Building the brief for an office fit-out project in 2 to 4 weeks: Kytom method, specifications, budgets, timelines and key trade-offs.
"Where do we start"
A vague brief generates 15 to 25% in cost overruns through change orders, according to Kytom field feedback from 1200+ clients. On an 850 sqm project at 1100 euros excl. VAT/sqm, the drift quickly reaches 140,000 euros, absorbed in modification works, furniture re-deliveries or temporary lease extensions.
Without a structured needs assessment, <a href="https://www.anact.fr/ressources" rel="noopener" target="_blank">ANACT</a> notes that 1 in 3 employees report dissatisfaction with the new environment after 6 months. Post-relocation turnover can climb by 4 to 8 points, particularly among technical profiles already in high demand on the Paris and Lyon markets.
An incomplete brief exposes you to non-compliance with the tertiary decree, which requires a reduction in final energy consumption of at least 40% by 2030 compared to 2010 for the tertiary building stock, along with regulatory obligations applicable to workplaces. Bringing a building into compliance after the fact costs 80 to 150 euros excl. VAT/sqm, not counting administrative delays of 3 to 6 months in the event of an inspection.
Kytom steps in before the consultation with architects or furniture suppliers, during a scoping phase of 2 to 3 weeks. Our 11 agencies mobilise a programmer and space planner team to formalise a brief of 25 to 40 pages, including surface ratios (8 to 12 sqm per workstation), budget by package, detailed 12-week timeline and arbitration criteria (acoustics, light, flexibility, environmental certifications). Since 2006, we have scoped more than 1200 office projects. The Kytom brief can be used directly by the real estate department, HR and the finance department, with a framework aligned with recognised workplace standards and compatible with the regulatory obligations to reduce energy consumption applicable to tertiary buildings.
Audit of the existing site, occupancy measurement over 2 weeks, interviews with 8 to 15 business representatives. Deliverable: 20-page diagnostic report, actual occupancy ratios (often 55 to 65%), mapping of acoustic, thermal and functional irritants raised by teams.
Scoping workshop with executive management, HR and the real estate department over 2 half-days. Budget trade-offs (range of 800 to 1500 euros excl. VAT/sqm), choice of occupancy scenario (flex, assigned, hybrid) and validation of target indicators. Deliverable: signed scoping note.
Drafting of the detailed functional programme, room by room, with surface ratios, technical requirements (acoustics 35 dB, lighting 500 lux), finish levels and furniture standards (Vitra, Herman Miller references). Deliverable: 30 to 40-page specification ready for consultation.
Management of the consultation with 3 to 5 qualified providers, weighted multi-criteria analysis grid (price 40%, technical 35%, timeline 25%). Deliverable: comparative analysis report and substantiated recommendation for a decision by the management committee within 10 days.
"The Kytom brief transformed our steering committees. We were making decisions based on quantified facts, no longer on intuition. The project stayed within 2% of its budget over 14 months."
Allow 2 to 4 weeks depending on size (up to 6 weeks beyond 2000 sqm). Under 2 weeks, the needs assessment remains superficial and exposes you to 15% in subsequent overruns through change orders or re-deliveries.
Ideally a trio: the real estate department (technical scoping), HR (human needs) and the finance department (budget trade-offs). Kytom drives the method, but the final decision remains with executive management, validated in committee within 10 days.
Yes, from 300 sqm renovated. A renovation without scoping generates the same drift as a relocation, with the added impact on the teams in place. The brief remains essential, even if reduced to 15 pages.
Surface ratios (8 to 12 sqm per workstation), target occupancy rate (60 to 75%), budget by package (partitions, furniture, flooring, electrical, HVAC), 12-week timeline, and 5 to 8 measurable success indicators 6 months post-delivery.
Yes, systematically. Kytom incorporates the regulatory requirements imposing a reduction in final energy consumption of at least 40% by 2030 compared to 2010 for the tertiary stock, the targeted environmental certifications and the choice of reused or ecolabelled furniture, which represent 20 to 35% of the furniture budget on our recent projects.
Not advisable. Without a brief, the offers received are not comparable and price gaps reach 40 to 60%. A validated brief allows a rigorous consultation with 3 to 5 providers, with multi-criteria analysis and a substantiated decision in 10 days.