One of the first challenges that emerges when looking for an office space, is trying to calculate how much space you really need. While an office space that’s too small will quickly become chaotic and uncomfortable to work in, having too much room will mean you are likely over spending.
So, keep reading to discover how to calculate your office space needs, and all the important factors that influence this decision.
Some typical office space sizes
Firstly, it’s important to remember that there is no magic number when it comes to working out office space sizes, because every business is different. Depending on the industry you work in, the size of your team, and the ways in which your team likes to work, the ‘right’ size changes.
The typical size of office space has also changed in recent years as a result of the pandemic – with employers now wanting to give their staff more space than before. Prior to this, most offices tried to accommodate around 75-150 sq ft per employee, whereas now this figure has risen closer to 200 sq ft per employee.
We can also narrow these figures down slightly – by looking at how busy your office will be. If you want to have an office with a high density, characterised by open seating with rows of small desks and few private offices, then 75-150 sq ft per employee will be fine. A more traditional layout, that combines desk spaces and private offices, will require 150-200 sq ft per employee, and a spacious office, made up of several large private offices will take up 200-500 sq ft per employee.
Does your industry need a lot of space?
So now that we have these ballpark figures, it’s about working out which one applies to your business. Often, this depends on the industry that you are working in.
Businesses that operate in law, finance and insurance, for example, tend to favour more spacious office spaces with plenty of private, individual rooms. On the other hand, businesses working in sales and customer support are likely to need much less. Tech, media and similar environments trying to attract the workforce back to the office, may need somewhere in between.
Divide up your space sensibly and efficiently
Now that you have worked out a rough figure, dividing this up to account for all your different rooms will help to finetune this number further – and ensure that you haven’t missed out on anything substantial.
From conference rooms and meeting rooms, to shared spaces like kitchens and bathrooms – there are a lot of different spaces that need to be accounted for within your size plan. Understanding how your staff like to work, will be key in deciding how much space to attribute to each area. For example, if your employees tend to work from home, having several smaller Zoom booths may be more useful than having big conference rooms.
Generally, denser offices need to commit more space to common areas, to give employees space to socialise during breaks. Also consider whether your office will need a reception area – to greet visitors and have them wait for upcoming meetings.
Accessibility considerations
It’s also essential to think about how accessible your office space is. While limiting space will help to keep costs down, it also risks making the office inaccessible or even unsafe for those with accessibility issues.
For example, employees or visitors with mobility issues are likely to need slightly more space to move around in. With this in mind, consider having wider hallways and doors, spacious desk areas and of course disabled toilets, to make sure you are providing equal opportunities for your team.
How does hybrid and remote work impact your floor space size?
The pandemic changed the way a lot of businesses operate, and this has had several impacts on the way that we use office spaces. The rise of remote working means that fewer businesses operate a five day in-office week, instead implementing hybrid working policies. It’s therefore important to understand how many people are likely to be using your office at any one time. This can differ in accordance with your hybrid working policy, for example: some businesses have company wide in-office set days, whereas others work on a team by team basis. It’s also important to consider how part-time workers, or those working different shifts, fit into this plan.
How much space do your other facilities occupy?
In addition to the number of employees, and the different rooms you want in your new office space – you must also plan room for your facilities. Often forgotten about, having spare room for things like server rooms, storage and bathrooms as well as areas for socialising is important too.
Depending on the industry you are in, you may need to factor in space for equipment, stock, or room for customers or clients. Storage space can be gold dust in offices, so making sure you have a place for all your inventory, will help you maximise the space that you do have.
Allowing some room for future growth
Another key factor in calculating office space is leaving some room for future growth. As a business, you will likely have plans to grow and expand over time – so having available space that can house extra desks when the time comes will help your office space keep up with the pace of your business. It’s good practice to add around 10-20% to your calculations to account for this.
You don’t want to limit the potential success of your business by being bound to a small office space – so checking the length of the lease is also key to staying adaptable.
Some rough calculations to get you started
We know you really came here for some actual numbers, so here you go – just to get you started. Remember though, every office is different, so take them with a pinch of salt!
As a really rough calculation: 100sq ft x the number of employees in your business = desired office space size. (Due to the expensive nature of office space in London, the sq ft per employee may be as low as 70-80 instead).
However it does get a little bit more complicated when it comes to hybrid working and collaborative spaces – luckily we have a whole team of experts here at Making Moves who can help you come to a much more accurate number.
Alternatively, try using our super handy office space & cost calculator tool to help you determine how much office space you really need. We can also provide you with an example floor plan for your approximate size, so it’s well worth checking out!
Is your layout non-standard?
While you often need to calculate how much space you want from an office before you begin your office search – the layout of the office spaces themselves could skew this number further. Office spaces are rarely square – even though that would make all our lives easier – so it’s important to consider how differently shaped offices would impact your team and the way that they use the space.
Whether they’re curved, L-shaped or something in-between, office spaces come in all shapes and sizes – especially in older buildings. So before agreeing to an office space that has the sq footage that you’re looking for, consider mapping out each area to see if everything still works in harmony with one another.
If you’re still struggling to work out how much office space you need…
Now that we’ve come to the end of our list, we hope that the next time you ask yourself ‘how much office space do I need?’ you’re armed with everything you need to answer your own question.
Remember, while every business is different, 100 sq ft per employee can be a great starting point to calculate your office size per person. However, it’s also important to consider how this space will be divided up, as well as factoring in additional space for accessibility, facilities and future growth.
If you’re still finding it hard to work out exactly how much office space you need, our experts here at Making Moves will be happy to help you determine a much more accurate number. Alternatively, if you’re considering an office fit out to fully maximise the space that you do have, we can also help you design and project manage the whole thing – so, whatever your needs, don’t hesitate to get in touch!
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