Smarter Workspaces
Optimized office layouts that drive productivity and business success.
Are you planning to relocate your office? Do you want to maximize your office space efficiency in line with modern hybrid work practices? Accurately determining your office space requirements is critical to enhancing employee well-being, improving workflow, and managing costs effectively. While several space calculators exist, understanding the key elements to determine the precise area is essential.
1. Work Policy & Workplace Strategy
Calculating area requirements has become more difficult over the past decades. At first, it used to be simpler when employees used to go to the office every working day and used to have assigned desks. It was more straight forward to multiply number of desks by ratios for desks in open space or partitioned offices, build up all the needed support areas and amenities, and then add on a building factor to estimate the lease area.
Then, with the advancement of technology, it was possible to consider desk sharing policies and an activity-based approach to optimize the footprint, increase space usage, and have more flexibility to absorb fluctuating business demands. Finally, with the era new era of hybrid working following the Covid-19 pandemic, the formula for calculating area requirements has become ever more of a challenge as the purpose of the office is redefined, the weight of collaborative spaces needs to be revisited, and the functions have to be more adaptive to future evolutions in a “test and learn” approach.
Workplace Strategy can be defined as the dynamic alignment of an organization’s work patterns with the work environment to enable peak performance and reduce costs1 (Wikipedia). Understanding your team's working styles (hybrid, full-time in office, etc) is necessary to define your workplace strategy and functional needs for your new workspace. This will allow you to define the different components of your workplace strategy that can be assembled to build your new office in a manner that is unique to your business.
Key Components to consider include:
Workstations:
- Number of employees and their working styles (e.g., fixed desks, hot-desking, remote work)
- Types of workstations (e.g., desks, cubicles, open-plan seating)
- Impact of hybrid working policies on the need for permanent vs. flexible workspaces
Private Offices and Meeting Rooms:
- Number and size of private offices for executives and managers
- Quantity and variety of meeting rooms (small huddle rooms, medium-sized conference rooms, large boardrooms)
- Specific use cases (e.g., video conferencing, brainstorming sessions)
- Flexibility to accommodate varying group sizes and hybrid meetings
Collaboration Areas:
- Informal meeting spaces (e.g., lounges, breakout areas)
- Collaboration zones for team projects
- Spaces designed for creative and flexible work environments
Support Spaces:
- Reception area and waiting spaces
- IT and server rooms
- Storage areas for office supplies and equipment
Amenities and Social Spaces:
- Kitchen and dining areas
- Wellness rooms (e.g., quiet rooms, nursing rooms)
- Recreational spaces (e.g., game rooms, fitness centers)
- Spaces that support employee well-being and work-life balance
Circulation Space:
- Hallways and corridors
- Space needed for safe and efficient movement within the office
- Compliance with safety and accessibility regulations
Technology Infrastructure:
- Adequate space for IT equipment and connectivity needs
- Consideration for future technology upgrades and enhancements
2. Existing Building Amenities
Evaluate the facilities available within or near the building. Shared resources, such as on-demand meeting rooms, can reduce your space and cost requirements, avoiding the need for extensive internal setups.
3. Building Grid and Efficiency
Not all buildings are created equal. The structural grid, floor dimensions, and efficiency ratios significantly affect usable space. Utilize layouts that maximize natural light and ventilation to create a productive environment while considering the building’s inherent spatial characteristics.
4. Legal and Regulatory Requirements
Ensure compliance with local regulations, including health and safety standards, air quality requirements, and occupancy limits. These rules are non-negotiable and will shape your space planning.
5. Future Expansion or Contraction
Prepare for future growth or downsizing by incorporating flexible office layouts. This approach ensures your office can adapt to changing workforce needs and strategic shifts without significant disruption.
Conclusion
Accurate space estimation requires meticulous planning and expertise. Collaborating with workplace consultants and space planners can streamline this process. Advanced tools, such as space utilization trackers and custom office simulators, provide data-driven insights to design a space tailored to your unique business needs.
