How much space do I need for my new office?

Smarter Workspaces

Fit-for-purposes paces that enable businesses

Are you relocating to a new office and need to determine your area requirements? Have you noticed inefficiencies in your current workspace due to changing work habits? Rightsizing your office space is essential for enabling your business, as it ensures your office supports your staff and aligns with your business goals while managing costs. Although there are many space calculator tools available, understanding the key components is crucial to accurately determine how much space you need for your new office.

1. Work Policy & Workplace Strategy

Calculating area requirements has become increasingly complex. Initially, it was simpler when employees worked from the office daily with assigned desks. This approach involved straightforward multiplication of the number of desks by ratios for open space or partitioned offices, adding support areas, amenities, and a building factor.

However, advancements in technology introduced desk-sharing policies and activity-based approaches, optimizing footprint and increasing flexibility. The Covid-19pandemic further complicated the formula with hybrid working models, necessitating a redefinition of office purpose, collaborative spaces, and adaptability of functions.

WorkplaceStrategy aligns work patterns with the environment to enhance performance and reduce costs (Wikipedia). Understanding your team's working styles (hybrid, full-time in office, etc.) is crucial for defining your workplace strategy and functional needs. This allows you to tailor your new office uniquely to your business. Key components to consider include:

Workstations:

• Number of employees and their working styles (fixed desks, hot-desking, remote work)
• Types of workstations (desks, cubicles, open-plan seating)
• Impact of hybrid policies on the need for permanent vs. flexible workspaces

Private Offices and Meeting Rooms:

• Number and size of private offices for executives and managers
• Variety and quantity of meeting rooms (small huddle rooms, medium-sized conference rooms, large     boardrooms)
• Specific use cases (video conferencing, brainstorming sessions)
• Flexibility for varying group sizes and hybrid meetings

Collaboration Areas:

• Informal meeting spaces (lounges, breakout areas)
• Collaboration zones for team projects
• Spaces for creative and flexible work environments

Support Spaces:

• Reception and waiting areas
• IT and server rooms
• Storage for supplies and equipment

Amenities and Social Spaces:

• Kitchen and dining areas
• Wellness rooms (quiet rooms, nursing rooms)
• Recreational spaces (game rooms, fitness centres)
• Spaces supporting employee well-being and work-life balance

Circulation Space:

• Hallways and corridors
• Space for safe and efficient movement
• Compliance with safety and accessibility regulations

Technology Infrastructure:

• Space for IT equipment and connectivity needs
• Consideration for future technology upgrades

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2. Existing Building Amenities

Consider which functions can be accommodated outside your leased space but within the same or adjacent building. This can reduce capital expenditures. For instance, instead of having large meeting rooms, consider booking them on-demand as needed.

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3. Building Grid and Efficiency

Whatever the theoretical area requirement, keep in mind that buildings vary in design, grid, and efficiency ratios. The same program can require more or less space depending on the building’s characteristics. Utilise the structural grid to maximise space efficiency, considering column spacing, floor plate dimensions, and areas with natural light and ventilation during the test-fit and design phases.

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4. Legal and Regulatory Requirements

Regardless of your space requirements, compliance with local building codes and regulations is paramount. This includes maximum density, fresh-air renewal levels, and industry-specific health and safety standards.

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5. Future Expansion or Retraction

Consider your business needs and growth or retraction plans. Ensure flexibility for future workforce size changes and the ability to reconfigure spaces. Position functions with an exit strategy in mind.

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Accurately estimating area requirements for your new office requires focus and attention to detail. Specialists such as workplace consultants, space planners, and architects can guide you through this process using tools like leadership feedback questionnaires, workspace utilisation tracking software, and office space calculators. These steps ensure reliable data forms the foundation of your office footprint.

Click hereto learn more about the importance of Smarter Workspaces within the real estate lifecycle.

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