Tips For Office Space Planning

In today’s ever-changing workplace, designing an office that is tailored to how your company utilizes space is the key to success. Determining your office requirements is not as easy as it may seem, it takes a lot of thoughtful analysis and planning. It is important to fight the urge to speed up the design process, as ultimately your workforce and clients will be utilizing the space for years to come.

Here are 5 important things to consider when planning your new space:

1.        Consider Your Workforce - When it comes to space planning it boils down to what matters to your workforce, there is not a one-size-fits-all solution. It is important to create an environment that encourages productivity, flexibility, and collaboration. Consider your current employees and engage them in the process. Conduct surveys and meetings to keep them as involved as possible to avoid pushback. The more sign-in you get up front, the more successful the transition will be. Another important aspect, is the future of your workforce. Think about where your company will be in the future and take into consideration the needs of future employees.

2.       Capacity Matters - Hybrid-work is here to stay, so now more than ever, getting an accurate headcount on how many employees will actually be in the office at any given time is paramount. Really think about how many people you have to accommodate and depending on your setup, i.e., assigned seating/offices, desk-sharing, etc., you can determine your space per employee. Once again, you must plan for future growth or ways you can easily transition the space to accommodate for the evolving nature of offices.

3.       Types of Work Space - Space needs are different for different types of employees. Full-time employees and part-time employees occupy a space differently. Hybrid employees may not need a desk and are only looking for collaboration space while they are in the office. There are many types and sizes of work spaces that you can create in your office - group call rooms, pop-in offices, small conference rooms, and open collaboration areas are some of the current popular options to incorporate into your office. Also, take into consideration the needs of your office guests, will you be hosting clients, contractors, consultants, and others? If so, where will you host them and what amenities will you provide them?

4.       Flow – During the design process it is easy to forgot how important flow is to the functionality of an office space. Office flow can directly impact productivity. When I say “Flow”, you probably think about the floor plan and where employees/teams sit. And although that is a huge part, it also relates to the ease of access to an office and who is allowed to access certain work spaces. Some of these aspects may not be easily changed, fixed variables such as existing building infrastructure, views, and the surrounding neighborhood all play a part in the design and flow of the office. It is also important to emphasize how comfortable the space feels. Consider the desks, chairs, adjustability of work spaces, greenery, wall color, decor - everything will have an impact on your employee’s flow and how you feel in your space.

5.       Technology – Technology continues to evolve and it is more important now than ever before that your company integrates the technological advances into your office spaces. Gone are the days of sedentary work spaces with no technological capabilities. Equally as important as determining what technology is going to be used is understanding where it will be utilized. Do you need audio-visual conferencing capabilities in conference rooms, call rooms, or pop-in offices? Will all of your desks be equipped with docking stations and employees provided laptops? Will you provide adequate cyber security to maintain your company’s privacy protocols? The list goes on...  

Understanding your workforce, office capacity, types of work spaces, office flow, and what technology your office needs are just some of the many things that go into designing your office space. It can be a daunting task to undertake but the earlier you start the process the better. No one enjoys change, get your workforce involved in the process. Understand their needs and what they think other companies are doing that you may elect to integrate into your plan. They will be utilizing the space so ensure that they feel comfortable and safe. The task should not be done alone, engage the right strategic advisor/broker and hire design firms/architects, technology consultants, and others whose personality and vision aligns with yours. Remember, there is no such thing as a perfect office design but your goal should be to create a space that fits your needs while allowing flexibility for the evolving future.