Office space planning checklist with guidelines and standards

Is your office space truly working for you, or is it holding your business back? A well-designed workplace can boost productivity, enhance collaboration, and support employee wellbeing, while a poorly planned layout can lead to inefficiencies, frustration, and wasted resources.

With workplace trends shifting towards hybrid working and agile environments, businesses must create workspaces that support productivity and innovation. A crucial part of this is planning office spaces in a way that supports different ways of working and properly utilises resources while also adhering to established best practices and considering sustainability.

There’s more to creating an effective office space than just arranging desks and meeting rooms, it’s about strategically designing an environment that aligns with business goals, maximises space, and adapts to evolving workplace needs. So, whether businesses are relocating, expanding, or optimising their existing setup, The Restore Harrow Green approach to planning office space improves functionality and long-term efficiency.

What exactly is office space planning?

Office space planning is the strategic process of designing and organising a workplace to maximise productivity and employee wellbeing. It involves assessing how space is used, optimising layouts, and aligning work environments with business objectives.

When planning corporate office spaces businesses must consider factors such as desk arrangements, meeting room allocations, breakout spaces, and future scalability. The goal is to create a functional and adaptable environment that meets both employee needs and organisational goals.

An effective commercial office space considers industry best practices, ergonomic design, and regulatory compliance. It also integrates flexible workspaces, technology, and sustainability measures to future-proof the office environment.

The process typically begins with analysing space requirements, understanding workforce dynamics and determining what cultural and operational needs must be addressed. These can then be used to form the basis of a project plan or checklist so that every aspect, from spatial efficiency to employee comfort, is adequately addressed.

Concepts and Considerations When Planning Office Space

Effective office space planning goes beyond aesthetics – when done properly it can be pivotal for

employee productivity, business efficiency and financial sustainability. If you’re designing a new office or optimising an existing workspace, companies must consider several factors so that their workplace supports both organisational goals and employee wellbeing.

1. Maximising Productivity and Collaboration

A well-structured office space directly impacts how employees interact and work. Open-plan layouts encourage collaboration, while private offices and breakout spaces provide areas for focused tasks. Companies should balance these elements to cater to diverse working styles, empowering employees to do their best work.

Furthermore, incorporating practices from flexible workspaces such as hot-desking and agile seating arrangements can foster innovation and adaptability. Research shows that thoughtful office design improves employee engagement and efficiency, making it a key component of long-term business success.

2. Employee Wellbeing and Comfort

Employee satisfaction is directly linked to the workplace environment. Factors such as natural lighting, ergonomic furniture, and noise control can be crucial for reducing stress and enhancing focus. By following space planning guidelines for offices, businesses can create a workspace that supports mental and physical health, ultimately reducing absenteeism and increasing overall job satisfaction.

Additionally, offices should include designated relaxation areas or wellness zones to encourage work-life balance and prevent burnout. Integrating natural elements such as plants and outdoor views, otherwise known as biophilic design, has also been proven to enhance employee wellbeing and creativity.

3. Space Efficiency and Future Scalability

Office space dimensions can be used to optimise real estate costs. Companies must assess how much space is required per employee, complying with industry standards while maximising floor space. Efficient space planning minimises wasted areas so that every square metre is used effectively.

Future scalability is another important factor in space planning; businesses should anticipate growth so their office layout can adapt to evolving needs. Modular furniture, movable partitions, and multi-purpose areas can provide the flexibility required for future expansion, but we will take a more in-depth look at this later.

4. Financial and Operational Considerations

Office space is one of the most significant expenses for any business, making cost-effective planning a priority. A well-structured office space planning checklist should include factors such as lease agreements, energy efficiency, and maintenance costs.

Investing in sustainable office solutions, such as energy-efficient lighting, smart HVAC systems, and eco-friendly materials, can reduce long-term operational expenses while supporting corporate sustainability initiatives. Additionally, digital workspace management tools can help businesses monitor and optimise space utilisation to avoid unnecessary overheads.

5. Technology Integration and Smart Workspaces

Modern workplaces must accommodate the latest technology to support seamless communication and efficiency. Integrated smart office solutions, such as IoT-enabled workstations and automated booking systems for desks and meeting rooms, enhance productivity while keeping things efficient and streamlined.

Hybrid and remote working models are now commonplace, so offices should be expected to incorporate video conferencing facilities, flexible workstations, and cloud-based collaboration tools as a minimum if they expect to remain competitive in an evolving digital landscape.

Standards and Benchmarks for Office Space Planning

Once businesses understand the core principles of office space planning, the next step is to measure its effectiveness using industry benchmarks. Proper office space planning standards involve optimising layouts in compliance with regulations, resulting in a workspace that balances functionality, comfort, and productivity.

1. Space Allocation Benchmarks

The Health and Safety Executive (HSE) specifies that the total volume of an empty room, divided by the number of people normally working in it, should be at least 11 cubic metres per person. However, this figure is a minimum and may be insufficient if much of the room is occupied by furniture or equipment. Additionally, any part of a room that is more than 3 metres high should be counted as 3 metres high for this calculation.

In terms of floor area, this equates to approximately 4.6 square metres per person, assuming a standard ceiling height of 2.4 metres. However, industry practice often allocates more space to guarantee comfort and efficiency. For instance, an allocation of 75 square feet (approximately 7 square metres) per person allows for more efficient use of space, though this should be justified by the type of roles and range of amenities within the workplace.

2. Relevant Legislation

Workplace (Health, Safety and Welfare) Regulations 1992

These regulations cover a range of basic health, safety, and welfare issues and apply to most workplaces. They provide detailed requirements on aspects such as maintenance of ventilation, temperature, lighting and cleanliness in office spaces.

Equality Act 2010

This act consolidates previous anti-discrimination laws, including the Disability Discrimination Act 1995, into a single framework. It requires employers to make reasonable adjustments to their premises or working practices to accommodate employees with disabilities, ensuring they are not at a substantial disadvantage compared to non-disabled employees.

Fire Safety Standards

Under the Regulatory Reform (Fire Safety) Order 2005, employers are responsible for conducting regular fire risk assessments, maintaining clear evacuation routes, and providing appropriate fire safety equipment and signage. While specific space requirements are not detailed, adequate space planning is essential to safe evacuation and reduced fire hazards.

man moving office fixture as part of office relocation

Dimensions and Design Considerations for Office Space

Effective office design requires careful planning to optimise space, improve workflow, and enhance employee wellbeing. Businesses must consider multiple factors, including workstation layout, circulation space, meeting room sizes, and compliance with UK regulations. Below are key office space planning considerations that align with industry best practices and legal standards.

1. Workstation Spacing and Employee Comfort

A well-planned office layout gives employees enough space to work comfortably while maintaining efficient circulation. According to the British Standard BS 5588 fire regulations, the following office space planning metrics should be followed:

Desk Spacing: At least 60 cm between the desk edge and the back of the user’s chair to allow for movement.
Back-To-Back Desks: A minimum of 200 cm should be maintained between two desk edges for ease of movement.
Wheelchair Accessibility: A clearance of 90 cm between desks is recommended for wheelchair users.

Using these benchmarks as parameters for mapping out your physical office space will help you feel more confident in your efforts to prevent congestion, improve workflow and create an inclusive workspace.

2. Meeting Room Dimensions

Seating Space: Each person requires approximately 80 cm of width at a meeting table.
Table Dimensions: A 200 cm x 100 cm table is suitable for six people, while a 400 cm x 120 cm table is recommended for 12 people.
Chair Spacing: Leave at least 60 cm between chairs for ease of movement.

For flexible office environments, having modular furniture in meeting rooms can accommodate varying group sizes while maintaining comfort and accessibility.

3. Filing and Storage Considerations

Storage solutions are an essential part of space planning to foster an organised and clutter-free environment. Recommended space allowances for common storage units include:

Filing Cabinet Depth: Typically 50–65 cm, with a width ranging from 45 to 90 cm.
Clearance Space: At least 90 cm in front of filing cabinets for drawer access.

Placing filing cabinets against walls and away from high-traffic areas prevents obstruction and improves office flow.

4. Workflow and Circulation Space

To support efficient operations, businesses should design an office layout with logical pathways that facilitate movement while minimising disruptions. Key considerations include:

Main corridors should be at least 120 cm wide to allow two people to pass each other comfortably.
Frequently used office equipment, such as printers and shared storage, should be located centrally to reduce unnecessary movement.
Entrance and exit routes should be clearly marked and unobstructed for safety compliance.

5. Privacy and Acoustics

A well-planned office should strike a balance between collaboration and privacy. Office cubicle space planning can improve focus and reduce noise distractions. Strategies to enhance privacy include:

Cubicles and Partition Walls: Ideal for individual workspaces, reducing noise levels in open-plan offices.
Acoustic Panels: Used to absorb sound and create quieter zones.
Layout Design: Position high-traffic areas, such as breakout spaces and meeting rooms, away from quiet work areas.

6. Airflow, Temperature, and Lighting

Studies show that adequate airflow, effective climate control, and noise management contribute to a healthier workplace, reducing absenteeism and increasing job satisfaction. Key environmental factors include:

Air Circulation: Maintain good ventilation with strategically placed vents, openable windows, and ceiling fans.
Temperature Control: Maintain office temperatures between 21–23°C for optimal comfort.
Natural Light: Position desks near windows where possible to reduce reliance on artificial lighting and improve mood and productivity.

7. Branding and Aesthetics

The design of an office should reflect the company’s identity, values, and culture. A well-designed space enhances employee morale, strengthens brand presence, and creates a welcoming atmosphere for clients.

Colour Psychology: Use colours strategically to influence mood and productivity. Common examples include blue for focus, green for balance, and warm tones for energy.

Company Identity: Incorporate brand logos, mission statements, and visual elements that reinforce corporate values for a sense of cohesion.

Furniture and Décor: Select modern, stylish, and comfortable furnishings that align with the company’s image while maintaining functionality.