Law firm facility improvements tend to move beyond the typical personalization level of commercial construction projects due to the need for special design elements, high density filing systems, flex rooms and more. The challenges of such improvements are discussed in a commentary by Johnson and Jennings General Contracting firm’s Garry Dickson and Dean Petersen. The commentary is included below.
Facility improvement projects aim to create space that is not only functional, but also personalized to meet the individual employee’s needs. Law firm improvements move beyond the typical personalization level of commercial construction projects, also taking into account many considerations unique to the business of law. Each project requires distinct factors be considered to ensure optimum results, and each project should meet the firm’s needs by addressing issues of corporate culture, timing, sound attenuation, security, high density filing systems, flex rooms, and other special design elements.
Every law firm has its own corporate culture, often dictated by the type of work it does. The logistical and spatial needs of a law firm focused on real estate development and insurance litigation will vary considerably from the needs of a high-tech international law firm. Also, any law firm improvement project is tempered by the number of clients the firm intends to see within its offices. Firms that have a large influx of clients often request elaborate improvements. On the other hand, firms that don’t see many clients in their offices often maintain more moderate design elements.
The general contractor should ensure the project is completed on schedule, which is fundamental to the law firm’s functions. Often employing high-paid executives with demanding cases billed by the hour, key concerns include minimizing the length of construction, maximizing quality, maintaining a confidential working environment, and having the least amount of down time. Also, a constant influx of student interns trying to meet their educational requirements and career goals, in spite of construction work, makes the timing even more crucial.
On some projects, construction activities are completed while the law firm’s employees continue to occupy the space. Special timing and after hours work is usually required in these circumstances.
For confidentiality reasons, generally law offices must be sound resistant, which mandates constructing varied wall types, sealing windows, and installing specialty doors. Also, electrical outlets cannot be shared between offices, as sound leaks out. Thus, each outlet must be located and constructed to be independent of each other.
In addition to electrical outlets, the weakest areas of the wall are located at intersection points, directly below the ceiling and above the carpet line. To combat this problem, most law firms require sound resistant walls to be installed between each attorney office. This process entails multiple layers of drywall, insulation, sound pads, or ceiling to floor caulking.
In order to protect employees and maintain privacy for the law firm, it’s important to coordinate with security vendors in order to plan for—and build in—additional security measures such as key card access and special entrances and exits. Some law firm renovations also include the construction of “War Rooms.” These rooms are designed to store files for upcoming trials, allowing card access to certain individuals only. Also, some card accessed rooms tally who enters the room, providing accountability.
Today’s law firms generally require condensed file storage areas in lieu of large libraries. Advanced systems, such as high density filing, make it possible to streamline the filing and searching process, and also conserve space in the firm. Coordination of this vendor, along with structural considerations for the system, must be taken into account. Unlike typical filing systems of the past, which required entire floors or libraries of shelving to facilitate the document volume, a high-density filing system minimizes the space requirements dramatically. Usually, this system includes multiple 20-foot long shelving units built next to each other. Instead of leaving a walkway between every shelf, each unit is installed on a track mechanism. The entire shelving system is either manually or electronically operated, allowing a three-foot walkway to open up, one aisle at a time. Depending on what file is requested, the flexible walkway allows a person to access a file in any location.
Often, law firm improvements and remodels incorporate multipurpose rooms that serve a variety of uses, whether for training, executive meetings, or individual depositions. Known as “flex rooms,” they have a variety of amenities and functions included in the design.
Generally, law firm partners pay for construction costs above their basic improvement allowance. Due to high standards and because they often will spend the majority of their time in this new space, they expect and deserve impeccable construction quality. As a specialized group, law firms require a higher level of finish as well as increased attention to design details.
Law firms are in a highly competitive business and must differentiate themselves from other firms in order to make a lasting impression. Accordingly, a law firm tenant improvement is a vital way to contribute to the overall image of the firm, often requiring special features that are unique to them alone.
