Planning your office space is about more than just arranging desks. Done well, it can boost productivity, support collaboration, and make your team feel more comfortable and focused. Whether you're setting up a brand-new office or reworking your current layout, a clear plan helps you make the most of your space and budget.
Here’s your complete office space planning guide - including expert tips to design a workspace that actually works for your team.
Why Planning Office Space Matters
A thoughtfully planned workspace can make a real difference to how your team works. Good layout and design can:
- Improve productivity and focus
- Encourage collaboration
- Support flexible and hybrid workstyles
- Help you use your space efficiently
- Create a more professional image for clients and visitors
On the flip side, poor planning can lead to wasted space, frustrated teams, and even higher costs down the line. That’s why investing time in planning now saves headaches later.
Key Planning Considerations
Start by defining your goals and requirements:
- Team Size & Structure: How many employees do you need to accommodate? Do they work full-time onsite or part-time?
- Workstyles: Does your team need quiet zones for focus, or open areas for collaboration?
- Zoning: Think about how different functions (e.g., sales, admin, design) will use the space.
- Utilities & Infrastructure: Plan for power outlets, internet access, printers, and storage.
- Access & Flow: Ensure smooth movement through the space, with easy access to meeting rooms, kitchens, and facilities.
- Future Growth: Can your space adapt if your team expands or your needs change?
Types of Office Layouts
There’s no one-size-fits-all layout, but here are some popular options:
- Open-Plan: Great for collaboration and flexibility but may be noisy.
- Cellular Offices: Individual rooms for privacy and focus, often used by leadership or for sensitive work.
- Hybrid Layouts: A mix of open spaces, private offices, and shared areas to support different tasks.
- Hot-Desking: Desks are shared rather than assigned, ideal for hybrid or remote teams.
- Breakout Spaces: Informal areas for meetings, brainstorming, or relaxation.
- Meeting Rooms: Dedicated spaces for in-person or virtual collaboration.
Consider your team's daily needs and preferred working style when choosing the best layout.
Calculating Space Requirements
A key part of space planning for office design is knowing how much space you need. A rough guide:
- Desks: 80-150 sq ft per person (depending on layout and role)
- Meeting Rooms: Allow 25-50 sq ft per person in the room
- Breakout Areas: Space for informal seating or standing workstations
- Storage: Cabinets, lockers, and filing spaces if needed
- Circulation Space: Leave room for walkways and comfortable movement
If you're planning a small office, efficient layout is even more critical. Flexible furniture and smart storage can help maximise the available square footage.
Need help estimating? Try our office space calculator.
Budgeting and Cost Management
Cost planning is just as important as design. Consider:
- Rent per sq ft: Varies by location (e.g., South London, East London, West London)
- Fit-Out Costs: Furniture, decoration, partitioning
- IT Infrastructure: Internet, cabling, power points
- Utilities: Electricity, water, cleaning
- Contingency: Budget for unexpected expenses
Using furnished office space or serviced offices can reduce upfront costs and make budgeting easier.
Designing for Hybrid & Flexible Work
Hybrid work is here to stay. Planning for it means:
- Hot-Desking: Flexible seating for part-time or remote staff
- Collaborative Zones: Spaces for meetings, brainstorming, and teamwork
- Quiet Spaces: For focused, solo work
- Remote Collaboration: Screens, videoconferencing tools, and high-speed internet
A well-planned hybrid office layout supports all work styles, from focused solo work to group projects.
Compliance & Legal Considerations
Make sure your space complies with:
- Health & Safety Regulations: Adequate space per employee, proper lighting and ventilation
- Fire Safety Rules: Clear exits, extinguishers, and alarms
- Accessibility Standards: Easy access for people with disabilities
- Building Codes: Local regulations for commercial space use
Consult with legal or building experts to ensure compliance from day one.
Tools, Software & Resources
Modern planning tools can make your job easier:
- Space Planning Software: Visualise layouts and test options
- Office Space Calculators: Estimate your needs (like our planning tool)
- Professional Services: Architects, interior designers, or commercial agents can offer expert help
Explore creative workspaces for unique, design-led office options.
Office Planning FAQs
Q: How much space do I need per person?
A: Aim for 80-150 sq ft depending on your layout and team role.
Q: Can I reconfigure the space later?
A: Check lease terms for flexibility on layout changes.
Q: How long does planning take?
A: Give yourself 3-6 months from planning to move-in, depending on the size and complexity.
Final Tips & Checklist
Before you start:
- Define your goals and budget
- Calculate how much space you need
- Choose the right layout for your team
- Plan for hybrid work and future changes
- Get expert advice where needed
Whether you’re looking for a compact office or larger commercial office space (view options), planning it right sets you up for long-term success.
Ready to find your ideal workspace? Get in touch for expert help and tailored advice.
