Whether you're scaling up, downsizing, or simply rethinking your workplace strategy, one question often comes up: how much office space do I need? It’s not always a straightforward answer, especially with the rise of hybrid working and evolving team dynamics. But with the right approach, it’s possible to create a space that suits your team, your budget, and your business goals.
Why Office Space Planning Matters
Choosing the right office size isn’t just about fitting everyone in. A well-planned space supports employee well-being, encourages productivity, and helps control costs. In fact, many London-based businesses are now allocating more room per employee than ever before. An average of 145 sq ft per person, compared to 115 sq ft pre-pandemic. Why the change? Teams are prioritising comfort, collaboration, and flexibility over dense desk layouts.
What’s the Legal Minimum Office Space Per Person?
In the UK, the Health and Safety Executive (HSE) recommends a minimum of 11 cubic metres per person, which works out to roughly 4.6 m² or 50 sq ft. While this satisfies the legal requirement, it doesn’t account for modern office needs - think desks, chairs, tech equipment, and circulation space.
Put simply: the legal minimum is a starting point, not a best practice.
How Much Office Space Is Typically Required Per Person?
So, how much office space is required per employee in real-world settings? It depends on the type of space and your working style:
- High-density / open-plan offices: 50-100 sq ft per person
- Average density: 100-200 sq ft per person
- Private or spacious layouts: 250-500 sq ft per person
In the UK, the sweet spot for modern offices is typically 100-150 sq ft per employee. By comparison, companies in North America often allocate 150-175 sq ft per person.
How to Calculate Office Space for Your Team
A great way to estimate your needs is by using a simple formula:
(Number of employees × space per person) + shared areas + growth buffer = total space required
Here’s a breakdown:
- Start with headcount - How many people will use the space day-to-day?
- Choose your density range - For example, 125 sq ft per employee
- Add common areas - Meeting rooms, kitchenettes, breakout areas, reception (add 25-30%)
- Include a growth buffer - Typically 10-20% for future hiring
Example:
Let’s say you have a team of 30 employees and want a balanced layout:
- 30 × 125 sq ft = 3,750 sq ft
- Add 30% for shared space: +1,125 sq ft = 4,875 sq ft
- Add 15% growth buffer: +731 sq ft = 5,606 sq ft total
Need a shortcut? Try our Free London office space cost calculator to get a quick estimate.
What Types of Spaces Should You Account For?
Aside from individual desks, it’s important to include:
- Conference rooms & meeting rooms
- Breakout spaces / lunchrooms / kitchenettes
- Reception area
- Storage / file rooms / server rooms
- Corridors & circulation space
These shared areas play a big role in your team’s workflow and can significantly impact your final square footage.
How Office Size Varies by Industry & Region
Your sector also plays a part in determining space needs. For example:
- Law firms & financial services: typically prefer private offices and more space per employee
- Tech & creative industries: favour open-plan layouts and collaborative areas
- Call centres: often use high-density layouts to maximise cost efficiency
Location matters too. London office space tends to be more compact and costly than regional cities, and UK businesses typically operate with slightly less space than counterparts in Europe or North America.
The Hybrid Working Effect
Hybrid working has changed the game. Many companies are now working with a desk-to-employee ratio of 0.5 - 0.7:1, using hot-desking and activity-based working to support flexible schedules.
This means you might not need one desk per person but you’ll still need space for team collaboration, virtual meetings, and individual focus work. Offices are becoming less about “seats” and more about purpose-built zones.
Quick Tips to Get It Right
- Don’t rely solely on legal minimums - they’re outdated for most modern teams.
- Use a calculator, but don’t skip manual planning and layout consideration.
- Allow space for future growth - your business may scale faster than you expect.
- Consult with office designers or brokers who understand UK space standards.
- Prioritise layout flexibility - the right configuration can make a smaller space feel larger.
So How Much Office Space Do I Need?
Understanding how much square footage is needed for office space isn’t just about measurements, it’s about creating a workplace that works for your team. Whether you’re looking at a serviced office, a managed solution, or something more traditional, having the right figures in mind will help you make smarter decisions.
Still unsure how much office space per person is right for your team? At Found, we’re here to help. Our team of office space experts can guide you through the entire process, from calculating your needs to finding the perfect London office that fits your people, your plans, and your budget.
