Office Space Planning: Complete Guide For Modern Organizations

When I worked in a digital agency in London, I remember the looks on people’s faces when they first came to our office.

It was a modern, bright, spacious, and charismatic space that reflected the creative impulses of the workers and allowed them to make their mark. People were blown away, and one client even asked if they could use it to throw a party (we let them)!

The office was a draw for potential hires, none of us minded going in too much, and some great work was produced there—all good reasons why office space planning is important.

Another prevalent reason is that, despite a lot of return-to-office (RTO) about-turns, many modern offices must cater to a hybrid workforce or help entice grumbling workers back.

However your company operates, use this guide to help you approach office space planning for the modern era and create an efficient, safe, secure, and collaborative environment.

What Is Office Space Planning?

Office space planning is the process of organizing and arranging a physical workspace to optimize the use of available space, improve productivity, encourage collaboration, and create a comfortable and safe environment for workers.

Full spectrum office planning involves these 10 key aspects:

1. Space utilization: Determining how the space will be efficiently divided, such as the placement of desks, meeting rooms, collaborative areas, and private offices.
2. Ergonomics: Covers furniture selection and workstation design with a focus on employee wellbeing
3. Flexibility: Planning for growth or changes in the company, such as adding more employees or adapting to new ways of working.
4. Technology integration: Ensuring there is adequate wiring, power outlets, and internet connectivity as well as incorporating smart workspace features like intelligent lighting and climate control.
5. Aesthetics and branding: Creating an environment that reflects the company’s brand, culture, and values through color schemes, artwork, and design elements.
6. Acoustic and lighting: Balancing natural light with artificial lighting to create a bright, comfortable environment and managing noise levels through sound-absorbing materials, acoustic panels, or strategic placement of quieter areas away from high-traffic zones.
7. Compliance and safety: Ensuring that the office design complies with local building codes, fire safety regulations, and accessibility standards (might even want to go a step further here if setting up internationally).
8. Cost management: Planning the office layout and design within the constraints of a budget, balancing cost with functionality and aesthetics.
9. Employee needs:
   • Inclusive: Office spaces should be accessible and meet the needs of all workers.
   • Collaborative: Creating areas where teams can work together efficiently.
   • Quiet zones: Providing spaces where employees can focus without distractions.
   • Social areas: Designing break rooms or lounges where employees can relax and interact.
   • Cafeterias: Another organization I worked at had an onsite cafeteria that served us free lunches every day (these were generally tasty and always healthy).
   • Child care zones: A welcome employee perk!
10. Sustainability: Incorporating energy-saving technologies and designs to lower the office’s carbon footprint, using sustainable materials and design practices to reduce the environmental impact, and ensuring there are adequate recycling and waste management facilities.

Depending on the type of business you're engaged in, instituting an agile workspace may also be a good fit to encourage team collaboration while also supporting individual productivity.

Factors That Influence Office Space Planning

My former employer’s office was chosen because the business was relatively prosperous and because we needed space to grow and the option to customize certain areas.

Some considerations when planning a new office or renovating an existing one include:

• Budget considerations: You want a functional, inspiring space without overspending or wasting resources.
• Available space: What space is realistically available and how to best utilize it to meet the team’s needs (hint: ask them).
• Working model: Whether team members are in the office full time, or on remote or hybrid schedules, will have a significant impact on the office planning process.
• Your culture: Your unique culture will inevitably rub off on your office space design. For example, fintech startup Wise put saunas in their offices as a result of their Estonian heritage.
• Safety and regulations: Last but not least, the space needs to be safe, accessible, and meet all legal requirements.

5 Goals Of Office Space Planning

Offices are a major overhead, so it’s important to utilize them effectively. Here are 5 goals of office space planning:

1. Creating a comfortable and safe working environment

This is a primary goal of office space planning. It involves selecting ergonomic furniture that supports employee health, providing adequate lighting to reduce eye strain, and ensuring that the workspace is well-ventilated and temperature-controlled. 

Safety considerations include compliance with building codes, fire safety regulations, and accessibility standards to ensure that the office is a secure and inclusive space for all employees. 

By prioritizing comfort and safety, businesses can reduce the risk of workplace injuries and create an environment where employees feel valued and cared for.

The number one worker need? Natural light and outdoor views.

2. Increased productivity

Office space planning aims to enhance productivity by designing a layout that supports efficient workflows. 

This includes strategically placing departments and teams close to each other to minimize time spent walking or searching for colleagues. 

The design should also minimize distractions by providing quiet zones for focused work and collaboration areas for team-based tasks. 

Proper integration of technology, such as high-speed internet and accessible power outlets, ensures that employees can work without interruption.

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3. Enhanced teamwork

Better collaboration is one of the main reasons that organizations put forward for requiring the RTO, so the office space has better support this!

As Timothy Gawel, Corporate + Commercial Studio Leader at architecture firm HUB, puts it in his article on hybrid office design, “Offices are being designed with more “we-space” and less “me-space” to provide employees with communal attributes that can’t be replicated at home.”

Again, this involves creating a mix of spaces that cater to different uses and needs.

4. Reduced operating costs

A well-planned office cleverly uses space to reduce the need for additional real estate and lower rent, utilities, and maintenance costs. This could include implementing either hot desking or hoteling (if you’re not sure of the difference, check out our article on hot desking vs. hoteling).

Additionally, thoughtful planning can lead to energy savings and other efficiencies, further reducing the overall expenses associated with running an office.

5. Stronger security

Security is another vital consideration in office space planning to protect people, physical assets, and sensitive information. 

This involves designing the office layout to include controlled access points, secure entry systems, and surveillance cameras. Sensitive areas, such as server rooms or executive offices, may require additional security measures, including restricted access or reinforced doors.

7 Office Space Planning Best Practices

Planning a new office is an exciting project, here are some best practices to help ensure its success.

1. Assess your space

Before diving into the design process, it’s crucial to thoroughly assess your current office space. 

This involves understanding the physical dimensions, identifying the strengths and limitations of the layout, and evaluating how the space is currently being used.

Factors to consider include traffic flow, natural light, and existing infrastructure. Office space planning software can help here by providing real-time analytics that support data-driven decisions for optimizing space utilization.

This assessment helps you identify underutilized areas and opportunities for improvement, ensuring that your new space plan makes the most of what you have.

Pro Tip

To design truly inclusive spaces, take time to understand the stimulation cues and ways of working that might trigger your workforce. You can successfully cater to these needs by exploring how best to optimise the key spatial elements of the workplace. For example, building an understanding of where natural light is most prominent and the areas that are most prone to loud noises can inform appropriate deployment of breakout spaces. — Sarah Payne, Head of Design at Kerr Office Group

2. Engage employees 

Like most people initiatives, it’s good practice to involve the people you’re designing the initiative for.

In the case of the aforementioned HUB, they used employee surveys to inform the design of their new offices.

They asked their people to rate office amenities and asked questions like how often they come into the office to use private meeting spaces to determine which spaces 

The result was the creation of a space known as “The HUB”, an open space that spans from one side of their building to the other.

One end of The HUB is the central command for production processes, whereas the other end is the office’s arrival area, with the reception desk, display area, client meeting rooms, lounge, and casual seating for conversations between clients and designers.

In addition to surveys, you can also hold focus groups or involve a representative committee to gather feedback on current pain points and ideas for the new layout. 

Involving employees not only ensures that the final design supports their productivity and well-being but also increases their sense of ownership and satisfaction with the new workspace.

3. Use the right tools

Modern design software and space planning tools allow you to create detailed floor plans, visualize layouts in 3D, and experiment with different configurations before making any physical commitments.

These tools can help you optimize space utilization, ensure compliance with regulations, and identify potential issues early in the planning process. 

Additionally, using the right tools can streamline communication with stakeholders, making it easier to convey your vision and gain buy-in from decision-makers.

For example, Microsoft used its VR technology to engage stakeholders when designing its Sydney offices.

4. Document your space plan

Documenting your space plan is critical for ensuring the planning process is organized and all stakeholders are on the same page.

A detailed space plan should include floor plans, furniture layouts, electrical and network diagrams, and other relevant specifications.

This documentation serves as a reference throughout the implementation process, helping to avoid misunderstandings and ensure that the final result aligns with the original vision. 

Additionally, having a documented plan makes it easier to communicate with contractors, designers, and other involved parties, facilitating smoother execution.

5. Optimize for technology

Seems basic but ensure that your space plan accommodates current and future tech needs by including ample power outlets, high-speed internet access, and sufficient IT infrastructure.

Plan for collaborative tools like video conferencing systems, interactive displays, and wireless charging stations. Hot desk booking software can help you to make smarter use of your available desk space. 

By optimizing your office for current and future technologies, you create a more efficient, connected, and future-proof workplace that supports the digital needs of your employees.

6.  Monitor and iterate

Office space planning doesn’t end once the new layout is in place; it’s an ongoing process that requires monitoring and iteration. 

After the office has been reconfigured, observe how well the space meets the needs of the business and employees.

Gather feedback and track key performance indicators, such as employee satisfaction, productivity, and space utilization.

If issues arise or new needs develop, be prepared to make adjustments to the layout. By adopting a continuous improvement approach, you can ensure that the office space remains effective and adaptable over time.

7. Get a good coffee machine

It’s a must!

Cool Office Space Inspiration

Thought I’d end on a fun one and give 5 inspirational examples of cool offices:

1. Amazon ‘Spheres’, Seattle

Located in Amazon’s Seattle offices, the [bio]Spheres are home to more than 40,000 plants from the cloud forest regions of over 30 countries. The idea behind their implementation is to provide workers with a place to connect with nature and lower stress.

2. AirBnB’s customer experience offices, Portland

AirBnB went to great lengths to reinvent the traditional call center. The designers conducted months of epistemological research and collaborated with workers to create something quite special.

3. Microsoft, Sydney

Microsoft’s flagship ANZ office is considered a forerunner in hybrid workplace design. The idea is that workers should be able to work whenever and wherever they want, using a mix of intelligent lighting, robotics, sensors, digital whiteboards, varied working areas, and a custom app to provide this flexibility.

4. Adidas HQ, Herzogenaurach

Adidas’ flagship office in Germany isn’t in Munich, Berlin, or Frankfurt as you might expect. So, to attract workers and fulfill their needs, they developed the ‘My Arena’ concept, which uses design thinking principles to understand the needs and wants of 3800 employees from 80 nations.

The different sections of the building represent Adidas' “six key cities” (Los Angeles, New York, London, Paris, Shanghai, and Tokyo), and the complex houses canteens, restaurants, and sports and leisure facilities.

5. Lego, Billund

Lego’s flagship Denmark office was designed alongside workers to reflect the LEGO Group values of ‘Imagination, Fun, Creativity, Caring, Learning, and Quality’. The Campus has been designed to provide a playful, inclusive, and collaborative environment for workers and their families.