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Facility Planning Procedures

Document Type: Guide
Version: 1.0
Last Updated: February 2026
Distribute To: Owner, CEO, CFO, Operations Manager

Purpose​

Provide guidance on facility planning decisions including office space, yard/shop facilities, and equipment storage to support operations efficiently.

Why Facility Planning Matters​

Facility Impact:​

  • Operational efficiency
  • Employee satisfaction
  • Professional image
  • Cost structure
  • Growth capacity
  • Safety

Facility Cost Components:​

  • Rent or mortgage
  • Utilities
  • Maintenance
  • Insurance
  • Property taxes
  • Improvements
  • Moving costs

Facility Needs Assessment​

Current State Analysis:​

================================================================
         FACILITY NEEDS ASSESSMENT
================================================================

Company: _______________________  Date: _______________

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CURRENT FACILITIES:

Office Space:
  Location: _______________________
  Square footage: _____
  Owned/leased: _______________________
  Monthly cost: $_________________
  Lease expiration: _______________________
  Condition: ☐ Excellent  ☐ Good  ☐ Fair  ☐ Poor

Yard/Shop:
  Location: _______________________
  Acreage/SF: _____
  Owned/leased: _______________________
  Monthly cost: $_________________
  Lease expiration: _______________________
  Condition: ☐ Excellent  ☐ Good  ☐ Fair  ☐ Poor

Satellite locations:
  _______________________

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SPACE UTILIZATION:

| Space Type | Capacity | Current Use | Utilization |
|------------|----------|-------------|-------------|
| Office workstations | | | ___% |
| Conference rooms | | | ___% |
| Storage | | | ___% |
| Shop space | | | ___% |
| Yard/equipment | | | ___% |
| Parking | | | ___% |

Overall utilization: _____%

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PAIN POINTS:

☐ Insufficient space
☐ Poor location
☐ Inadequate layout
☐ Condition issues
☐ Cost too high
☐ Security concerns
☐ Parking issues
☐ Other: _______________________

Priority issues:
1. _______________________________________________________
2. _______________________________________________________

================================================================

Space Planning​

Office Space Requirements:​

================================================================
         OFFICE SPACE PLANNING
================================================================

Current employees: _____
Projected employees (3 years): _____

================================================================

SPACE REQUIREMENTS:

| Space Type | Count | SF Each | Total SF |
|------------|-------|---------|----------|
| Private offices | | 120-150 | |
| Workstations | | 64-100 | |
| Conference (small) | | 150-200 | |
| Conference (large) | | 300-500 | |
| Break room | | 15/person | |
| Storage | | | |
| Reception | | 150-300 | |
| IT/server | | 100-200 | |
| Restrooms | | code | |
| Circulation | | 20% | |

TOTAL REQUIRED: _____ SF

Current SF: _____
Gap: _____ SF

----------------------------------------------------------------

LAYOUT CONSIDERATIONS:

Departments to locate together:
- _______________________
- _______________________

Departments needing privacy:
- _______________________

Departments needing client access:
- _______________________

Special requirements:
- _______________________

================================================================

Yard/Shop Requirements:​

================================================================
         YARD/SHOP PLANNING
================================================================

EQUIPMENT STORAGE:

| Equipment Type | Count | Space Each | Total Space |
|----------------|-------|------------|-------------|
| Heavy equipment | | | |
| Trucks | | | |
| Trailers | | | |
| Small equipment | | | |

Total equipment storage: _____

----------------------------------------------------------------

SHOP REQUIREMENTS:

| Need | Space | Notes |
|------|-------|-------|
| Maintenance bay | | |
| Welding area | | |
| Parts storage | | |
| Tool crib | | |
| Material staging | | |

Total shop: _____ SF

----------------------------------------------------------------

YARD REQUIREMENTS:

| Need | Space | Notes |
|------|-------|-------|
| Equipment parking | | |
| Material storage | | |
| Staging area | | |
| Maneuvering | | |
| Parking (employees) | | |

Total yard: _____ acres

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INFRASTRUCTURE:

☐ Power (amps needed: _____)
☐ Water
☐ Sewer/septic
☐ Fuel storage
☐ Security (fence, cameras)
☐ Lighting
☐ Paving/gravel

================================================================

Lease vs. Own Analysis​

Decision Framework:​

================================================================
         LEASE VS. OWN ANALYSIS
================================================================

Facility: _______________________

================================================================

OPTION 1: LEASE

Monthly lease rate: $_________________
Annual lease cost: $_________________
Lease term: _____ years
Tenant improvements: $_________________
Total 10-year cost: $_________________

Advantages:
☐ Flexibility
☐ Lower upfront cost
☐ Maintenance included
☐ No capital tied up

Disadvantages:
☐ No equity building
☐ Rent increases
☐ Landlord control
☐ Moving risk at renewal

----------------------------------------------------------------

OPTION 2: PURCHASE

Purchase price: $_________________
Down payment (20%): $_________________
Mortgage payment: $_________________/month
Annual operating costs: $_________________
10-year appreciation (estimated): $_________________
Equity at 10 years: $_________________
Net 10-year cost: $_________________

Advantages:
☐ Build equity
☐ Fixed payment
☐ Control
☐ Potential appreciation
☐ Customize freely

Disadvantages:
☐ Capital tied up
☐ Maintenance responsibility
☐ Less flexibility
☐ Market risk

----------------------------------------------------------------

OPTION 3: BUILD

Land cost: $_________________
Construction cost: $_________________
Total project: $_________________
Financing: $_________________
Monthly payment: $_________________

Advantages:
☐ Custom design
☐ New construction
☐ Build equity

Disadvantages:
☐ Highest capital requirement
☐ Time to complete
☐ Risk during construction

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COMPARISON:

| Factor | Lease | Buy | Build |
|--------|-------|-----|-------|
| Upfront cost | $ | $ | $ |
| Monthly cost | $ | $ | $ |
| 10-year total | $ | $ | $ |
| Flexibility | H/M/L | H/M/L | H/M/L |
| Control | H/M/L | H/M/L | H/M/L |
| Equity | $ | $ | $ |

RECOMMENDATION: _______________________

================================================================

Site Selection​

Location Criteria:​

================================================================
         SITE SELECTION CRITERIA
================================================================

MUST HAVE (Deal breakers):

☐ Zoning allows use: _______________________
☐ Within _____ miles of _______________________
☐ Minimum _____ SF / _____ acres
☐ Budget: $_______ to $_______
☐ Available by: _______________________

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EVALUATION CRITERIA:

| Factor | Weight | Site A | Site B | Site C |
|--------|--------|--------|--------|--------|
| Location/access | 20% | | | |
| Size adequacy | 15% | | | |
| Cost | 20% | | | |
| Condition | 10% | | | |
| Layout/design | 10% | | | |
| Expansion potential | 10% | | | |
| Parking | 5% | | | |
| Image/appearance | 5% | | | |
| Utilities | 5% | | | |
| TOTAL | 100% | | | |

Best option: _______________________

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DUE DILIGENCE:

☐ Zoning verification
☐ Environmental assessment
☐ Building inspection
☐ Title review
☐ Survey
☐ Utility capacity
☐ Traffic/access study
☐ Neighbor concerns

Issues found: _______________________

================================================================

Relocation Planning​

Move Planning Checklist:​

================================================================
         RELOCATION PLAN
================================================================

From: _______________________
To: _______________________
Target move date: _______________________

================================================================

PRE-MOVE (3-6 months before):

☐ Lease/purchase completed
☐ Space planning finalized
☐ Renovation/improvements started
☐ Moving company selected
☐ IT infrastructure planned
☐ Furniture decisions made
☐ Timeline communicated
☐ Change of address list created

----------------------------------------------------------------

PRE-MOVE (1-3 months before):

☐ New phone/internet ordered
☐ Furniture ordered
☐ Signage ordered
☐ Moving logistics finalized
☐ Staff assignments for new space
☐ Purge/dispose of unneeded items
☐ Packing supplies obtained
☐ Client notification planned

----------------------------------------------------------------

MOVE WEEK:

☐ IT equipment packed/moved
☐ Files packed/moved
☐ Furniture moved
☐ IT systems connected
☐ Phones operational
☐ Security activated
☐ Utilities transferred
☐ Final walk-through of old space

----------------------------------------------------------------

POST-MOVE:

☐ Address updated everywhere
☐ Clients notified
☐ Vendors notified
☐ Licenses/registrations updated
☐ Bank notified
☐ Insurance updated
☐ Old space cleaned/returned
☐ Staff settled

----------------------------------------------------------------

BUDGET:

| Item | Budget | Actual |
|------|--------|--------|
| Moving company | $ | $ |
| IT relocation | $ | $ |
| Furniture | $ | $ |
| Improvements | $ | $ |
| Signage | $ | $ |
| Temporary downtime | $ | $ |
| Contingency | $ | $ |
| TOTAL | $ | $ |

================================================================

Facility Cost Management​

Monthly Facility Costs:​

================================================================
         FACILITY COST ANALYSIS
================================================================

Period: _______________________

| Cost Category | Budget | Actual | Variance | % of Revenue |
|---------------|--------|--------|----------|--------------|
| Rent/mortgage | | | | |
| Utilities | | | | |
| Maintenance | | | | |
| Insurance | | | | |
| Property tax | | | | |
| Security | | | | |
| Cleaning | | | | |
| Other | | | | |
| TOTAL | | | | |

Cost per SF: $_____
Cost per employee: $_____

Industry benchmark: _____ - _____% of revenue
Our performance: ☐ Better  ☐ Average  ☐ Worse

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COST REDUCTION OPPORTUNITIES:

| Opportunity | Potential Savings | Implementation |
|-------------|-------------------|----------------|
|             | $                 |                |

================================================================
  • Capital Budget
  • Strategic Planning
  • Capacity Planning
  • Financial Reporting

Template provided by support.construction. Your facilities should support your work, not constrain it.

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