Observe the working day
Record focused work, calls, confidential discussions, shared tasks and visitor meetings separately. A headcount alone cannot explain the mix of rooms and settings a team needs. Include growth assumptions and the activities that need to remain operational during a move.
Understand the existing space
Bring an available floor plan, photographs and the landlord information. Identify retained rooms, access, existing services and equipment that needs specialist input. Treat the first layout as a test of the brief rather than a promise that every desired function fits.
Make priorities explicit
Agree which decisions concern business operation, brand experience, comfort and cost. Name the person who approves the brief and record the decisions that affect procurement. Clear priorities make it easier to assess alternatives when constraints appear.
Plan the route to handover
Work backwards from the intended move date, allowing for review, documentation, procurement and site work. Confirm how responsibilities pass between design, landlord, contractors and the client. The programme should be agreed against the actual property and scope.