Studies show that the #1 problem in open-plan office spaces is the noise, causing distractions. Nearly 48% of employees state that their ability to focus in these work areas is negatively impacted. Additionally, they have reported taking up to 70% more sick days than those in remote or hybrid work environments. 

This guide provides a step-by-step office space planning checklist to help workplace leaders create functional, adaptable, and cost-efficient office environments. 

Optimize space usage for efficiency

A well-planned office layout directly drives employee productivity and cost savings. Studies show that 30-40% of office space is underutilized, costing businesses millions in unnecessary real estate expenses. 

At the same time, employees struggle to find the right workspaces for focus or collaboration, leading to frustration and lost productivity.

Businesses that continue to rely on static, outdated layouts risk paying for space they don’t need while failing to provide the right environment for employee success. 

The key is to shift toward flexible, data-driven space planning, allowing companies to continuously optimize space based on real-time usage trends rather than outdated assumptions.

1. Assess current usage

The pandemic’s impact on office space hasn’t gone away. Research shows that demand for office space is projected to decrease by 13% by 2030. 

Understanding how your office space is currently being used is the first step in effective space management. A data-driven approach provides insights into peak office usage, common congestion points, and spaces team members rarely access. By tracking office attendance patterns, you can ensure workspaces align with employee behaviors rather than outdated assumptions.

Key considerations:

• Use occupancy tracking tools to assess desk, meeting room, and common area usage.
• Identify peak office days and space congestion points.
• Conduct space usage surveys to gather employee feedback on their workspace experience.

2. Right-size your office

A well-sized office supports business efficiency without excess costs. Companies often overestimate their space needs, leading to unused areas and wasted expenses. 

With hybrid work reducing daily office attendance, re-evaluating your footprint ensures you’re only paying for the space employees use while maintaining flexibility for future growth. Look to shift towards more flexible space solutions that adjust based on actual employee attendance.

Key considerations:

• Determine if your current office footprint aligns with actual usage data.
• Evaluate whether reducing or expanding space is necessary.
• Shift from assigned workstations to hot desking or flexible seating to maximize efficiency.

Example: Apartment List successfully cut its real estate costs by 20% by switching to a dynamic space model, allowing employees to book spaces as needed.

3. Plan effective office layouts

A strategic office layout enhances collaboration, reduces wasted space, and improves workflow.

Workplace design directly impacts employee productivity. An effective floor plan should reflect the company culture and ensure employees can move seamlessly between collaboration zones, private work areas, or conference rooms. Thoughtfully designed office environments enhance creativity, teamwork, and efficiency.

Key considerations:

• Design workspaces that support different work styles.
• Use zoning strategies to separate quiet focus areas from active collaboration spaces.
• Ensure ergonomic furniture and natural lighting to enhance comfort.

4. Repurpose underused areas

Most commercial offices have empty spaces for most of the day, such as oversized meeting rooms or underused break areas. Unused office areas represent wasted potential. You don’t necessarily need a new office but a plan to repurpose these spaces.

Instead of allowing these spaces to go to waste, they can be reimagined to provide more value to team members, fostering engagement and innovation.

Key considerations:

• Convert rarely used meeting rooms into focus pods or break rooms.
• Transform underused cubicles into collaborative lounges with comfortable seating and the latest workplace technology.
• Use multi-functional spaces that can serve different purposes based on demand.

Example: Docker redesigned its office with a flexible seating system to accommodate both in-office and hybrid employees, improving employee satisfaction.

5. Use data-driven decisions

Your company can no longer rely on guesswork when optimizing office space. Real-time analytics provide actionable insights into workspace use.

By analyzing workspace analytics, you can redesign your office floor plans, eliminating inefficiencies and making adjustments based on actual data. This ensures your business proactively manages office layouts rather than reacting to problems.

Key considerations:

• Track desk and meeting room occupancy.
• Identify peak in-office days and adjust resources accordingly.
• Analyze movement patterns to improve office layouts.

Example: Quizlet used Gable’s analytics dashboard to monitor occupancy trends, allowing them to optimize office layouts and reduce space waste.

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Prioritize employee needs and well-being

When you prioritize your team members’ needs and well-being, leaving their home office for an office day becomes exciting instead of a chore. A successful office space should create an environment where employees can thrive.

This section explores prioritizing team members’ well-being by gathering input, providing diverse work zones, enhancing comfort, and ensuring inclusivity.

1. Gather team member input

Employees know best what they need to be productive. Regular feedback ensures office design aligns with actual workplace behaviors.

A workplace that reflects employee preferences leads to higher engagement and better overall performance. Engaging employees in the office space planning process fosters a sense of ownership and investment in the work environment.

Key considerations:

• Conduct surveys or hold town halls to collect workspace feedback.
• Identify pain points in the current office setup.
• Implement workplace adjustments based on employee input.

2. Provide diverse work zones

A one-size-fits-all office design no longer works. Offering different types of work environments helps employees perform at their best.

Key considerations:

• Provide quiet zones for deep work and collaboration hubs for teamwork.
• Design adaptable workspaces that can be reconfigured as needed.
• Ensure remote workers have dedicated reception areas for checking in when they visit the office.

3. Ensure comfort and ergonomics

A workspace that prioritizes employee comfort leads to better focus, productivity, and job satisfaction. Poor ergonomics can contribute to fatigue, repetitive strain injuries, and decreased work efficiency, making designing an environment that supports employee well-being essential.

Key considerations:

• Invest in ergonomic office furniture such as adjustable desks, supportive chairs, and keyboard trays.
• Ensure proper lighting to reduce eye strain and headaches.
• Improve air quality and ventilation to promote a healthier work environment.

4. Enhance well-being

A workspace that supports mental and physical well-being contributes to higher engagement, reduced stress, and improved employee morale. Research shows that employees with access to wellness-focused workspaces report higher job satisfaction and productivity.

Key considerations:

• Incorporate green spaces with indoor plants and biophilic design elements.
• Designate quiet zones for focus and stress reduction.
• Offer breakout areas for informal meetings, socializing, and relaxation.

5. Plan for inclusivity and safety

A workplace should be accessible to all employees, regardless of physical ability or work preferences. Inclusive office planning ensures everyone can navigate, use, and feel comfortable.

Key Considerations:

• Ensure ADA compliance with wheelchair-accessible workstations, ramps, and restrooms.
• Provide adjustable desks and seating options to accommodate various needs.
• Implement clear emergency exit routes and safety plans for all employees.

Integrate smart workplace technology

Technology is the backbone of a modern, hybrid-friendly office. From seamless communication to automated office management, integrating the right workplace technology enhances efficiency, collaboration, and employee experience.

1. Robust IT infrastructure

A strong IT infrastructure ensures team members can work efficiently in office or remotely. A reliable network supports seamless collaboration, secure data management, and uninterrupted workflow.

Key considerations:

• Invest in high-speed internet and strong Wi-Fi coverage across the office.
• Implement secure cloud storage solutions to enable remote access to files.
• Use enterprise-level cyber security systems to protect sensitive company data.

2. Conference and collaboration tech

Hybrid work has increased the need for effective virtual and in-person collaboration. Your company must ensure team members can connect effortlessly, no matter where they are.

Key considerations:

• Install high-quality video conferencing systems for seamless hybrid meetings.
• Use interactive whiteboards and digital collaboration tools like Miro or MURAL.
• Provide soundproofed meeting rooms to improve call and video meeting quality.

3. Desk and room booking tools

Managing space in a hybrid workplace requires an efficient reservation system. Desk and room booking tools ensure that employees always have access to the workspace they need.

Key considerations:

• Implement a hot desking or office hoteling system that allows employees to book desks in advance.
• Use a real-time meeting room booking tool to eliminate scheduling conflicts.
• Provide an intuitive mobile app for easy workspace reservations.

4. Workplace analytics

Data-driven insights are essential for making informed decisions about office space usage. Workplace analytics tools provide real-time visibility into how spaces are used, helping you optimize floor plans.

Key considerations:

• Monitor desk occupancy rates to determine space usage trends.
• Identify high-traffic areas to improve space efficiency.
• Use heatmaps and attendance tracking to adjust layouts proactively.

5. Other productivity tools

A well-connected workplace integrates tools that streamline workflows and improve collaboration across distributed teams.

Key considerations:

• Use project management platforms like Asana or Trello to organize tasks.
• Provide team communication tools like Slack or Microsoft Teams.
• Implement AI-powered workplace assistants to automate administrative tasks.

Embrace flexibility for hybrid work

With hybrid work here to stay, you need to design office spaces that support the new needs and realities of your workforce:

1. Flexible seating arrangements

Move away from traditional assigned workstations and implement flexible seating strategies. This allows you to optimize space while giving team members freedom of choice.

Key considerations:

• Transition to hot desking or desk hoteling to accommodate hybrid employees.
• Provide dedicated focus areas for those who need consistent workspaces.
• Ensure tech-enabled workstations to support seamless transitions.

2. Multi-purpose spaces

A hybrid workplace benefits from spaces that serve multiple functions, adapting to changing employee needs.

Key considerations:

• Design convertible workstations that switch between individual and team use.
• Implement foldable partitions to create adaptable spaces.
• Provide multi-use lounges that function as collaboration zones or relaxation areas.

3. Modular furniture and layouts

Modular office designs allow your business to scale and reconfigure spaces as needs evolve.

Key considerations:

• Invest in adjustable desks and chairs for different work styles.
• Use mobile storage units that can be relocated as needed.
• Incorporate movable walls to create flexible meeting or breakout spaces.

4. Hybrid work policies

An optimized office space must align with clear and structured hybrid work policies. Team members need well-defined guidelines to effectively balance remote and in-office work.

Key considerations:

• Establish hybrid work schedules based on team needs.
• Define on-site collaboration days to maintain team cohesion.
• Ensure technology supports remote work with secure access to files and systems.

5. Plan for growth and change

A workspace must be scalable to accommodate future business expansion and workforce shifts.

Key considerations:

• Design office spaces with scalability in mind to support company growth.
• Invest in furniture and technology that can adapt over time.
• Regularly review space usage data to adjust floor plans proactively.

Ensure cost efficiency and sustainability

An efficient office balances cost savings with sustainability. By eliminating wasted space and investing in smarter resource use, companies can lower expenses while creating a workspace that supports productivity and employee well-being.

1. Set a clear budget

Budgeting is a crucial step in office space planning. Without a clear financial strategy, costs can quickly spiral out of control.

Key considerations:

• Establish a realistic budget based on space needs and future growth.
• Prioritize high-impact investments such as ergonomic furniture and smart technology.
• Regularly review and adjust budgets based on utilization trends.

2. Optimize your footprint

A company’s real estate footprint should align with its space requirements, ensuring efficiency and minimizing unnecessary expenses.

Key considerations:

• Downsize unused office locations to reduce costs.
• Consolidate departments that don’t require separate workspaces.
• Shift to flexible workspace solutions like co-working spaces where applicable.

3. Reuse and repurpose

Sustainable office space planning focuses on reducing waste and repurposing existing resources, not necessarily on building a new office!

Key considerations:

• Refurbish and reuse existing furniture where possible to improve the overall image of office interiors.
• Repurpose underused areas instead of expanding to new office space.
• Implement circular economy principles for office supplies to reduce material waste.

4. Invest wisely in tech

Smart investments in workplace technology can lead to long-term cost savings and improved efficiency.

Key considerations:

• Choose multi-functional workplace tools to streamline operations.
• Implement energy-efficient lighting and climate control.
• Utilize AI-driven analytics for continuous space optimization.

5. Energy efficiency

Energy costs can be a major expense for businesses. Implementing energy-efficient solutions helps reduce costs and environmental impact.

Key considerations:

• Install motion-sensor lighting to reduce electricity usage.
• Optimize HVAC systems for energy savings.
• Encourage remote work policies to minimize office energy consumption.

6. Monitor and adjust expenses

Cost efficiency requires continuous monitoring and adjustments to maintain optimal spending.

Key considerations:

• Regularly review utility bills and maintenance costs for inefficiencies.
• Track ROI on office space investments.
• Adjust spending based on office utilization data.

Conclusion

Office space planning is not a one-time setup, but an ongoing strategy that requires real-time adaptation, data-driven insights, and a focus on employee experience.

By leveraging space planning software, implementing hybrid-friendly policies, and optimizing office layouts, companies can reduce costs, enhance productivity, and create a dynamic workspace that meets the needs of today’s workforce.