One of the most challenging aspects of office improvement is not the design process, nor the many technology decisions that must be made. Even budgeting and finance are relatively easy when compared to the challenge of renovating while in practice.

It’s the prospect of potential problems that prompts many dentistsrs to avoid extensive renovations and limit their office makeovers to cosmetic changes and equipment upgrades. but the good news is that extensive changes can be made to existing practices while remaining at a very high level of function by following these five rules.

• Add capacity. One of the greatest errors in office renovation is failing to enlarge during the renovation process. Practice renovations are required for two primary reasons: a) the office is doing well and needs increased efficiency and capacity; b) the office is outdated and does not reflect the desired level of professionalism. In either instance, successful renovation will lead to growth, which will increase demand for greater capacity. Adding new work areas (as opposed to renovating existing rooms) also will make it much simpler to maintain production during the upgrade process.

• Phase in the design plan: All too often, designs for office improvements are created that do not take into account the significant potential disruptions that redesign will create. As a result, plans are reworked, compromised and downgraded prior to or during the construction process. Your designer must have a clear understanding of the ramifications of design on the day-to-day working of the practice and treat continued production as a most essential part of the process.

• Decide what space you need. Room priorities need to be part of an office-wide discussion—prior to renovation. When projects do not include expansion, this will require condensing work areas and combining certain functions in one room during construction.  Decisions will have to be made that will affect privacy, comfort and, perhaps, even workflow. For example, if renovation will last three months, can you live without a staff lounge? Could you tolerate combining your office with consultation? Should you convert to full digital now to gain darkroom space?

• Compensate for lost productivity. Occasionally, it is impossible to increase capacity in the early phases of a project, and your work area is necessarily reduced. In these situations, it may be desirable to spread production over a greater number of hours with less per-hour capacity.

• Manage for production. Every office has a defined wait time for treatment access; and it is not unreasonable to alter scheduling practices during renovation to help stabilize revenues. For example, during construction it is acceptable to defer those procedures that tie up more chair time with lower compensation in order to continue a steady flow of larger, more remunerative, care. Once renovation is complete, you should be rapidly able to reintegrate the smaller procedures and, in doing so, bring the office almost instantaneously to a new, higher level of production.