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10 tips for a successful retail fit-out construction project

10th September 2024   |   Jamie Barrett   |   Reading Time: 6 minutes

In this article, we share 10 tips for a successful retail fit-out construction project. Retail fit-out projects require an agile and pragmatic approach to optimise business continuity. As anyone in the construction sector knows, meeting time-critical deadlines is crucial as stores are either closed or the trading area adversely affected while the project is completed.

Choosing a commercially minded, responsive contractor is key to keeping up with the fast-paced nature of these projects. With extensive experience in delivering retail construction contracts, the Evolution5 building contracting team tackles projects and their inevitable challenges head-on to produce positive outcomes.

Read on to discover 10 common risks that can have a potential negative impact on retail fit-out projects and measures Evolution5 apply to proactively prevent or mitigate each one.

1. Inadequate Planning

Whether you are launching a new store, rebranding your store or upgrading store facilities, rushing through the planning stage of a retail fit-out may be tempting, especially when faced with tight deadlines. However, without a clear and detailed plan, it becomes challenging to clearly communicate your needs and expectations to the fit-out team, leading to misunderstandings, scope changes, unexpected costs, and potential delays.

Evolution5 Solution:  Meticulous planning is key to saving time and money long-term. That’s why we dedicate the necessary time to the pre-construction phase, working closely with clients from the very beginning to map out every detail of the project to produce a robust and achievable plan.

2. Securing Permits and Approvals

Securing permits and approvals from local authorities can be a time-consuming process. Navigating the relevant supporting documentation can be a minefield, and even when plans are submitted, they can require changes, leading to further costs and delays. Projects can be held up because design drawings lack the necessary detail essential for permit applications and aren’t finalised early enough.

Evolution5 Solution:  Our team finalise plans early to minimise the risk of delays and identifies necessary permits and documentation requirements well before submission. Lead time is built into schedules to accommodate any unforeseen setbacks, and permits are secured before work begins to avoid contraventions. Even with proactive measures, delays can still occur, so our team stay informed about local planning issues and benefit from strong relationships built over the years to clarify plans and resolve misunderstandings.

3. Mid-Project Design Changes

Unplanned design changes may arise for many reasons including client requests, technological advancements, design development or the availability of alternative* materials after the design phase. Changes to regulatory requirements and unforeseen conditions during the construction phase may also require adjustments. Whether these changes are anticipated or beyond your control, they can be disruptive, leading to increased costs and extended timelines.

Evolution5 Solution:  Early and thorough planning is a priority on every retail fit-out project. Early contractor involvement to work with the clients and design team during the design phase minimises the likelihood of changes further down the line. By building flexibility into the initial design, we can allow for adjustments without major impact.

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* For example, “alternative materials may offer cost, quality or environmental benefits over those originally specified by the designer.

4. Material Supply Challenges

Delays in material deliveries can hold up entire stages of a project. Fluctuations in demand can lead to product shortages or extended lead times, particularly in sectors like retail construction. Late design changes can add to this by demanding materials that aren’t readily available. Our experience in delivering retail fit-out projects means the team’s construction phase plans take account of material lead times. This is particularly relevant when projects require bespoke or hard-to-source materials, such as this project which included Spanish terracotta floor tiling in the customer area and artisan lime wash plaster wall finishes.

Evolution5 Solution: Our strong relationships with trusted suppliers ensure timely delivery of materials and the identification of long lead in items with the potential to impact on the programme. If disruption occurs, we develop contingency plans, such as alternative suppliers, to keep your project moving smoothly.

5. Inadequate Budgeting

Underestimating the budget can lead to financial shortfalls, delays, and compromised quality. Inaccurate cost estimates often result in overstretched resources, missed deadlines, and unmet expectations.

Evolution5 Solution: We provide accurate cost assessments from the outset. Our expertise in value engineering ensures cost-effective solutions without sacrificing quality. Each project is assigned a quantity surveyor who acts on your behalf to provide robust cost management principles, maximising value for your investment.

As a CIOB Chartered Building Consultancy and with experienced quantity surveyors working collaboratively with the wider project team, we deliver financially successful projects for our clients.

Read more about our cost management services https://evolution5.co.uk/service/cost-management-quantity-surveying/

6. Poor Communication

Poor communication between stakeholders is one of the most common problems that can disrupt a project. When communication breaks down it can lead to misunderstanding about the project’s goals, delays in decision-making, and confusion over responsibilities. This often results in mistakes, changes to the scope, and corrective work, which can push up costs and extend the timeline. Without a clear and structured communication plan, key details can be missed, causing misaligned expectations between clients, contractors, and designers.

Evolution5 Solution:  We build collaborative teams ensuring transparent, ongoing communication between all parties. Clients benefit from regular updates, real-time progress tracking, and open channels for feedback, so any potential issues can be flagged and resolved quickly. From the start, the focus is on openness, transparency and accountability supported with thorough documentation and clearly defined roles, making sure everyone is on the same page and working towards the same project outcome.

7. Unforeseen Site Conditions

Unforeseen site conditions can throw a curveball into even the best planned construction project, leading to delays, extra costs, and sometimes disputes. For example, sites might include hidden issues underground, like poor soil or old utilities that weren’t on the plans, structural problems like rotting wood or outdated electrics, or even unexpected environmental challenges such as extreme weather.

Evolution5 Solution:  Our team conducts thorough pre-start site investigations, guiding clients in the appropriate tests and surveys to consider, enhancing opportunities to spot and address potential issues bat an early stage. With a flexible, can-do attitude, we ensure that such issues are handled quickly, helping keep the project on track. Managing these risks means thoroughly assessing the site, planning for potential issues, and maintaining open communication with all stakeholders.

8. Resource Shortages

Availability of skilled workers on-site can significantly impact the project, potentially leading to delays and affecting the quality of work. Without the right level of tradespeople available when needed, work can pile up, causing a ripple effect throughout the schedule. This issue is especially problematic in fast-track retail projects, where timelines are already tight, and any labour shortfall can quickly derail progress.

Evolution5’s Solution: By developing resource schedules well in advance and with a vast network of skilled subcontractors to choose from, we ensure the necessary manpower is available when it’s needed. This approach is particularly beneficial for fast-track projects, where timing is crucial, allowing us to allocate resources efficiently and prevent bottlenecks. With a strong reputation as a great contractor to work for, Evolution5 has a strong supply-chain to choose from.

9. Safety Incidents

Accidents can lead to project shutdowns, increased costs, and missed deadlines, which is why safety management is paramount in construction projects. Producing risk assessments and safe systems of work, are essential when identifying, eliminating, or controlling all foreseeable risks associated with the work to create a safe and secure environment. It’s also essential all designers on the project carry out their legal duties adequately.

Evolution5’s Solution: Our commitment to health and safety is evident in the rigorous protocols and training programs we enforce on every site. Driven by a safety-first culture we seek to reduce the risk of accidents. Our personal, pragmatic, and tailored solutions are specific to each project, and we assign a dedicated CDM advisor with the expertise to provide compliant health and safety solutions for your project. You will have a single point of contact for all matters relating to health and safety and specialist advice. We also provide relevant, specific, and concise reports on health and safety performance and compliance matters, giving you confidence that your project complies with CDM 2015 Regulations.

10. Changes in Client Requirements

Late-stage changes from the client can disrupt schedules and inflate costs, creating a ripple effect throughout the project programme. Changes in client requirements can impact various aspects of construction, including cost and schedule, contract disputes, and the project’s overall objectives. If not managed properly, these changes can lead to delays and cost overruns and may even result in contract disputes or project failure.

Evolution5’s Solution: Our team adopt a collaborative approach to ensure the clients requirements are met. Through open, honest and transparent communication we advise of the potential commercial and programme impact of any proposed client variation so everyone is totally aware of the effects to the project. This approach supports a “no surprises” ethos and informs the client of what he needs to know, rather than what he wants to hear.

Evolution5’s Retail Fit-Out Service

We hope you found these 10 tips for a successful retail fit-out construction project useful.

To discuss your Retail Fit-Out project and discover how to maximise your budget without compromising on quality, contact us today by clicking the button below or calling 023 8040 5073.