Reno-Meet - Office Renovation

A class project where students were asked to create a project for a hypothetical company called ABC Corporations, that had a budget of $30,000 to $80,000 CDN.

Project Reno-Meet

Renovating the current ABC Corporations Meeting space into a space that can improve employee communication, collaboration and productivity.

Project Overview

Problem or Issue

There are numerous reasons why the current ABC corporation (inc.) meeting rooms require renovation. The current technology used in the meeting room is outdated, which hinders the communication and productivity that occurs. Moreover, the worn-out furniture and lack of space makes it difficult for employees to effectively discuss and cooperate in the shared space. More importantly, the lack of consideration for employees who require accessibility is concerning and illegal. Lastly the current meeting space is outdated in terms of the company's current branding and aesthetic, making it off-putting to work in.  

Purpose of the Project

The purpose of Reno-Meet is to renovate the current ABC corporation (inc.). meeting room into a new meeting space that is equipped with the most advanced technology available and ties in with the company's current aesthetic and brand, to create an optimal space that allows for effective communication, collaboration and productivity during working hours.

Business Case

To renovate the current ABC corporation (inc.) meeting room into a meeting room that is equipped with advanced technology, ergonomic furniture and is branded with the company's aesthetic and branding to create an optimal space that allows for effective communication, collaboration and productivity during working hours.

Goals and Metrics

To renovate the current meeting space into an optimal meeting space that allows for effective communication, collaboration and productivity during working hours.

Expected Deliverables

• Updated interior design - space matches company’s aesthetic and brand 
• Improved furniture and furniture layout - furniture is ergonomic, chairs and tables are arranged for maximum space capacity 
• Enhanced technology infrastructure - improved audiovisual equipment, automatic system for lighting, seamless connectivity, hidden wiring and cable infrastructure, usb ports, charging ports at convenient meeting room locations (ex. on the desk) 
• Acoustic improvements - sound proofing, allows for privacy, optimized sound quality and reduce echoes 
• HVAC updates - For optimal temperature control, consideration of energy saving lighting, smart censored lights 
• Accessibility enhancements – Widened doorways, ramps, accessible seating
• Safety and security enhancements - Compliant with the most current fire safety codes, surveillance cameras

Project Scope

Within Scope

• Renovating the current meeting room into a meeting room that is equipped with advance technology and ergonomic furniture – which helps employes with improved communication, collaboration and productivity in the workplace 
• Target audience - ABC corporation (inc.) employees or potential stakeholders or business partners that may use the meeting room

Outside of Scope

• Other rooms in the office 
• Non target audience - Non-ABC corporation (inc.) employees or potential stakeholders and/or business partners

Project Communications Plan

• Communication goal: Discuss project progress and updates, and to address any issues that may arise during the project 
  • Communication method(s): Meeting
  • Audience: Team Members
  • Frequency: Daily
  • Owner: Project Manager
• Communication goal: Give a comprehensive update on the status of the project which includes progress made, key milestones achieved, and any challenges encountered 
  • Communication method(s): Meeting
  • Audience: Project board members
  • Frequency: Monthly
  • Owner: Project Manager
• Communication goal: To keep stakeholders informed about project milestones and achievements
  • Communication method(s): Emails
  • Audience: Stakeholders
  • Frequency: Weekly
  • Owner: Project Manager

Rationale for Project Communications Plan

• Prevents miscommunications among the team and the stakeholders
• Prevents stakeholder disengagement
• Prevents mismanagement risks
• Prevents inadequate documentation of project progress
• Prevents the issues of allocating resources
• Prevents confusion and lack of direction among team members

Lessons Learned

What worked

• Clear Vision: A well defined vision for the Reno-Meet Project
• Clear Budget Breakdown: A well defined budget breakdown for Project Reno-Meet

What didn't work

• Inadequate communication: With the communication plan established, there could be instances of insufficient communication – leading to misunderstandings, delays and potential rework​
• Inadequate skills/experiences: Due to lack of experience, task completion could be delayed, significantly impacting the successful completion of the entire project

Actions to take

• Improve communication plan/communication platforms: Reorganize and improve the project communication plan to help establish a communication channel/method that would still be accessible despite unforeseen circumstances. This will ensure everyone is on the same page – preventing any disputes.  ​
• Contact the Human resources department for a Human resources inventory: To ensure the team consists of members with adequate skills and experience to bring the project to success

Rationale for Lessons Learned

• Avoids the risk of repeating mistakes
• Helps identify the strengths and weaknesses of each project element, and possibly even the team member assigned to specific tasks and roles​
• Make team members feel heard​
  • Participatory leadership