How Much Office Space Do I Need?
In my 25+ years working with office occupiers, this is the question I hear time and time again ‘How Much Office Space Do I Need?’
Whether it’s a start-up with 5–10 employees setting off on an exciting new journey, or a well-established multinational expanding their 250–300 person operation, the size of office space needed is always a key consideration.
The answer, however, isn’t always straightforward. Some companies bring in fit-out consultants or design architects to help map out their space, and this can be useful in giving a fairly accurate square footage estimate. From there, someone like me can start identifying suitable options.
The good news? You don’t always need a consultant to get a reasonable estimate. Here are my top tips for working out how much office space you might need.
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Headcount & Growth Plans
Start with the basics. As a starting point we need to understand, how many people do you need to accommodate? How long do you plan to stay in this space (3–5 years)? To delve deeper, the next questions help us narrow the search further;
a). Does everyone need a desk?
Unless you’re operating with a high work-from-home model, desks are essential for fostering collaboration and allowing room for growth.
b). Allow a buffer for growth.
A 10% fluctuation in staff numbers (up or down) is common, so factor that in to avoid future space constraints.
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Desk & Workspaces: Bigger Isn’t Always Better
Office layouts are evolving. Traditional large desk spaces are becoming less common as collaboration areas shrink and flexible working increases. In fact, many do not have a desk they own with most opting for ‘hot desking’ solutions.
When selecting desk suitability, remember:
- Too small, and you risk overcrowding.
- Too large, and you’re paying for space you won’t use.
- The right size? It’s about what suits your way of working.
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Meeting Rooms – Are They Fully Utilised?
Meeting rooms or board rooms are a great feature and in many cases, a nice to have but often sit empty.
To make the most out of the space you have, think carefully about what you actually need and more modern and agile ways of working:
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Do you require formal client-facing meeting rooms, or can open collaboration spaces work?
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Smaller two-person booths are hugely popular for private calls and focused work.
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Phone booths prevent large meeting rooms from being taken up by one person on a call
4. Reception – First Impressions Count
A reception area might seem like a necessity, but remember, you’re paying the same rent per square foot for reception space as you are for income-generating workspace.
Some companies opt for a smaller welcome area, using meeting rooms or shared spaces for guest interactions instead.
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Collaboration & Breakout Spaces
The role of canteens, cafés, and breakout areas has grown significantly. These spaces help shape company culture and boost productivity. Sometimes these areas are the unsung hero’s of collaboration.
I call this the ‘relaxed work zone’, an area where staff can connect, brainstorm, or simply take a break. It’s a great way to reinforce your company culture while also improving employee wellbeing.
Other Key Considerations
Aside from desks and meeting rooms, don’t forget about:
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Comms & IT rooms
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Storage & filing areas
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Cleaning & facility space
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Health & safety compliance
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Return to Office (RTO) V Work From Home (WFH) Policies
Finally, since Covid 19, many organisations pivoted to support workers to working from home to allow continuity of business. As we have seen over the last year, there is a strong movement to bring employees back to the office either full time or for 2-3 days a week. With this in mind, your company policy will play a big role in shaping your office space needs.
With all of the above in mind, I have a quick ready-reckoner for office sizing.
If you’re not sure where to start, my go-to rule of thumb is:
- 1 person = 100 sq. ft. (including all shared spaces)
- 25-person office = ~2,500 sq. ft.
This estimate includes everything:
- Desks
- Meeting Areas,
- Shared Facilities
This is a solid starting point. That said, the best way to determine the right size?
Get out and view properties. You’ll quickly get a feel for what works and what doesn’t for your business.
If you need help navigating your office space search, let’s chat.
