Office Designing: Between Vision and Budget

27 March 2025

Effective office fit-out budget management is a major challenge for companies considering relocation. How can aesthetics and office functionality be balanced with a realistic budget given growing employee expectations and the rapidly changing real estate landscape? Cushman & Wakefield’s latest EMEA Office Fit-Out Guide 2025 report provides valuable insights into effective expense planning and offers advice on how to avoid costly pitfalls.

Office fit-out costs

Cushman & Wakefield analyses average office fit-out costs in 53 key cities across EMEA to provide an all-in breakdown that includes furniture, audio-visual equipment, professional fees and contingency costs, as well as reinstatement costs which are key for budget planning.

Medium-quality fit-outs in Warsaw are priced at an average of EUR 1,275 per square metre – almost the same as in Amsterdam or Prague but half of what average fit-out costs are in Berlin, Frankfurt and London. Meanwhile, basic-quality fit-outs are quoted at EUR 785 per square metre, with costs varying across Poland by city and local factors such as the availability of contractors and labour costs.

In projects led by Cushman & Wakefield we did not notice any major differences between individual regions of Poland. Some cost variations may be attributed to local factors, including competition on the construction market or the availability of skilled labour,”

comments Michał Kloch, Associate, Head of Cost Management Poland, Cushman & Wakefield.

What actually impacts fit-out costs?

Fit-out budgets are primarily influenced by macroeconomic factors such as inflation, labour costs, material prices, as well as energy and transport costs. According to the report, inflation across EMEA has been reined in and is expected to slow further throughout 2025. More tellingly, prices for energy, metals and oil are all forecast to decline, leading to lower production and transport costs. The stabilisation of construction service prices, following a surge in 2023–2024, will provide a clearer picture for planning fit-out costs.

Importantly, ultimate fit-out costs are also impacted by individual occupier requirements for fit-out standards.

Companies often focus on aesthetics and functionality first, before considering budget limitations, once a project is already underway. Accurate costing and flexibility in responding to market changes are key to optimising expenses without compromising on quality and functionality,”

notes Michał Kloch.

While high-quality materials, advanced technologies and energy-efficient solutions are likely to drive project costs up, they may improve user comfort and long-term operational savings.

The biggest challenges in fit-out budgeting

One of the key challenges in fit-out budgeting is to engage the right teams at an early planning stage. Office fit-out decisions are frequently made by administrative and HR departments without input from IT and operational professionals. This can lead to additional costs at later stages.

A holistic approach to a project, coupled with an understanding of the mutual expectations of all parties, is key to efficient project delivery to avoid costly adjustments to installations, IT infrastructure, or the adaptation of space to actual employee needs. Project Development Services professionals assist in analysing unique business requirements and managing the budget effectively,”

explains Michał Kloch.

Unforeseen changes, such as office reconfigurations or the use of alternative materials, are likely to significantly drive costs up and delay project completion. This is why accurate project planning at an early stage is so essential.

In addition to high quality and timely delivery, other key factors include understanding tenant expectations and actively participating in optimisation processes. Tailoring solutions to individual requirements allows for effective budget allocations to areas most critical to the tenant,”

adds Michał Kloch.

A prime example of effective budget management is the Warsaw head office of the global logistics firm CH Robinson. The 4,500 sqm office fit-out in Skanska’s Studio complex demonstrates that careful planning, close collaboration between the leasing and project management teams of Cushman & Wakefield, and an open dialogue with the client enable optimal budget utilization and creation of a compelling and functional space without overspend. By focusing on costs from the outset, setting a realistic budget tailored to the client’s financial capacity and meticulously supervising the entire process with regard for the initial project brief, we successfully achieved all project goals while staying within budget. The space was designed in line with the latest trends and employee needs, incorporating everything from collaborative spaces to meeting rooms and chillout zones.

Trends impacting office fit-outs

Experts note the growing importance of sustainability in fit-out projects. Companies are increasingly investing in certified, eco-friendly materials and energy-efficient technologies. These investments come with higher upfront costs but will generate long-term operational savings.

Additionally, some companies are reusing fit-out components from previous tenants, leading to savings and contributing to sustainability. However, this approach requires meticulous planning to ensure that small modifications such as adding more meeting rooms do not end up being more expensive than a full-scale re-fit,”

notes Michał Kloch.

Modern offices must also be flexible and adapt to evolving employee needs. This has led to the rise of modular solutions that enable easy space reconfigurations without interfering in building installations.

Hybrid work has reshaped office design – teleconferencing zones and spaces for focused work are increasing in importance, while large conference rooms are falling out of favour. Acoustics and flexibility are emerging as key factors, especially in open-plan spaces where selecting the right materials can enhance workplace comfort,”

concludes Michał Kloch.

Access the full report

Karolina Samczyńska

Head of Marketing and Sales Enablement, Poland at Cushman & Wakefield

Magdalena Znyk-Ossowska

Senior Consultant at Linkleaders

+48 502 556 846