can avoid costly redesign or even rebuild,” said Mark.

“Once the design and needs process has been signed off, execution of the project to agreed budgets and timelines are the next critical milestones. Constant communication, transparency and high level of engagement with both the client and contractors ensures successful completion. Only then is the entire process of managing a fit-out complete to the satisfaction of the client,” he added.

While aesthetics is important, it takes more than just that to make a building run efficiently, and FM companies understand this. FM companies ensure that MEP elements are in sync with a design that is attractive as well as practical and functional

"We focus on two aspects. One is the design theme, which the client is looking for and second is the building aspects in terms of interior design of the building and MEP or utilities services such as chillers installed in the building, exhaust provisions and so on," says Mohammad.

Many times, there could be a conflict between what the developer or an interior design company wants with what is practical. “The design brief from the tenant is coordinated with the design guidelines of the building. There will be instances of conflicts, and we manage to work with the client and landlord to” achieve a level of comfort for both,” says Mark.

However, the aesthetics of the project cannot be ignored and will continue to be a principal aspect of consideration.

"The most important element in the fit-out design is the aesthetic aspect," confirmed Mohammad.

“Both the look and feel are part of the process. The outcome should be a practical design that stands out while blending into the property it is located at,” added Mark.