Office Refresh and Relocation

What should be replaced in an existing office and what should be retained. A three-step method of inventory, measurement and phasing.

Short answer

An office refresh begins with an inventory rather than with product selection. In order: every existing item is counted and those to be retained are marked, the space is measured to establish the net area per person (6-8 m² in an open plan), and the replacements are then divided into phases. Seating comes first: chairs are in use eight hours a day and are the component that wears fastest.

A three-step refresh plan

InventoryEvery desk, chair, cabinet and pedestal is listed individually with its condition recorded. The usual outcome is that most cabinets can be retained and most chairs should be replaced. This list forms the input for the next two steps.
MeasurementThe net area is established and the figure per person calculated. An open plan requires 6-8 m² and a cellular layout 8-10 m²; below 6 m² the answer is a change in headcount or premises rather than in layout. Detail is given in the space planning guide.
PhasingReplacements are divided into three phases: seating and defective components first, desks and acoustics second, storage and lounge third. Phasing spreads the budget and allows the second phase to be corrected once the result of the first is visible.

Replacement priority

Decision by component
Component	Typical life	Decision
Task chair	5-8 years	Replaced in the first phase. A sinking cylinder, collapsed foam and a loose mechanism are not recovered by repair.
Desk	10-15 years	Retained where the top is sound. The reason for replacement is usually cabling and dimensional fit rather than wear.
Cabinets and pedestals	15+ years	Generally retained. Where it does not suit the new layout, its position is changed.
Acoustics and dividers	Usually absent	Absent in most offices. The item producing the highest effect at the lowest cost.

Recommended products

Niro Ergonomic office chair

Seating heads the list: a 3D mesh back with concealed Wave Spring suspension in a single-piece body.

Urban Desk Office desk

A collection extending from single desks to multi-person stations and meeting tables, allowing a whole floor to be refreshed on one design line.

Evol Office desk

Station sizes between a single 120x70 and a four-person 360x160 cm, extended within the same range as headcount changes.

X-3 Desk

An operational work system on a light, linear structure, specified for dense open-plan layouts.

Cage Desk · Pedestal · Workstation

Desk, pedestal and workstation combined on one frame, allowing the system to be set up once rather than bought piece by piece.

Screen Acoustic panel

Acoustic panel mounted to the front and sides of shared stations, lowering noise without replacing the existing desks.

Cliff Acoustic panel

Free-standing acoustic divider requiring no fixing and positioned directly during a refresh.

Sydney Keson Pedestal · 3 drawers

Under-desk pedestal; the cushioned version provides an additional seat. The most economical solution when replacing existing pedestals.

X-Change Acoustic booth

Single-person acoustic booth, meeting the requirement for calls and video meetings without partitioning the open plan.

Relocation schedule

Where a move to new premises is involved, the furniture order is planned backwards from the move date. The lead time stated on product pages is four weeks for the greater part of the catalogue, while the contractual standard band is 4-8 weeks depending on stock; neither includes finalising fabric and colour selection. A few days are added for installation.

The rule applied is that dimensions and layout are settled at least eight weeks before the move and the order placed six weeks before. Where immediate availability is required, the “Ready to ship” filter in the catalogue can be used.

Frequently asked questions

Where does an office refresh begin?

With an inventory. Every existing item is listed with its condition recorded; generally most cabinets can be retained and most chairs should be replaced. The net area is then measured and the square metres per person calculated. Product selection follows these two steps.

How is office area apportioned?

Approximately 45-50 % of the net area is allocated to workstations, 20-25 % to circulation, 10-15 % to meeting areas, 10-12 % to shared and reception areas and 5-8 % to storage. Below 20 % circulation the office becomes physically constrained, and this is the most difficult decision to reverse.

How far ahead of a move should the order be placed?

The lead time stated on product pages is four weeks for most items, with a contractual standard band of 4-8 weeks. Allowing for installation and possible revisions, the order should be placed six weeks before the move and dimensions and layout settled eight weeks in advance.

Quotation and project enquiries

Once dimensions and headcount are supplied, an itemised quotation is prepared. The showroom is on Üsküp Caddesi in Çankaya; the products can be examined on site via the contact page.