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How to Plan an Office Space

Whether you are relocating or just need to redesign, it’s important to plan out your office space so that it supports the needs of your employees. Having a solid plan for the layout will save you time, money and ensure that everything goes smoothly once you start working with furniture and fixtures.

Make a Plan

If you want to make your office space more effective, it’s essential to plan it out carefully. This can be done by assessing your needs, using employee feedback, and partnering with a designer.

Before you start designing your office, you need to determine the types of activities that your business will perform. This could include improving connectivity, enabling agile working, providing private spaces for high-concentration work or accommodating future growth.

You need to also consider the number of employees that you expect to add in the future and how much space you’ll need. Organizing your space with the future in mind will allow you to avoid unnecessary reorganizations and redecoration costs.

In addition to making a physical space that supports your business, you should also design a welcoming place for visitors. This can be done by providing refreshments and a waiting area that’s easy to navigate.

A well-designed workplace can improve productivity, reduce stress levels and increase job satisfaction among employees. The design process also includes considering environmental factors like noise. This can be done by installing sound masking systems or incorporating natural elements into the workspace, such as plants.

Keeping in mind that many people spend their entire workday in an office, it’s important to consider how the layout affects their health. This can include ensuring that desks are placed far enough apart to ensure that people don’t spread bacteria and other germs, minimizing distractions, and ensuring that employees have plenty of quiet spaces to focus on their tasks.

One of the most effective ways to improve your workspace is by adding plants or other natural elements into your office design. Studies have shown that teams with plant access are more productive than those without.

It’s also a good idea to add a variety of materials that reflect the outdoors, such as wood or special natural fabrics. This can help employees feel more connected to the outdoors, which can boost their mood and encourage them to be more creative.

You can also add an aquarium or other living plants into your office to increase productivity and morale. This can be a very cost-effective way to boost your office’s aesthetic while still promoting health and wellness.

Determine Your Needs

Whether you are a new business or have been in your current office for years, it’s important to know your needs before you move into a new space. This will help you make a better decision about what features are needed and how to arrange things efficiently. You can also use this information to determine what features would enhance the productivity of your team.

You’ll need to consider your staff size, your company’s growth plans, and your available space. For example, if you expect to add two employees each year and you have 2,500 square feet now, do you need an additional 1,500 square feet of office space?

The number of people you accommodate is the first and most vital determining factor when it comes to your space planning guidelines. That includes full- and part-time workers, contractors, consultants, and other worker classes.

Aside from figuring out your staff size, you’ll need to understand what type of office space is conducive to your business’s goals and how it will be used. Decide whether you’re interested in an open office concept, hot desks, activity-based workspaces, individual workstations, desk neighborhoods, or flexible workspaces.

If you’re not sure, it may be helpful to get input from an office planner. They will be able to tell you how many rooms and desks you need, and how you can arrange them to maximize productivity.

Another thing to think about is how you will keep your employees comfortable, safe, and happy. This can include features such as lighting, plants, and a healthy environment.

You should also make sure that you have sufficient space for equipment. This could include photocopiers, printers, and other large devices that require space to operate properly.

Lastly, you should consider your budget. This will help you plan for the cost of renovating or purchasing furniture, fixtures, and appliances.

As you determine your needs, it’s important to remember to stay within your budget and ensure that the design reflects your corporate culture and brand. This will help your employees feel comfortable and productive in their new workplace, which will result in increased profitability.

Work with a Designer

Whether you’re starting a new business or want to update your office, working with a designer is a great way to make sure the space is a perfect fit. A good design firm can guide you through the entire process, from finding a layout to selecting the furniture and accessories. They can help you create a space that will inspire and motivate your team to produce their best work.

While your company may not have the resources to hire a full-time in-house designer, a professional design firm can give you the benefit of their expertise at a fraction of the cost. Some designers offer retainer packages, so you can call on them for a few design hours a month as needed, while others work on a per-project basis. Whatever your needs, it’s important to find a designer who is a good fit and will work well with you and your team.

You’ll want to find a designer who has a proven track record, is familiar with your industry, and can deliver on your goals. For example, if you’re looking for someone to design a new ergonomic bicycle saddle and grips for your cycling business, you’ll want to find an industrial designer who can handle the project from start to finish.

The first step is to meet with a designer and discuss your project. This includes determining your needs, making a budget and discussing the timeline of your project.

In addition, your designer will present you with design plans and other materials to illustrate how your space will look. They’ll also pitch their ideas and may make revisions based on your feedback.

A good designer will be responsive to your questions and respond quickly, so you can have a good working relationship. The design process can last for months or years, so it’s important to work with a designer who you trust and enjoy working with.

Your design should appeal to both your current team and any potential clients who may be visiting the office. Ideally, you’ll have areas that convey a professional image for visitors and a more casual environment for your team members to collaborate together in.


Creating an office space that is both functional and beautiful can be expensive, but there are ways to make it work on a budget. Having a clear idea of what your needs are and how much you can afford to spend will help you find the best possible option for your business.

Often, the office space planning phase tightens up the budget as you determine your specific needs and requirements for the new space. Getting this started early will allow you to set your budget at the start of the process and ensure that you can achieve your desired results without going overboard.

One of the most important factors when it comes to office space planning is the amount of square footage you need. This will determine how large of a room you can fit in and how much you will pay per month.

For example, if you need 50 square feet of space for your team, and rent is $10 per square foot, you can estimate the monthly cost at $100. That’s a great way to budget for a new office and save money in the long run by keeping your costs low and making sure you have enough space to grow with your company.

Another factor to consider when it comes to deciding on the size of your office is how many employees you have. A smaller team may be able to fit more people in an office and pay less for rent, but a larger team will require more square footage, which can increase your rent.

You also need to factor in other expenses, such as utilities and property taxes. These are costs that vary depending on where you live and what type of building you choose.

In addition to these costs, you will also have to account for furniture, supplies, and other items that your office may need. In addition, you will need to consider how much it will cost to maintain and clean your office, which can add up quickly.

The office space planning process can be overwhelming, but it is a vital part of ensuring your company is successful. If you take the time to create a realistic and detailed plan, you can ensure your office will be a comfortable and productive place for everyone to work.



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