How to Plan an Office Refurbishment (Complete Guide)

Why Office Refurbishment Matters

In today’s competitive and evolving work environment, your office must do more than house desks. It should attract top talent, enable collaboration, and reflect your company’s values. Whether you’re trying to retain staff, support remote work, or comply with new health and safety regulations, planning your office refurbishment strategically ensures that every dollar you spend delivers a return—be it through higher productivity, reduced energy costs, or improved staff morale.

1. Define Your Goals

The foundation of a successful office refurbishment is knowing why you’re doing it. Are you addressing outdated interiors? Expanding your workforce? Shifting to a hybrid work model? Improving accessibility? Your goals will influence every design and budget decision going forward. For example, if your objective is to increase collaboration, open-plan zones and flexible meeting spaces become priorities. If sustainability is the goal, energy-efficient lighting and eco-certified materials should be at the forefront.

Typical Office Refurbishment Budget Allocation

At Stemar Group, we always start with a strategy workshop to help clients align their design goals with tangible business outcomes.

2. Conduct a Workspace Audit

Before tearing down walls or ordering new furniture, assess how your current office is performing. Observe how teams utilise the space, identify underutilised areas, and gather staff feedback on pain points. You may find that your meeting rooms are consistently booked, or that employees avoid certain areas due to noise or a lack of privacy. This audit provides a data-backed foundation for designing a layout that aligns with team workflows, reduces bottlenecks, and maximises space utilisation. A good audit also includes reviewing power access, HVAC performance, lighting quality, and acoustics. We help our clients turn workspace data into smart design decisions that accommodate future growth, emerging technology, and evolving team structures.

3. Consult Stakeholders and Build a Project Team

An office refurbishment involves more than just your facilities manager. For a smooth rollout, involve key stakeholders early, including HR, IT, Finance, Operations, and representatives from each relevant department. Each team will have unique needs, such as tech setups, storage access, or acoustic preferences. Creating a project team ensures that your plan considers everyone’s input and fosters internal buy-in. At Stemar Group, we also assign a dedicated project manager to coordinate all communication, timelines, and trades, ensuring everything remains on track.

4. Set a Realistic Budget and Timeline

Office refurbishment costs in Australia vary depending on size, complexity, and finish levels. As a rough guide:

• Basic refurbishments: $2,000-$3,000 per sqm.
• Premium fit-outs: $4,000-$5,000+ per sqm.
• Mid-rise/high-rise projects: often cost more due to access and compliance complexities.

Your budget should include design fees, construction, IT infrastructure, furniture, compliance costs, permits, and a 10-15% contingency for unforeseen issues. Timeframes range from 8 to 16 weeks, depending on the project’s scope and complexity. We help clients phase their projects to minimise disruption and provide precise, transparent budget forecasts from the outset.

Stemar Group delivers high-quality commercial fit out solutions tailored to your business needs, creating functional and inspiring workspaces that support growth and productivity

Compliance and Legal Considerations

In Australia, commercial renovations must comply with a host of legal and safety standards. Understanding these upfront prevents costly rework and fines. Key requirements include:

• National Construction Code (NCC): Covers structural safety, fire resistance, and egress.
• WHS regulations: Ensure health and safety for both staff and contractors.
• Disability Discrimination Act (DDA): Requires inclusive design (e.g., accessible bathrooms, ramps, doorway widths).
• Local council approvals: Needed for structural changes, signage, and fire system updates.

As part of our service, Stemar Group handles all compliance documentation, approvals, and inspections, so your project stays legal and stress-free.

Design and Fit-Out Planning

Refurbishment is the perfect opportunity to reassess how your office supports your team. In the post-COVID era, businesses are transitioning from traditional rows of desks to flexible, collaborative workspaces. Design your office to support current work styles, such as hybrid schedules, remote collaboration, quiet zones for deep focus, and on-demand video conferencing.

As seen in recent commercial designs across Sydney and Melbourne, modern Australian offices now commonly feature:

• Hybrid zones for collaboration and quiet work
• Acoustic booths for video calls and focused tasks
• Biophilic design with plants and natural materials
• Integrated technology: AV, power access, data ports
• Modular furniture that adapts as your business grows

Stemar Group’s design team creates custom layouts and 3D renders to help you visualise your future space before construction begins.

Minimising Disruption to Operations

A key challenge in office refurbishment is ensuring the business doesn’t grind to a halt. Fortunately, with careful planning, it’s possible to renovate while your team continues to work.

Here’s how:

• Phased approach: Refurbish one zone at a time, keeping others operational
• Off-hours work: Schedule high-impact tasks at night or weekends
• Temporary workspaces: Use conference rooms or coworking spaces
• Communication plan: Keep staff informed via emails, dashboards, or intranet updates

At Stemar Group, we implement dust control barriers, noise-reducing panels, and phased scheduling to ensure minimal disruption to your business during construction. Our experienced team provides end-to-end building project management, ensuring your office refurbishment is delivered on time, on budget, and fully compliant with Australian standards.

Choosing the Right Office Refurbishment Partner

The success of your project largely depends on who you trust to deliver it. Choosing the right contractor is crucial—not just for the build, but also for managing risks, ensuring compliance, adhering to timelines, and maintaining effective communication throughout the project.

When selecting a refurbishment partner, look for:

• Proven experience with commercial refurbishments in Australia
• Up-to-date licensing and insurance
• End-to-end service: design, permits, construction, aftercare
• Transparent pricing and contract terms
• Positive testimonials and portfolio

Why choose Stemar Group?

We bring decades of experience and a proven track record of delivering projects on time and on budget across various industries, including corporate, medical, retail, and education. Our end-to-end service model means you’ll work with one dedicated project manager who oversees design, council approvals, construction, and post-handover support. We design and install modern office partitions that optimise space, enhance privacy, and support flexible work environments in any commercial setting.

Conclusion

Knowing how to plan an office refurbishment is critical to transforming your workplace without stress or disruption. By defining your goals, conducting a thorough audit, budgeting wisely, and collaborating with the right professionals, your refurbishment becomes a powerful driver of growth—not just a fresh coat of paint.

At Stemar Group, we specialise in delivering office refurbishment solutions that are functional, beautiful, and built to last. From Sydney to Brisbane and everywhere in between, we’re here to support your transformation.