01
The six programme stages
1. Brief and site due diligence
Confirm the intended use, tenancy condition, lease milestones, landlord process, decision-makers, budget and opening target. Review available drawings and existing services before committing to a layout.
2. Concept and coordination
Resolve customer flow, staff workflow, equipment, joinery, signage, accessibility, fire, mechanical, electrical and plumbing interfaces together. Late coordination turns into site delay.
3. Approvals
Allow separately for landlord approval, building consent, resource consent where relevant and specialist review. A first fit-out or work affecting specified systems is likely to need a formal consent pathway.
Official source: MBIE: interior alterations to existing non-residential buildings4. Pricing and procurement
Complete the information needed for comparable pricing, confirm the scope and release long-lead equipment, custom joinery, signage and specialist finishes only after required decisions are approved.
5. Construction and inspections
Sequence demolition, framing, services, linings, finishes, joinery, equipment, signage, testing and inspections. Build in access restrictions, shutdowns, cure times and defect correction.
6. Handover and opening
Collect testing records, certificates, warranties, maintenance information and consent close-out documents. Where work required consent, apply for council sign-off when the work is complete.
Official source: MBIE: completing your project02
Common causes of delay
Incomplete site information
Unknown services, hidden conditions and inaccurate base drawings force design changes during construction. Survey and verify critical areas early.
Late business decisions
Menu, equipment, storage, technology, brand and finish decisions affect many downstream trades. Give each decision an owner and a deadline.
Approval requests for information
Missing or inconsistent documents slow landlord and council review. Coordinate drawings and supporting information before submission, then track responses centrally.
Long-lead items
Custom joinery, equipment, switchgear, lighting, signage and imported products can control the opening date. Confirm lead times before promising the construction sequence.
Uncontrolled changes
A change after pricing may affect drawings, orders, trades and inspections. Record the full programme impact alongside cost before approval.
03
Make the programme usable
Work backwards
Start with the operational opening date, then include staff setup, stocking, training, cleaning, defects and statutory sign-off before setting practical construction and design milestones.
Show dependencies
Link decisions and approvals to the work they release. A programme is more useful when it shows why an item must be completed, not just a date.
Add review time
Allow the client, landlord, consultants and authorities enough time to review coordinated information. Avoid programming each stage on the assumption of first-pass approval.
Update one current version
Review progress and decisions at a consistent rhythm. Keep one current programme with changes, risks and recovery actions visible to the project team.
FAQ
Common questions
How long does a commercial fit-out take?
It depends on site condition, size, use, consent, services, specialist equipment and decision speed. Plan the full pathway—briefing through handover—rather than treating construction as the whole programme.
When should fit-out planning begin?
Ideally while the site or lease is still being assessed. Early checks can expose consent, services, access and programme risks before the opening date is fixed.
Can the business stay open during refurbishment?
Sometimes, with agreed staging, separation, shutdowns, cleaning and public-safety controls. Live-site work may reduce productivity and must be reflected in scope and programme.
Sources
Check the current requirements for the site.
This guide is practical project information, not legal, planning or compliance advice. Official requirements can change and the correct pathway depends on the building, use and proposed work.