Understanding how much office space your business needs per employee is key to creating a comfortable, productive work environment. Factors such as job functions, collaboration, and future growth all influence space requirements.
At Crest Interiors, we simplify office space planning by delivering tailored workplace solutions that support efficiency, employee wellbeing, and business success. In this article, we explore why office space per employee matters and how to plan your office space for success.
Why office space per employee matters
Your office isn’t just a workplace; it reflects your company’s values and culture. A well-planned office brings multiple benefits, including:
- Reduced operational costs (rent, utilities, maintenance)
- Higher employee satisfaction and lower burnout
- Improved team productivity and efficiency
- Greater workplace flexibility
- Scalability for future growth
Striking the right balance is key—too much space wastes resources, while too little creates discomfort and inefficiency. Let’s look at how to determine the right fit.
How much space do you need per employee?
Determining the exact amount of space you’ll need per employee depends on many factors that are bespoke to your business. However, here are some general guidelines to consider.
The Building Code of Australia requires a minimum of 10 square metres per person in the space, which includes meeting and common rooms, hallways, and bathrooms. However, most businesses need significantly more than this minimum to operate effectively. Thus, employees would have much less than 10 sqm for their dedicated workspace.
Let’s take a look at the space requirements for different types of office environments.
Traditional office: A traditional office setting requires 10- 15 sqm per person, typically including dedicated desks and workspaces for each employee, often with cubicles or closed office rooms.
Open plan: An open plan office requires 8- 12 sqm per person. These offices feature fewer walls and partitions, encouraging more interaction and collaboration. Desks are often arranged in rows or clusters, with shared break spaces. While the space per person is reduced compared to a traditional office, it allows for more flexible use of the office area.
Hot desk: Hot desks require 3- 6 sqm per person. Hot desks are shared desks available on a first-come, first-served basis. This setup ensures desks are not left unused when someone is out of the office, perfect for part-time or hybrid workers.
Agile/flexible workspaces: These spaces require 6- 10 sqm per person and support various workstyles and activities. Featuring shared workstations and collaborative areas, they allow employees to choose their workspace based on tasks, maximising space efficiency.
Activity-based working: Requiring 8- 12 sqm per person, this approach offers diverse environments—quiet areas, collaborative zones, and social spaces—allowing employees to choose the best setting for their tasks.
High-density workplace: High-density workspaces are designed to fit the maximum number of employees in an area, requiring only 4- 6 sqm per person. These spaces offer minimal personal space and compact workstations, ensuring maximum space efficiency. However, this can impact employee comfort and productivity.
Key factors affecting office space requirements
1. Business and team size:
One of the most straightforward factors influencing office space requirements is the number of employees in your organisation. A smaller business might require only a few workstations, while a more extensive organisation needs room to accommodate multiple teams, departments, and operational workflows. Future growth plans also play a significant role. If your business is scaling quickly, securing office space with flexibility for expansion can save time and money down the line.
2. Employee roles and functions:
The nature of your team’s work impacts how much space is needed. Employees engaged in high-focus tasks may need private offices or dedicated workspaces. At the same time, roles centred on collaboration might benefit from open-plan layouts with shared desks or breakout areas. Your team's mix of job functions, such as executives, creatives, or technical staff, should guide your space allocation.
3. Collaboration and communication needs:
Work environments differ in how much collaboration they require. Companies with frequent brainstorming sessions, cross-functional meetings, or client presentations may need larger meeting rooms, open areas, or collaborative zones. In contrast, organisations with more independent workflows can prioritise personal desk space over communal areas.
Look at the Universities Admissions Centre project for a practical example of a workspace designed with collaboration in mind. It includes spaces for town halls, events, and hybrid working. View the case study here.
4. Tech and equipment needs:
Technology plays a crucial role in determining office layouts. Teams reliant on specialised equipment, such as design studios or IT departments, may need additional space for tools and infrastructure. Similarly, technology-driven workspaces often require dedicated server rooms, charging stations, or space for audiovisual setups in meeting areas.
5. Privacy requirements:
For businesses handling sensitive information, privacy is essential. This may involve private offices, soundproofed meeting rooms, or individual work pods. Striking the right balance between privacy and collaboration ensures a productive and efficient workplace.
6. Future growth and scalability:
Planning for the future is essential when designing office space. Businesses anticipating growth should opt for spaces that can be scaled, whether by adding desks, reconfiguring layouts, or leasing adjacent spaces. Scalable office designs provide flexibility without requiring frequent relocations. See how the Attura project incorporated scalability here.
7. Work culture and environment:
A company’s culture greatly influences its office space design. Organisations promoting a collaborative, casual work environment may favour open floor plans, lounges, and hot-desking setups. Conversely, companies with a more traditional or hierarchical culture might prioritise private offices and formal meeting rooms.
8. Company image and branding:
Office space is often a reflection of a company’s brand and values. For client-facing businesses, the office environment can leave a lasting impression. Incorporating design elements that align with your brand identity can enhance your reputation and foster a sense of pride among employees.
9. Regulations and compliance requirements:
Certain industries or organisations have specific regulatory and compliance requirements that impact office space needs. For example, healthcare facilities need to adhere to strict room layouts and privacy considerations and accommodate medical equipment to comply with health regulations. Financial institutions need secure confidential discussions and data storage areas to meet industry compliance standards. See how the AB Mauri project addressed compliance needs with dedicated research spaces here.
10. Amenities and support spaces:
Modern workplaces often include amenities that support employee wellbeing and productivity. This might include kitchens, wellness rooms, fitness areas, or dedicated spaces for relaxation. Allocating sufficient space for these facilities enhances employee satisfaction, increases productivity, and improves overall workplace morale.
How to plan your office space
Now that we’ve examined the factors that influence how much space is needed per person, it’s time to start thinking about your office space. To make things easier for you, here are some tips for planning an office space where your team can thrive.
Your workplace strategy:
Start by defining your workplace strategy, which serves as the foundation for your office design. Consider whether your organisation prioritises collaboration, innovation, or focused work. For example, a hybrid work model might reduce the number of assigned desks but increase the need for shared workspaces and meeting rooms. Understanding how your employees work, communicate, and move through the day will help you create an environment that supports their productivity.
Your objectives:
Your office space should align with your broader business objectives. If improving employee satisfaction is a priority, focus on incorporating wellness features such as relaxation areas, ergonomic furniture, and natural light. For businesses seeking to enhance brand visibility, invest in a design that reflects your company’s identity and values. Being clear about your objectives ensures your office serves as a tool to achieve your goals, not just a functional space.
Cost:
Budget is a critical factor in planning your office space. Begin by determining how much you can afford to spend on rent, renovations, and furnishings. Consider ongoing costs like utilities and maintenance. Remember, cost-effectiveness doesn’t mean compromising on quality. For instance, open-plan layouts might reduce costs, but should still be balanced with spaces for privacy and quiet work. Prioritise features that provide the greatest value for your team.
Layout required:
The layout of your office directly influences its usability. Analyse how much space each function of your business requires, from individual desks to shared meeting areas. Think about the flow of movement within the office. For example, will employees need easy access to certain resources, or is a more structured layout better suited? Incorporating multipurpose spaces can maximise utility, while the strategic placement of work zones can enhance productivity and collaboration.
Future needs:
Planning for the future is crucial when designing office space. If your business anticipates growth, ensure room to accommodate additional staff. Consider flexible lease terms that allow you to expand your footprint or reconfigure your layout. Even if expansion isn’t immediately on the horizon, planning for potential changes in business needs ensures your office remains relevant over time.
Flexibility:
Flexibility is a key feature of modern office spaces. Modular furniture, adaptable workstations, and multipurpose rooms allow you to adjust to evolving needs without major renovations. For example, a large meeting room with movable partitions can transform into smaller spaces for team huddles. Flexibility future-proofs your office and supports diverse work styles and preferences.
Ready to design your office space?
Talk to us! At Crest Interiors, we specialise in creating customised office interior designs and fitouts to match your organisation’s unique needs. We’ll work with you to create a space where your team can not only achieve your business goals but also thrive.
