Commercial Space Renovation - Complete Project Checklist

Are you thinking about renovating a commercial space? If so, you’ve come to the right place! In this article, we’ve gathered a bunch of helpful information to guide you throughout your project and help you make the right decisions. 

Whether you’re hoping to get a sneak peek at common commercial space improvements, ways to manage your stress throughout, or hiring the right specialist to bring your ideas to life, we’ve got all the answers. Benefit from essential advice, useful strategies, and expert recommendations to tackle every step of your project like a seasoned pro! 

Before Starting a Commercial Space Renovation Project

The first thing you need is a detailed project outline. Make a note of your expectations and needs, including those of others who will occupy the space (employees, customers, guests).  

Are you starting from scratch or is there an existing layout from which to build? For example, if the space is already fitted with an electrical system and plumbing, it’ll be a game-changer, especially if you’re looking to install a commercial kitchen. 

Try to make a list of what think you’ll need. This list can be fine-tuned once you meet with contractors and other experts like designers, engineers, and architects.  

Commercial Space Renovation Project Keywords

To help with your initial brainstorming session, we’ve selected three words that define most commercial development projects. The latter can be applied to clinics, daycares, restaurants, and any other example mentioned below. 

Functionality 

When the space in question is meant to welcome customers, patients, or employees (or all three), one of the project’s main objectives is to create a practical layout. Therefore, you have to think about the use of space to make effective decisions. 

Ergonomics

Planning the ergonomics of a workspace is especially important to ensure employees and others can make use of the space safely. This concept will have an impact on where everything (furniture, decor, storage) is placed. The ergonomics of a space can also branch out to materials and lighting, therefore, it’ll naturally influence your choices. 

Check out the following article, Interior Design: How to Make Interior Spaces More Ergonomic, highlighting room-specific renovations, but most of the tips detailed can also be applied to commercial spaces.

Aesthetics

Lastly, take some time to ponder over the aesthetic aspect of the project. This means the decor, lighting, colours, and materials to choose from, most likely with the help of an interior decorator or designer. It’s all the more important if the space in question is visited by customers, clients, and guests. However, bear in mind that an aesthetically decorated space will be more enjoyable for employees. 

What Questions Should You Ask Yourself When Planning a Commercial Space Construction or Renovation Project?

Below are questions to consider before starting your project:

What’s my allocated budget?

First off, jot down a number that appears realistic and attainable. Even if you don’t have a clue as to what an actual figure for this type of project looks like. Write down a ballpark figure and then venture out to confront reality by doing a few internet searches. You might be able to find examples of similar projects, with a price point or price range. 

Subsequently, get quotes from prospective contractors to get a better idea of a real, project-specific budget. This will allow you to see whether your ideas are realistic or if you have to rethink your plans. 

Lastly, note that if you plan on working with an interior designer, they’ll be able to suggest a bunch of budget-based ideas. At your request, they can devise more budget-friendly, standard, or high-end plans. With these, you can choose which overlaps both your needs and pocketbook. 

For more information, check out this article to help you estimate the costs of certain office renovation projects: Ideas on How to Renovate an Office Space. 

What does the project entail?

When it comes to that famous to-do list, we suggest making a rough draft first, before meeting with contractors and other commercial space remodelling experts. As you’re not the expert here, you’ll likely forget some things, but that doesn’t matter much at this stage. First, you need a general idea of what needs to be done. 

Here’s a list of examples:

• Improve soundproofing

• Install new flooring (remove current)

• Replace windows

• Paint walls

• Install light fixtures

• Remove partitions (and add glazed partitions instead)

• Install HVAC system

• Decorate space

What about the space’s overall aesthetic aspect?

It’s time to scroll through Pinterest and other architecture and decor websites to gather some ideas! Here are a few websites to check out for a dose of inspiration:

• Archdaily

• Azure

• Côté Maison (French only)

Following your search, you can discuss your ideas with your hired architect or interior designer. 

We also have other related articles featured on our blog that could be helpful:

• Renovation and Commercial Design: 10 Montréal Businesses

• Commercial Renovation Ideas: Well-Designed Corporate Offices

Would you rather have an open-floor plan versus a traditional layout (for an office space)?

This is a super important question if your project entails an office space. Open-concept offices are all the rage right now. Naturally, they have numerous advantages, as well as a few downsides that will shape your decision. 

Below are some of the advantages and drawbacks of open-plan office spaces:

Pros:

• Open-concept offices foster teamwork

• The layout is more spacious

• Cheaper to build

Cons:

• Can deter productivity, more distractions

• The space can be quite boisterous at times

• Some introverted employees might feel uncomfortable in open-concept spaces

To ponder on the question a bit more, check out this article: All About the Open-Concept Office.

Will the kitchen be open or closed (if it’s a restaurant-related project)?

Formerly, everything and anything that happened in a restaurant’s kitchen was concealed from prying eyes. Getting a glimpse into the magic or less noteworthy moments that happened during a shift was out of the question. As such, closed-concept kitchens were standard, especially in high-end restaurants.

Over the years, the concept behind a high-end kitchen was revamped and a lot of chefs wanted to cultivate a dialogue with their clients by knocking down the walls between the kitchen and the dining area. It’s a whole new ambiance that inevitably alters the diner’s experience, combining both positive and negative aspects that’ll influence you when it comes to choosing what will work best.

Here are some of the advantages and drawbacks of open-concept kitchens:

Pros:

• The kitchen staff can see diners enjoying their meals

• Patrons are guaranteed a clean and tidy kitchen

• The overall experience can be entertaining to diners

• Smells coming from the kitchen can be very enticing

Cons:

• Kitchen staff must be on the ball as there are more distractions

• The restaurant can become rather loud as patrons tend to speak louder to drown out the noise coming from the kitchen

• Some patrons might find it less fancy

How long will the work take?

Post-budget, this is THE question, but one that’s difficult to answer. The duration of the work and the overall process surrounding the project will depend on a whole lot of factors. Hence, it’s not easy to get a realistic timeframe. Depending on the scope of the project, labour availability, and material and permit reception, the project could take a few days or just as likely spread out over a few months. 

Here’s a list of factors that could affect the work duration:

• Amount of time dedicated to making plans

• Getting permits

• Complexity of the job

• Relying on many experts from various fields (conforming to their schedules)

• If the space isn’t yet designed for the eventual services (plumbing, electrical, hygiene/sanitation regulations)

While pondering over the project, make note of the ideal timeline. Then, when discussing it with the contractor, it’ll allow you to determine whether or not it’s manageable. You’ll also have to factor in that some unpredictable delays may occur, so if you need to occupy the space by a certain date, jumpstart the process as soon as possible to avoid any delays that’ll end up penalizing you. 

How do I plan an office or business reno, and will I need to shut down during renovations?

Is your business located street-side and offers in-person services? If so, you’ll be all the more anxiously awaiting the work to be completed, since the longer your business is inoperable, the more costly it becomes. For large-scale projects, you may need to completely shut down for a few days, maybe even a few weeks. Bear this in mind when completing the budgeting phase of your project as well as its ideal timeline. In the meantime, you may also have to lay off some employees or reassign them to other duties if possible. 

Some business owners come up with temporary solutions, such as renting an office space for the duration of the work (which implies everything in terms of adapting and procedures) or turning to other sorts of services (delivery or teleconferences with clients). Having already pondered various ways to keep the business functional during the work, you’ll avoid dealing with major stresses should certain things not go as planned. 

Here’s an example to highlight the above-mentioned: A bakery in my neighbourhood decided to vacate its former location to move into a friendlier area. However, the space they chose to rent wasn’t ready to host their business, so they had to go through an extensive transformation. Due to issues encountered in receiving materials and supplies, while simultaneously dealing with a labour shortage, the work took a lot longer than anticipated. 

In the meantime, they sold pastries online for in-person pick-up in a part of the bakery that’s already renovated. That way, their business remained publicly active, enabled some employees to work, and money kept coming in while the renovations were being done.

Commercial Space Renovation Project

The Most Common Commercial Renovations

When using the term “commercial” renovation or construction, we’re essentially distinguishing it from residential or industrial renovations. If you’re already quite familiar with home renovations, take a seat because you'll soon realize that transforming a commercial space is quite different. 

So, what’s considered a commercial renovation or construction? Here’s a short list of the main spaces concerned:

Restaurants and Catering Services

Restaurants, whether a franchise or standalone location, need specialized renovations, tailored to their specific needs. Common updates for front-of-house renovations include decor, lighting, and bathrooms, while back-of-house improvements often include equipment and appliance updates, added square footage, and HVAC system improvements.

Restaurant chains must comply with company guidelines, whereas independent establishments can benefit from unique designs meant to improve client comfort and employee productivity.

Grocery and Retail Stores

Grocery, health food, and retail stores rely on modern spaces to stay ahead of the competition, attract customers, and increase sales. Renovations are often focused on improving interior design, reorganizing displays, integrating cutting-edge technology, and optimizing the floor plan for seamless foot traffic. A welcoming facade and functional interior are key to strengthening brand identity and improving overall customer experience.

Industrial Buildings

Industrial buildings designed to meet the specific needs of manufacturing companies need plenty of storage space, as well as decent square footage to fit their machinery and equipment. Renovations often include adjusting ceiling heights, adding sublevels, and integrating safety-driven designs tailored to the company's operations.

Corporate Offices

Now that most companies are calling workers back to their offices, whether full-time or part-time, the demand for modern workspaces is increasing. Renovations often include designing open-floor plans, meeting rooms, common areas, and sustainable designs. Corporate offices also serve as IT centres, requiring enough space to store server farms and reliable, high-speed network connections. From start-ups to corporate offices housed in skyscrapers, each space must be designed in such a way as to feature a balance between functionality and safety, meeting the specific needs of each occupant.

Hospitality Industry

Hospitality industry renovations, which include hotels, tourist complexes, and hostels, serve to meet the needs of customers and modern trends. Common updates include improvements made to the decor, lighting scheme, flooring, layout of common areas, and restoring and improving facilities, such as pools, gyms, and entertainment spaces. For hotels and motels, it’s essential to strike a balance between comfort, privacy, and accessibility, with large-scale projects often requiring soundproofing expertise and customer experience optimization.

Medical Offices

Hospitals, dentist offices, and medical clinics also go through extensive renovations to improve patient care, fine-tune efficiency, and comply with regulatory standards. Such projects often include building or adding onto wings, adding more square footage to fit new medical equipment, and improving the HVAC, electrical, and communication systems. Renovations are also tailored to building accessibility, ensuring seamless foot traffic for personnel and patients while allowing the necessary equipment to be installed. Small clinics, including veterinary hospitals, also call for well-designed renovations to meet the needs of the staff and their cute, four-legged patients.

Building Code for Commercial Renovation Projects

In Quebec, commercial construction and remodelling work is highly regulated. All persons involved with such a jobsite must hold a valid CCQ (Commission de la construction du Québec) certificate at the time the work is taking place, as well as an RBQ licence relevant to the work planned. In other words, you can’t put together your commercial space with simply the help of a few trusted, DIY handy friends. 

The same applies to small renovation work, such as painting or patching up small holes. The law is strict and inspectors are vigilant. However, should you try your luck, you risk hefty fines. 

In other Canadian provinces, the laws regulating who can carry out what type of work aren’t as clear-cut. To stay on top of things, check out your province’s Construction Code and consult renovation experts. They’ll be able to help you work in accordance with the law. 

As a side note, bear in mind that the contractors with whom you’re working on your renovation project are professionals who must absolutely have a high-value insurance policy. With commercial-like renovations, we’re generally referring to insurance policies with a coverage of 2 million dollars in value. However, for commercial space renovations, it’s best to ensure that the contractors have opted for a higher-value coverage. 

Will I need a permit to complete a commercial space construction or transformation project?

Yes, holding a valid, city-issued building permit is mandatory before starting any work-related aspects of your commercial construction project. If you work without permits, city inspectors can request you to stop work immediately, which will lead to extensive delays and could possibly halt the project altogether. It’s not a risk worth taking. 

Contact your municipal authorities to find out what type of permit you need. The staff responsible for issuing permits will be able to steer you toward project-specific permits. Then, you’ll need to put together a file and send forth a request. Permit delays can vary depending on the type of project you’re planning, the time of year, and the complexity of the work. 

The moral of the story: Don’t wait too long before submitting a permit request. You can also ask your general contractor or other hired experts to help you with this matter. They might have a few tips or tricks to put together a file that’ll favour a positive response from the authorities in question. 

Hire Commercial Renovation Project Experts: Remodelling Contractors

General Contractor vs. Specialized Contractor

For a large-scale project, you’ll most likely need to hire multiple tradespersons. Now, the question is whether you want to entrust a general contractor (CCQ-certified if in Quebec) or specialized contractors with managing the project—or maybe you want to take on this time-consuming task yourself.

Dealing with a team of contractors is a lot of work, more so when dealing with a large-scale project. That’s why you really need to carefully consider this question. Note that you can also assign management duties to an interior designer or architect, as most of them offer said service. 

What’s the difference between a general contractor and a specialized contractor? To sum it up, a general contractor is authorized to complete numerous tasks and can supervise other contractors. Whereas, a specialized contractor is qualified to carry out certain tasks but can’t intervene in areas beyond their expertise. 

These articles can help you make up your mind on the matter and better understand the role of a general contractor, especially when it comes to a commercial renovation or remodelling project:

• Why Hire a General Contractor for Your Renovation Project?

• Commercial Renovation Projects: Criteria to Find the Right Contractor

Is working with an architect or interior designer better suited for commercial renovations?

As soon as you’re dealing with a large-scale commercial construction or remodelling project, it’s highly recommended to work with a design expert. You’re likely to need blueprints to obtain the necessary building permits, and these plans can’t be hand-drawn on the corner of a napkin.  

Team up with an architect (or architectural technologist), an interior designer, and/or an engineer to come up with renovation blueprints. You can even ask the expert (except the engineer) to manage to project from start to finish, as many of them offer “turnkey” services. 

When it comes to an interior designer, they’ll also help you choose your interior layout (and exterior if needed), shop around for select furniture pieces, pick out materials, and complete numerous other project-related tasks. 

• The Difference Between an Architect and an Architectural Technologist

• How Much Does It Cost to Hire an Interior Designer?

How to Structure a Commercial Renovation Project: Steps and Timeline

Although the hired contractor and their team do the majority of the work, it doesn’t mean that there’s nothing for you to do. Below is a list of things to accomplish during your commercial renovation project:

1. Define your goals: Before starting, determine what you want to achieve with this renovation project. Whether to modernize a space, improve its efficiency, or add new functionalities, have clear-set goals to help you stay on track from start to finish.

2. Establish a budget: Outline your financial priorities to stick to your renovation budget and avoid overspending. Establish a buffer for unexpected circumstances, including a strategy to efficiently allocate your resources, balancing quality and cost control.

3. Hire the right contractor: Choosing a qualified contractor makes all the difference. Hire a professional with solid experience working commercial renovations, one who understands your specific needs and can ensure a job well done.

4. Plan and design your project: Put together a detailed plan that outlines your needs and goals. The latter should include layout, material selection, and a design tailored to your commercial brand while enhancing functionality.

5. Get the necessary building permits: Check project-specific legal requirements to get your project greenlit. Proper administrative preparation means avoiding delays or setbacks as the project unfurls.

6. Create a calendar: Establish a clear timeline with realistic steps based on every phase of the project. Plan for potential delays to minimize business-related disruptions.

7. Communication: Communicating openly with all parties involved is paramount. Share routine updates to ensure the project evolves as expected and problem-solve on the spot.

8. Get ready for unexpected hurdles: Setbacks are inevitable with just about any renovation project. Proactive planning and open-mindedness can help you overcome said challenges without compromising your objectives.

Final Jobsite Walkthrough

What Aspects Should You Look Over?

1. Final inspection: Do a final walkthrough to check that the work done matches project specifications. Report all defects or unfinished tasks to your contractors.

2. Safety and compliance: Make sure that the renovated space complies with safety standards, building codes, and accessibility requirements. Schedule the necessary inspections or certifications.

3. System testing: Test the HVAC, plumbing, and electrical systems, as well as other equipment and all updated technology to ensure their proper functioning.

4. Paperwork: Gather plans, warranties, permits, and maintenance guides provided by contractors.

5. Tweaks: Carry out minor tweaks to ensure optimal functionality.

6. Cleaning and set up: Carry out a thorough post-renovation clean-up. Set up furniture, equipment, and decor.

7. Maintenance planning: Put together a maintenance plan to preserve the sate of the renovated space and extend its lifespan.

How can I manage stress during the project?

With all renovations, whether residential, commercial, or other, stress is inevitable. It’s perfectly normal and predictable. However, there are ways to manage this sort of stress, primarily through reasonable expectations and meticulous planning. Here are some tips and tricks to help you manage your stress during your commercial renovation project:

1. Expect issues: Anticipate potential problems during a commercial renovation to better manage stress and avoid major setbacks. Unexpected circumstances, such as late deliveries or structural problems, are rather common with this type of project. By accepting this reality from the onset, you can put together a backup plan, including budgetary and schedule buffers. That way, you can react more calmly and keep the project on track, even when faced with unexpected challenges.

2. Communicate often and openly: Frequent and efficient lines of communication between you and your hired contractor are essential to managing your stress. Don’t be afraid to ask questions, share concerns, and keep yourself abreast of all renovation-related progress. Moreover, make sure you’re available to answer all questions and concerns coming your way.

3. Stay organized: Using a shared digital calendar to keep track of important dates, such as job deadlines, payment dates, and key project steps, can help you stay organized throughout. Additionally, storing items in clear, marked storage bins can help you easily access your things, even when everything is in complete shambles. Such strategies allow you to manage everything and avoid useless stress during the renovation process.

4. Be realistic and open-minded: Being realistic and open-minded during a commercial renovation can significantly reduce stress. While it’s important to have a clear vision, one must expect delays and setbacks, and adapt accordingly. For example, if a key material like tiles or must-have accessories is unavailable, get an alternative to keep the project on track and avoid useless frustrations. 

5. Make a list (and check it twice!): Make a list of everything you want to get done during the commercial renovation, including design preferences, key project steps, materials, and budgetary considerations. A clear and concise list can help you stay focused, organized, and ready to tackle each and every step of the renovation process.

Conclusion

A commercial renovation project can be a good opportunity to transform your space of business into something that truly suits your professional needs while meeting current standards. By meticulously planning every step of the project, collaborating with qualified experts, and remaining open-minded when faced with setbacks, you can stack the odds in your favour, ensuring a positive project outcome. A strategically planned approach means creating a space that’s functional, aesthetic, and suited to your business, meeting deadlines, and within budget.

Here are articles that might pique your interest as you mull over your project:

• Window & Door Soundproofing Techniques for Commercial Spaces

• 10 Renovation Projects to Set Up an Office

• Renovating a Restaurant: Suggestions and Tips