Project Management for Dental Practice Builds and Refurbs

Managing a dental practice build or refurbishment is not about chasing trades or ticking boxes. It’s about controlling risk.

Poor project management is rarely obvious on day one. It shows up later as delays, cost creep, compliance issues and compromised workflows.

Whether you are planning a new squat practice or refurbishing an existing one, structured project management is what keeps the outcome aligned with your original intent.

This article sets out what effective dental practice project management looks like and why it matters.

Start with intent, not timelines

Before drawings, quotes or schedules, you need clarity.

You should be clear on:

• Why you are taking on the project
• What kind of dentistry you want to support
• How you want patients and staff to experience the space

A cosmetic-led practice with long appointments demands something very different from a high-throughput family practice.

That difference affects layout, equipment choices, circulation, storage and compliance requirements.

If this intent is not defined early, decisions drift. The project becomes reactive. Timelines and budgets suffer as a result.

The three phases of dental practice project management

Most dental projects fail quietly between phases, not during obvious problems. A clear structure prevents that.

1) Planning phase

This is where most risk is either removed or locked in.

Key elements include:

• Defining scope properly, not optimistically
• Setting realistic timelines based on expert input
• Understanding regulatory and compliance requirements early
• Building a budget that includes contingency

The most common mistake here is planning to the minimum possible timescale. That leaves no room for hidden issues, design changes or supplier lead times.

A plan should reflect reality, not best-case assumptions.

2) Execution phase

This is where coordination matters more than speed.

Effective project management during execution focuses on:

• Clear communication between all parties
• Regular progress checks against milestones
• Managing changes without derailing the project
• Keeping decisions documented and traceable

Projects often slip when communication breaks down. Decisions made verbally or informally tend to resurface later as disputes, delays or additional costs.

3) Completion phase

Finishing a project is more than handing over keys.

This phase should include:

• Final compliance and safety checks
• Equipment testing and certification
• Staff training and familiarisation
• Preparing for opening or reopening

Rushing this stage creates problems after launch, when downtime is far more expensive.

Cost control is a management issue, not a budgeting issue

Budget overruns rarely come from one large mistake. They come from small decisions made without context.

Common causes include:

• Underestimating enabling works
• Structural or services issues uncovered late
• Poor sequencing of trades
• Choosing lowest-cost options without understanding service impact

Good project management balances cost against long-term performance. In many cases, spending slightly more upfront avoids repeated disruption and expense later.

This is particularly relevant when practices attempt to self-manage complex projects without prior experience.

Common project management pitfalls in dental builds

Some issues appear again and again across both new builds and refurbishments.

Underestimating time

Expert timescales are usually realistic. Treating them as pessimistic causes immediate pressure later.

Budget blind spots

Existing services, flooring, walls and drainage often hide problems that only appear once work begins.

Poor communication

Unclear responsibility leads to delays and rework.

Regulatory oversights

Missed compliance details can halt progress or require expensive corrections.

Each of these is avoidable with structured planning, regular reviews and documented decision-making.

Documentation and compliance matter more than you think

Effective project management relies on organisation.

You should expect to manage or coordinate documentation such as:

• Property or lease agreements
• Health and safety certification
• Equipment and installation records
• CQC-related documentation
• Contracts with suppliers and trades

When documents are missing or disorganised, inspections and approvals slow the project down. Clear documentation keeps momentum and reduces stress during handover.

New builds vs refurbishments

The principles of project management are the same, but the risks differ.

New builds typically involve:

• Longer planning phases
• More external approvals
• Greater infrastructure decisions

Refurbishments often involve:

• Working around live clinical environments
• Higher risk of hidden issues
• Greater pressure on sequencing and downtime control

Refurbishments can feel harder despite smaller scope, because unknowns are more common.

How this fits into starting a squat practice

Project management is only one part of starting a squat practice, but it is a critical one.

Early-stage decisions around vision, scope, budget and sequencing shape everything that follows. This article is designed to give you the strategic framework.

For a deeper, step-by-step view of the full journey, including finance, location and viability, the Starting a Squat Practice ebook expands on each stage in detail.

Next steps

If you are early in planning, focus on clarity and structure before speed. If you are already mid-project, step back and assess whether decisions are being managed or simply reacted to.

Strong project management does not remove all risk. It ensures risks are visible, controlled and aligned with the outcome you actually want.

If you would like support with planning, coordination or full dental practice project management, you can speak directly with our team. We work with practices at every stage, from early feasibility through to delivery and handover, for both new builds and refurbishments.

Contact us to discuss your project and understand what structured project management support would look like for your practice.

Frequently asked questions about dental practice project management

What is dental practice project management?

Dental practice project management is the structured planning, coordination and oversight of a build or refurbishment. It covers scope, timelines, budget control, compliance, communication and delivery from initial intent through to opening. The goal is to reduce risk, not just complete the work.

Do I need formal project management for a small refurbishment?

Yes. Smaller refurbishments often carry higher risk because hidden issues are more common and work is frequently carried out in live practices. Without clear project management, minor changes can quickly lead to delays, unexpected costs and disruption to patient care.

Can I manage a dental practice build myself?

You can, but most issues arise when experience is limited. Dental projects involve specialist compliance, sequencing and equipment integration that general construction experience does not cover. Many practices attempt self-management once, then choose professional support for subsequent projects after experiencing avoidable issues.

What is the biggest mistake dentists make when planning a project?

Planning to best-case timelines. Using minimum lead times and optimistic assumptions leaves no margin for hidden works, design changes or regulatory checks. Realistic planning almost always delivers faster overall outcomes.

How early should compliance be considered?

From the start. Compliance cannot be bolted on later without cost and delay. Layout, services, equipment positioning and documentation all affect CQC readiness. Early consideration avoids redesign and rework during execution.

How do budgets usually overrun on dental projects?

Most overruns come from:

• Unidentified enabling works
• Existing services issues
• Changes made mid-project
• Poor coordination between trades

Strong project management identifies these risks early and builds in contingency.

Is project management different for squat practices?

The principles are the same, but squat practices involve more early-stage decision-making around viability, layout and infrastructure. Project management becomes part of a wider planning journey rather than a standalone task. This is why it works best when aligned with a structured squat practice plan.

What documentation should I expect to manage?

Typically:

• Property or lease documentation
• Health and safety certification
• Equipment installation and service records
• Compliance documentation
• Supplier and contractor agreements

Keeping these organised prevents delays at handover and during inspections.

When should I bring in specialist support?

As early as possible. Early involvement allows better sequencing, clearer budgets and fewer compromises later. Bringing support in mid-project usually means correcting decisions rather than optimising them.

How does project management reduce downtime?

By planning sequencing properly, managing changes carefully and completing checks before reopening. Downtime is rarely caused by one issue. It is usually the result of several small planning failures stacking up.