Working in Occupied Spaces: Minimising Disruption Without Compromising Quality
"Can we keep trading whilst you work?" It's the question that invariably surfaces at the outset of every refurbishment project, from retail fit-outs to office upgrades and residential renovations. For UK developers, contractors and building owners, the dilemma is familiar: is the cost saving of avoiding temporary relocation genuinely worth the inconvenience, disruption and potential delays that working in occupied premises inevitably brings?
The answer, increasingly, is nuanced rather than binary. With office refurbishment costs ranging from £40 to £100 per square foot, and temporary office relocation averaging £8,000 per move, the financial case for staying put appears compelling. Yet the hidden costs of disruption - from lost productivity and trading revenue to extended timelines - can quickly erode those savings if not properly managed.
1. The True Cost of Staying Open
In the retail sector, the stakes are particularly high. Research demonstrates that store renovations can boost sales to new customers by 43-44% and increase existing customer spending by 7-10%, making the disruption worthwhile in the long term. However, the short-term impact is considerable. Retailers face reduced footfall during works, restricted access to facilities, and the challenge of maintaining a professional shopping environment amidst construction dust and noise.
For office environments, the picture is similarly complex. Whilst businesses may save on relocation expenses, the cost of downtime during refurbishment can be substantial. Decreased employee productivity due to noise, restricted access and disrupted workflows must be factored into any cost-benefit analysis. Construction projects in occupied buildings typically require longer timeframes due to health and safety considerations, managing ingress and egress, and scheduling works around business operations.
2. Managing Business Continuity
Successful projects in occupied spaces hinge on meticulous planning and a sensitive customer care approach. Modern Methods of Construction (MMC) are increasingly helping contractors minimise disruption. Pre-fabricated, fully-fitted modules manufactured off-site can be simply installed, reducing the number of tradespeople required on-site and limiting exposure to hazardous activities
Phased installations have proven invaluable for maintaining operations. When UK office contractors carry out staged work - moving departments one at a time - companies can continue functioning with minimal interruption. This approach requires careful coordination but allows businesses to maintain their core operations whilst progressively upgrading their spaces.
For retail fit-outs, the concept of "refreshment" versus full "refurbishment" offers a pragmatic middle ground. Refreshment focuses on elements that deliver the highest sales impact for the least cost and disruption, whilst full refurbishment addresses all customer-facing elements. Understanding this distinction allows retailers to tailor their approach to their specific circumstances and trading requirements
3. Mitigating the Inconvenience
Effective segregation between occupied and construction areas is paramount. Where possible, workplaces should be completely separated from occupied sections using hoarding panels. Where this isn't practical, working areas must be clearly marked with access denied to non-construction personnel. Fire alarm systems must be maintained, and hot-work permit systems implemented for activities such as welding or burning operations.
Noise and dust control presents particular challenges in occupied buildings. Contractors must situate noisy plant and equipment as far as possible from sensitive areas, employ acoustic barriers, and use noise-reduced compressors and machinery where reasonably practicable. Construction noise levels often require monitoring to ensure compliance with contract conditions and prevent statutory nuisance claims.
Appointment scheduling and access protocols are equally critical, particularly in residential projects. Occupants consistently cite failure to provide exact appointment times as a major complaint. Contractors must provide appropriate notice, offer residents options, and maintain rigorous punctuality monitoring. Under the government's Code of Practice for the Remediation of Residential Buildings, those responsible must consider securing alternatives to affected amenities, reducing the likelihood of trespass, and providing specific training for workers accessing residents' homes.
The Verdict
The question of whether to work in an occupied space or secure temporary accommodation cannot be answered universally. Each project demands careful evaluation of the specific circumstances: the scope and duration of works, the nature of business operations, the building's layout, and the tolerance for disruption.
For shorter projects with limited scope, remaining in situ with proper mitigation measures typically proves more economical and practical. However, extensive renovations requiring structural alterations, significant mechanical and electrical upgrades, or prolonged timelines may justify the expense and upheaval of temporary relocation.
What remains non-negotiable is the need for specialist contractors experienced in occupied environments. As one industry toolkit notes, "how you perform construction work in occupied premises affects the public's perception of the construction industry". The most successful projects balance cost efficiency with genuine commitment to minimising disruption, maintaining transparent communication, and preserving - rather than compromising - quality standards throughout the process.