What’s The Ideal Office Seating Arrangement? [Quick Guide]

As hybrid work continues to evolve, employers are thinking more about office layouts. As a result, they’re transforming office spaces to accommodate more agile, connected teams.

Assigned seating and fixed working hours no longer constrain office layouts. Today’s hybrid teams need flexible, adaptable workspaces that scale quickly and are 100% plug-and-play.

This comprehensive guide explores six types of office seating arrangements for hybrid teams, from remote-first to office-first.

Quick Summary

• A hybrid workforce needs an office seating arrangement tailored to their work pattern.
• Hybrid office seating arrangements facilitate collaboration while optimizing space utilization.
• Space management tools can improve workplace experiences by making it easier for teams to book desks, schedule meeting spaces, and collaborate.

An Office Seating Arrangement is a Top Concern for a Hybrid Workforce

Office seating arrangements impact employees’ physical and mental comfort, affecting workplace productivity and well-being.

An optimal arrangement can create an agile work environment that caters to employee needs, improving engagement, collaboration, and productivity.

Realizing these benefits requires companies to be thoughtful and intentional in their physical workspace designs. The challenge for employers is to create an office environment that optimizes space utilization while providing the flexibility that hybrid teams need.

Benefits of a Well-Designed Office Seating Arrangement in a Hybrid Workplace

According to Deliotte’s 2024 Human Capital Trends report, nearly 70% of the global workforce prefers a hybrid work arrangement.

A carefully considered office seating arrangement enhances the performance of a hybrid workforce. Employers and employees can enjoy the benefits of an office seating chart that fits the flexible work patterns of a hybrid team.

Optimizes Space Utilization

One of the most significant benefits of a well-designed seating arrangement is better space utilization.

Over 90% of CEOs reported cost savings after implementing a hybrid working model. The majority of those savings were due to better office space utilization.

Many teams switching to a hybrid work model find they don’t need as much office space as they used to. Designing your office layout for your team’s current needs and identifying and unloading under-utilized desks, offices, and other resources can lead to significant cost savings.

Boosts Productivity

The right office seating arrangement for your hybrid workforce will minimize distractions and maximize collaboration and productivity.

A thoughtful office seating plan should be flexible. That way, employees can decide when and where they’ll be most effective.

Improves Employee Experiences

A well-designed office seating arrangement is employee-centered. Hybrid-working employees need easy access and effective ways to collaborate and connect with colleagues (both face-to-face and virtually).

The right seating arrangement fosters a positive workplace experience and brings together physical and digital workspaces. This, in turn, can boost employee engagement, well-being, and talent retention in your organization.

Types of Office Seating Arrangements for Hybrid Working

Hybrid working is understandably diverse, with organizations adopting working arrangements that suit their needs.

The options range from prioritizing in-office attendance to allowing near-full-time remote working. So, there isn’t one single office seating arrangement that’s “best” or suitable for all hybrid workplaces.

A well-designed office design considers what employees need to be effective. It considers everything from the nature of the work to individual preferences to find what works. The goal is to find an arrangement that supports collaboration and encourages flexibility and productivity.

Below are six office seating arrangements that span the key modes of hybrid working.

Office Seating Arrangement for Office-First Hybrid Working

Office-first hybrid working prioritizes office attendance, with employees spending most of their time there. In this arrangement, an employer offers employees remote working on a single day each week or a few days per month.

Since the office is the principal place of work, this type of seating arrangement uses joint seating arrangements like cubicles or bench seating.

Cubicles are a classic office seating arrangement with employees provided with individual booths. Bench seating is more open, but the seating plan is still fixed, with each worker allocated a specific work area.

Contemporary office seating arrangements like open-plan seating, team tables, and flexible seating can promote collaboration and drive innovation.

Remove partitions, screens, and boundaries between team members to facilitate communication, reduce space requirements, and benefit from lower implementation costs than a conventional office layout.

Employers can also improve workplace occupancy and shape company culture with innovative amenities. Healthy food and drink places, gyms, and quiet spaces are improvements that help companies attract and keep good employees.

Office Seating Arrangement for Remote-First Hybrid Working

The remote-first work model lies at the opposite extreme of office-first working. Employees mostly work outside the office.

Remote-first workplaces rely on technology, with staff using online platforms and collaborative technologies to share, send, and complete work.

Office seating arrangements for a remote-first workforce should maximize collaboration between in-person and remote employees. Equip meeting rooms with the latest conference room tech and high-resolution screens to keep decentralized teams connected.

Hot-desking and office hoteling give these fast, dynamic teams the flexibility they need. Employees can choose where and when they work.

• Hot-desking directs workers to available desks on a rota basis. Desk space can be allocated to any employee and without fixed seating, redundant office space is minimized.
• Office hoteling is a managed arrangement where employees reserve access to office workspace and resources like meeting rooms. This office seating arrangement is very flexible. It lets employees plan their office time with the peace of mind that they have a place to work.

Flexibility doesn’t mean a free-for-all. Competent office management systems and protocols underpin remote-first office seating. These systems need to be readily accessed by all team members for desk bookings and oversight of space utilization.

Office Seating Arrangement for Split-Schedule Hybrid Working

A split-schedule workforce works a fixed proportion of the week on-site and remotely. These teams need options that can be scaled up or down according to changing daily demand.

Office seating also needs to support hybrid meetings with remote team members and support a smooth transition between in-person and remote working to minimize downtime.

Hybrid office spaces that have different schedules can use different hybrid office design solutions to make their employees more productive. These solutions help them work better together as their teams change daily.

Open-plan, modular seating can hold a quick desk meeting, add more workers who work in person, and encourage employees to talk to each other. Breakout spaces like huddle rooms reduce congestion and facilitate focused interaction with remote workers, keeping them on-page and engaged.

Office Seating Arrangement for Hybrid-At-Will Working

Hybrid-at-will working empowers employees to choose remote or in-office work on any given day. An ‘at-will’ schedule is particularly challenging for employers as they need to provide workspaces for regularized in-office work and visiting remote employees.

All workers need enough space, whether they are mostly working from home or not. Seating arrangements help everyone on the team feel included and involved.

Without careful planning, a hybrid-at-will-work policy can become unwieldy and expensive, due to the variable numbers of in-person workers. The design needs to include more space for use with flexible seating and desk sharing. This can be increased or decreased based on the number of employees in the company.

Research has shown that each hybrid-working employee needs up to 150 square feet of office space to use. There are two desks for every employee, and the office is planned to be most busy on Tuesday through Thursday.

Office seating management software can add structure to at-will hybrid working by facilitating desk and conference room bookings. The data generated by using office management tools for hybrid work environments can also provide managers with oversight of office occupancy.

Office Seating Arrangement for Fixed Hybrid Working

Fixed hybrid working fixes office attendance for most staff with scheduled remote working offered to a rotating group of employees.

For many employers, a conventional office setting can be the basis of creating seating plans that provide a productive work environment for on-site employees while being flexible enough to accommodate remote workers.

Your company’s office seating plan can help employees balance their work-from-home and in-person workdays better, making sure that team members who have problems can get help quickly.

Open-plan seating lets employees talk to each other more easily providing access and opportunities to talk about their worries or get in touch with line managers without feeling uncomfortable.

Employers also need to be mindful of maintaining a close-knit team where everyone is engaged and effective. Again, huddle rooms and meeting pods can be equipped for spontaneous hybrid meetings, while efforts to include quiet spaces can support employee wellbeing.

Office Seating Arrangement for Shift Hybrid Working

Shift working arrangements provide workers with office space, throughout the day and night with remote working for the remainder of their time. Office time is restricted with set start and end times and scheduling to ensure enough staff are always available.

Shift working has the additional challenge of providing an office environment that can accommodate the additional needs of night-shift workers (e.g. adjustable ergonomic seating or enhanced lighting). Cubicles are often good for workers who work shifts as they offer privacy and focus while working for a set amount of time.

Office managers and coworkers also need to be aware of who is in the office and the available resources at any given time.

A digital office map is a useful tool that renders a digital copy of your office seating plan. It can provide staff and managers with desk occupancy, the location of important resources, and a directory ofpeople the in-person team may need to access.

Use the Right Technology to Create a Better Office Seating Plan

Robust and responsive office management is key to making your hybrid office seating plan work. Whatever office seating arrangement you choose, hybrid work software can help.

With a hybrid work platform like OfficeRnD Workplace, teams can pull up an interactive office map to see who’s in the office, book desks, reserve meeting rooms, and much more.

With it, you can create and manage different seating arrangements such as hot deksing, desk hoteling, and activity-based working. Plus, it provides you with advanced workplace analytics and insights thanks to which you can make more informed business decisions. And it integrates with Google and Microsoft-based work suites.

Get started for free today with OfficeRnD Workplace, or book a demo with one of our workplace experts.

FAQ

How do I Arrange my Office Seating?

Arranging office seating effectively involves considering both functionality and comfort to create an environment conducive to productivity. Start by positioning desks to maximize natural light and minimize glare on computer screens. Ensure there’s ample space for movement and easy access to shared resources like printers and meeting areas. Group teams together to facilitate collaboration, but also provide quiet zones for focused work. Regularly reassess the layout based on feedback from employees and changes in team dynamics to maintain an adaptable and supportive workspace.

What is the Seating Arrangement in Business Etiquette?

In business etiquette, the seating arrangement can play a critical role in facilitating effective communication and demonstrating respect. Typically, the host or highest-ranking person should sit at the head of the table, with other participants arranged based on their rank and the purpose of the meeting. For example, in a negotiation, you might place key decision-makers directly across from each other to facilitate direct communication. In more collaborative settings, seating should encourage open discussion, often positioning team members side by side. It’s also considered polite to offer guests and higher-ranking individuals the best seats, such as those with the most comfortable chairs or with the best view.

What are 3 Seating Arrangements?

Three common seating arrangements for meetings or events include:

1. Boardroom Style: This setup involves a large table with chairs around it, suitable for formal meetings, discussions, or decision-making sessions. It facilitates easy communication and interaction among all participants.
2. Theater Style: Chairs are arranged in rows facing the front of the room, optimizing space and focusing attention on the speaker or presentation. This layout is ideal for lectures, presentations, or larger gatherings where interaction between participants is minimal.
3. U-Shape Style: Tables and chairs are arranged in a U shape, with the open end facing the front. This layout supports workshops, video conferences, and training sessions where the facilitator needs to engage with each participant and utilize presentation tools effectively.

Which Seating Arrangement is the Most Effective?

The most effective seating arrangement depends on the meeting’s objectives. Boardroom style is optimal for interactive discussions and decision-making among a smaller group. In contrast, theater style is suitable for presentations to larger audiences with minimal participant interaction, and U-shape is ideal for workshops or training sessions where engagement between the presenter and attendees is crucial. Each style supports different types of engagement and communication needs.