A primer on construction in occupied office spaces.

When tenants face a build-out or renovation of their existing office, they often retain a construction manager with general-contracting capabilities to work on their space while employees remain on premises. The alternative, to relocate during the construction, is simply too expensive and complicated for many firms to consider.

Yet completing build-outs in occupied space is more complex than many realize.

For example, few companies plan this process in advance, and it's necessary for the construction manager to be on the project well before the actual construction begins.

The C.M. requires time to sit down with the client to determine the best way to renovate the space with as little disruption as possible.

A rushed timeline can result in a lack of preparedness. This, in turn, can lead to many problems during an already complex construction process.

Another challenge is that construction within an occupied space is more time-consuming than construction in an unoccupied space, because the team must completely finish one phase before moving on. Thus, a project that takes 12 weeks in an unoccupied space could take anywhere from 16-20 weeks in an occupied space.

Despite the complexities involved, here are several ways in which tenants and their construction teams can pave the way for a project's success: Conduct research and select the construction manager carefully.

Not only does the client depend on the C.M. to deliver quality work on time and on budget, but he/she must also rely on the construction leader's judgment in selecting members of the entire construction team, including subcontractors.

It takes a considerable level of workmanship and character to work on such a complex project; not everyone is comfortable or able to build in an office environment.

It's important, therefore, to work with a C.M. with an established reputation, with specific experience in construction within occupied space.

Ask plenty of questions. Since the tenant will be operating in the midst of construction, it is important to know everything that is going on, such as when the work will take place, how many construction trades will be on the job, and the type of working conditions to expect.

The more questions the tenant asks at the beginning, the better prepared the company and its employees will be.

Keep the building owner in the loop. It is in the tenant's best interest to get along with the landlord. Be sure to keep the building owner well-informed so that he/she feels comfortable having the construction team work in his/her "house."

Budget prior to actual completion. A building's regulations often require the construction team to do a portion of its work after hours, which results in overtime pay. It is important to address the question of how time affects cost beforehand.

Make safety a priority. Depending on the office's layout, employees may have to navigate through the construction site to get to the restroom or to other company facilities. Be sure that a clear, unobstructed route is available.

Communicate with employees. The construction process can create anxiety among your employees and affect morale. Be sure to address their concerns ahead of time, and be available and sensitive to any questions.

Carrying out construction in an occupied office will always present challenges.

But as long as the tenant keeps both eyes open and remains realistic, it can be a relatively smooth, unobtrusive and painless process--that results in a more efficient, comfortable and appealing workplace.