Office Reconfigurations

Commercial Office Furniture Reconfiguration: How to Plan, What to Expect, and Smart Questions to Ask

As your organization evolves—through growth, downsizing, or shifting to hybrid work—your furniture layout often needs to change too. Reconfiguring existing cubicles, private offices, or collaborative spaces can be a cost-effective alternative to buying all new furniture, but it still requires careful planning and professional execution.

This guide breaks down what to expect during a reconfiguration, how to prepare your team and space, what to listen for from your dealer or installer, and what questions you should be asking to ensure a smooth transition.

What to Expect During a Furniture Reconfiguration

Unlike a fresh install, a reconfiguration involves working within an existing, often occupied, environment. That means more variables, more coordination—and a greater need for clear planning.

1. A Detailed Assessment of What’s There

Before any reconfiguration begins, a site assessment is crucial. This typically includes:

  • Inventorying all existing furniture pieces, components, and parts

  • Assessing condition (what’s reusable vs. what needs replacing)

  • Identifying existing cabling, power feeds, and obstructions

  • Understanding what areas are staying in use during the project

This helps your furniture partner create a realistic reconfiguration plan that uses as much of your existing inventory as possible, minimizing new purchases and downtime.

2. Reconfiguration Plan and Layout

Once the assessment is complete, your dealer or space planner should provide:

  • A new space plan showing how cubicles, desks, and offices will be reoriented

  • An inventory map showing how existing parts will be reused or supplemented

  • A phasing plan if the work will happen in stages

This plan should account for employee needs, workflow patterns, department adjacencies, and access to power/data. If your reconfiguration includes fewer private offices and more open collaboration, that should be reflected in both the layout and product needs.

3. Onsite Reconfiguration Execution

Installers will begin disassembling and reassembling existing systems furniture—sometimes moving panels, tops, and components from one workstation to another. During this time, you can expect:

  • Noise, foot traffic, and workspace disruption

  • Protective floor or wall coverings (if the dealer is careful)

  • Coordination with IT or electricians to unplug and replug equipment

  • Potential surprises—missing parts, damaged panels, or non-standard components

If your team is working onsite during the reconfiguration, clear communication about timelines and working zones is critical.

4. Punch Walk and Finishing Touches

Just like a new install, a reconfiguration ends with a final walkthrough. You’ll check for:

  • Correct placement of workstations, chairs, tables, etc.

  • Stability and alignment of cubicle walls or desk units

  • Functionality of drawers, doors, power, and lighting

  • Any damage or missing pieces to be replaced

How to Plan for a Successful Reconfiguration

Reconfigurations often happen under pressure—tight timelines, limited budgets, and active workspaces. These planning tips can help mitigate chaos:

1. Get a Complete Inventory Ahead of Time

You’ll want a full list of existing furniture, including:

  • Panels (size, color, height)

  • Worksurfaces and return sizes

  • Filing components

  • Overhead bins or shelves

  • Electrical components and connectors

Even better if you have manufacturer model numbers or past install drawings. If not, ask your dealer to help document and inventory the space during the site visit.

2. Confirm New Workplace Needs

Are you moving from 6'x6' cubicles to 5'x5'? Turning private offices into team pods? Switching to hoteling stations?

Clarity on how the space will be used post-reconfiguration ensures the design matches your business goals—not just what you have on hand.

3. Coordinate with Your IT and Facilities Teams

Disassembling and moving furniture often impacts:

  • Power distribution

  • Network cabling

  • Server access or mounted hardware

  • Phone systems or docking stations

Plan with your IT team so they can disconnect and reconnect technology safely and on schedule.

4. Schedule in Phases If Needed

If your office must remain partially operational during the project, work with your dealer to create a phased schedule. This allows sections of your team to remain productive while reconfiguration happens in stages, usually over weekends or off-hours.

What You Should Be Hearing From Your Dealer or Installer

Strong communication can make or break a reconfiguration project. You should expect to hear:

  • "We’ve inventoried your existing furniture and identified reuse opportunities."
    This shows they’ve done their due diligence and won’t be guessing on-site.

  • "Here’s a detailed phasing and installation schedule."
    You should know which areas will be affected each day, and how long each phase will take.

  • "We’ll coordinate with your IT and building management as needed."
    A good installer handles logistics, not just furniture.

  • "We’ve identified any parts or components you’ll need to supplement."
    This helps you avoid surprises mid-install.

Smart Questions to Ask Before a Reconfiguration

Be proactive. Asking the right questions can save you time, money, and frustration:

  1. Will the existing electrical system in our cubicles work in the new configuration?

  2. Are there any missing or damaged parts that we’ll need to replace?

  3. How will you manage power and data during the move? Who’s responsible for reconnections?

  4. Can we phase this in stages to minimize disruption?

  5. Do we have enough components to build what’s in the new layout, or will we need to buy more?

  6. What’s the backup plan if something doesn’t fit as expected?

  7. Who’s the main point of contact for questions or changes during reconfiguration?

Red Flags to Watch Out For

Some signs your reconfiguration could go sideways include:

  • No site walkthrough or furniture inventory

  • No phasing or timeline provided

  • Installers showing up without a detailed plan or layout

  • Ignoring IT coordination or power considerations

  • Lack of communication about missing/damaged components

After the Reconfiguration: Final Checks

Once everything is moved and set, take the time to do a thorough walkthrough. Review:

  • Functionality of all drawers, keyboard trays, and privacy panels

  • Power and data connections at each workstation

  • Cleanliness and condition of furniture after the move

  • Any adjustments or repairs needed (create a punch list)

Request a final layout and inventory map showing what was used where—it can help with future planning and troubleshooting.

Final Thoughts

Reconfiguring your office furniture isn’t just about moving desks—it’s about supporting new ways of working. Whether you're adapting to hybrid schedules, reassigning private offices, or densifying your floorplan, a successful reconfiguration blends strategy, logistics, and execution.

With the right partner, clear communication, and careful planning, your team can transition smoothly with minimal downtime—and maximize the value of your existing furniture investment.