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How Much Office Space Do I Need?

Colony Co-Working – Down Arrow

20 January 2025

Unsure about how much office space per person your business needs? This comprehensive guide breaks down the factors to consider for a comfortable workspace.

How Much Office Space Do I Need?

Deciding how much office space you need is an important part of the process when choosing a base for your business. With remote and flexible working now a permanent part of the working landscape, and traditional office set-ups less relevant, defining how much office space you need isn’t as simple as counting desks.

As a rule of thumb, the suggested amount of office space is:

50 square metres of space for a desk + 50 square metres of open space = an average of 100 metres per employee.

So, if you have 50 employees, you would be looking at a 2000sqm office space.

This is, of course, an estimate and there are many variables that will impact the total amount of space. This article will explore the key factors in determining how much office space you need, and guide you towards crafting a workspace that matches your specific requirements, both now and in the future.

What to consider when calculating office space

a large open plan office space

When planning your office space, there are several factors to take into account. A well-organised office can help boost employee satisfaction and productivity, so getting the right balance is essential. Let’s look at the main elements to consider:

1. How much space do I need per employee?

Making sure you have enough space for every employee is obviously the top priority. According to the Health and Safety Executive (HSE), every employee should have at least 11 cubic metres for a safe and comfortable working environment. This is a minimum, however, and does not take into account the industry or nature of the work being carried out. For example, a creative company might like more open space, while a law firm may require some private offices. Typically, when looking at how much office space per person, the rule of thumb is:

  • Traditional Office - 250 square feet per employee
  • Open Plan - 150 square feet per employee
  • Flexible Workspaces - 100 square feet per employee

2. The type of work

As we touched on above, the type of work that is being done will affect how much space is needed. If all employees require desks and computers, you need to allow for adequate desk space. If collaboration is key, you’ll want to make room for breakout areas. Creative work often thrives with open plan offices, while more sensitive tasks may need private meeting rooms. Most businesses will require a combination of all of these, which is where flexible, serviced offices can be a huge benefit. There are no hard and fast rules as to how much space different types of companies will need but as an estimate, these are some general ranges for office space according to office interiors experts:

  • Law Firms - About 200-250 sq ft per person with more private offices and meeting rooms
  • Tech Companies - Around 150-200 sq ft per person, including open spaces and breakout areas
  • Creative Agencies - Roughly 175-225 sq ft per person, comprising flexible and collaborative spaces
  • Startups - About 100-175 sq ft per person with flexible layouts for potential growth

3. Facilities

As well as room for desks, think about shared areas that staff will use regularly. Breakout spaces, kitchens, and lounges can all improve your office space and enhance employee satisfaction. Natural light in these areas can improve mood and productivity. You might also need specific amenities like private meeting and conference rooms or an events area. A diverse office layout will satisfy various employee needs and preferences, promoting a positive office environment.

Future office space needs

a private area in an open plan office space with two chairs and a casual table

Although it’s important to think about the kind of space you need now, and how much of it, it’s also vital to plan for future growth. Choosing an office that can adapt to extra staff and changing needs will give you greater flexibility and fewer headaches. To successfully allow for your office space to grow as your company does, consider:

Scalability

Scalability means being able to easily adjust your space as and when needed. A flexible workspace can help accommodate new employees without a complete redesign. Choosing an office layout that allows for easy reconfiguration will make it less of a hassle if you need to make more room. You might consider modular furniture or coworking spaces, which will help with any transitions and ensure that the amount of office space per employee remains optimal as you grow.

Striking A Balance

Finding the right balance between comfort and productivity is essential, and adequate desk space and breakout areas are vital for employee satisfaction. Planning enough space for necessary equipment such as TV screens, computers or even podcast equipment shouldn’t come at the cost of employee comfort. So, find a space that provides enough room for staff and for all crucial office equipment. This is where managed offices with coworking memberships really come into their own, as they offer the extra space businesses need, with private offices to accommodate a growing workforce.

Flexibility

You don’t want to pay for an office space that’s too big for your current needs in order to satisfy your future staff ratios. When defining how much office space you need per person, opting for a private office in a serviced office building can give you the flexibility to move on when things start to get crowded. Flexible leases mean you can take the leap into a bigger office in the same building, or within the same network of coworking offices. Colony has multiple locations across Manchester with flexible terms that allow companies to enjoy their success without worrying about fitting in new hires.

How much office space do I need with a remote workforce?

Modern working patterns and trends now mean that despite having a large workforce, you may actually need less office space than in previous years. If your staff take advantage of remote or hybrid working, and you’re happy with them hot desking, then you’re able to plan your office space around this. Employees can rotate the days they work from home or the office so that fewer desks and therefore less square footage is needed. This gives businesses the flexibility to seek smaller private offices and increased desk space per person for the days when staff do come in.

Get all the space you need with a Colony coworking office

Determining how much office space you need comes down to a lot more than how many employees you have. Creating the right balance of work and play, allowing for communal areas and meeting rooms, and offering kitchen facilities all contribute to a productive and happy workforce. A coworking office satisfies all of these requirements, giving businesses the option to rent a private office, hire dedicated desks or allow staff to hot desk, all with amenities and utilities included. There's no costly office fit out and no need to spend hours calculating how much office space per person.

Talk to Colony today to find out how you can create the perfect environment for your business and get all the space and facilities you need to flourish.

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