The way UK businesses utilise office space has evolved dramatically in recent years. Where full-time office work was once the standard, more companies are now adjusting their office size as they embrace remote and hybrid working models to better align with employee needs and expectations.
While office space is still necessary for many businesses, shifting attitudes mean there is now greater scrutiny on space requirements, with more focus on the value of flexible workspaces that can adapt to the demands of modern organisations and cater to workflows such as collaboration and hot desking. As a result, determining the right amount of office space has become more complex.
Calculating how much office space you need
Determining the right amount of office space used to be a straightforward calculation by simply multiplying the square footage per employee by your total staff. But today, it’s a bit more complex.
If you’re moving to a new office, you’ll need to think about factors such as how many employees will be in the office at any given time (including those who are just passing through for meetings or work on a hybrid basis), the nature of the work they’ll be doing, and the amenities you plan to offer.
Here are some key considerations to help you figure out how much office space you need both per employee and for your business overall.
Office space per employee
The amount of space required for each person varies based on several factors, including the type of work being done, the equipment needed, the layout of the office, and, of course, your budget. To make the best decision, consider how employees will be working in their space and what they need for maximum efficiency.
High-density offices
In offices with 50–100 sq ft per employee, the space is usually open-plan, with rows of compact desks. These offices may have a few private spaces for management or team meetings. This type of setup is common in industries like sales, customer support, and coworking spaces, where employees tend to be on their feet or frequently moving.
Average-density offices
Offices with 100–200 sq ft per employee often feature an open layout but with larger desks and more room for collaboration, including meeting rooms, cubicles, and private offices. Creative agencies, software development companies, and tech firms typically use this type of workspace.
Spacious offices
For those who need more room to spread out, offices with 200–500 sq ft per employee offer generous space and often include large private offices. This setup is more common in industries such as law firms and financial services, where employees may require more privacy and larger work areas.
Office space for facilities and equipment
It’s not just the office space per person that you need to think about. You also need to factor in space requirements for essential office amenities, from kitchen areas to meeting rooms. Here’s a brief guide to the square footage you should allow:
- Small kitchen area – 100 sq ft
- Small meeting room (two to four people) – 100 sq ft
- Large meeting room (four to eight people) – 150 sq ft
- Board room (15-20 people) – 200 sq ft
- Small server room (up to five racks) – 40 sq ft
- Large server room (up to 30 racks) – 120 sq ft
- Manager’s office – 100 sq ft
- Senior manager’s office with a small table – 200 sq ft
Plans for future growth and expansion
When signing an office lease for 12 months or more, it’s crucial to consider your growth projections and how many new employees you plan to bring on board, as this could severely impact the amount of space you need. As a general guideline, it’s wise to factor in some extra square footage to accommodate future hires and try to envision where you see your business in the next couple of years.
Usability of the space
Equally important is how well the office space can be used. Irregularly shaped rooms with corners, alcoves, or low ceilings might limit the number of desks you can fit comfortably or how many employees can fit into the space. Additionally, areas with poor natural light, next to frequently used doors, or in close proximity to air conditioning units can create an uncomfortable work environment or may not be suitable in terms of health and safety.
Whether you are getting ready for a brand new office refurbishment or are looking for some space planning advice for the future, our team of office experts are here to advise and help you along the way, ensuring your workplace caters to your business’s needs.
From assisting with desk placement to working out how your electrics and plumbing will work, we will go through your office space with you to ensure that you are making use of all available space, adhering to regulations and precautions.
To find out more about our space planning process, visit our dedicated service page or get in touch with our team with any questions.