The Quick Guide to Office Space Planning [2025]

The hybrid office looks different from the traditional in-person office space. Space utilization is more flexible because the same people aren’t in the office each day. There’s more focus on the purpose of each square foot, and less on ensuring there is adequate room for a large workforce.

Leaders at hybrid companies should aim to provide their staff with a workspace for collaboration, but they should also look for ways to reduce square footage to cut costs.

Proper office planning is key to being able to create an office that makes sense for your company. You can optimize the space you have in a way that balances the unique needs of your hybrid workforce and your budget.

Quick Summary

• A well-designed office space can increase employee productivity, improve collaboration, and lead to long-term cost savings.
• A hybrid office space requires unique amenities and areas to function properly, including configurable furniture, hot-desking, and tech-connected meeting rooms.
• It’s essential to assess your space and determine how many employees you’ll need to accommodate daily.

What Is Office Space Planning, and Why Is It Important?

Office space planning involves strategically planning your space’s layout, tools, and usage so that every square foot serves a purpose, whether to enhance productivity or improve collaboration.

The goal is to align your space with your business needs so that your employees (whether remote or in-office) have everything they need to get work done.

Here are some of the benefits of having a well-planned office space.

Higher Productivity

Your space layout affects how employees interact with the job environment, work with each other, and perform their tasks. For example:

• Dedicated workspaces allow employees to concentrate without interruptions and get their work done.
• Proximity to essential facilities, such as bathrooms and breakrooms, minimizes the time wasted on navigating the office.
• Small and medium-sized meeting rooms allow hybrid teams to meet easily — regardless of who is and isn’t working from the office.

Improved Collaboration

Spaces designed for collaboration allow your employees to work better together and can also bring your teams closer — both socially and physically.

According to the World Economic Forum, one of the main reasons employees stay in the workplace is that they enjoy working with their colleagues.

So, having a space where employees can build relationships will not only impact your company’s deliverables but can also contribute to higher employee retention.

Cost Savings

Offices with unused corners, lounge areas, or many unnecessary workspaces can unknowingly burn money. Not only are larger spaces more costly in terms of rent, but they also require more utility expenses, such as air conditioning and more lights, leading to high energy consumption.

Effective space planning can significantly reduce these costs and ensure that every dollar spent on your space is well worth it.

Supports Employee Well-being

A well-planned office doesn’t just work for business. It also works for the people in it. Making sure your employees are comfortable at work (i.e., have direct access to natural light, quiet spaces, and good-quality air) can shape their work attitude and directly affect their well-being.

And here’s a useful video about planning an office space well.

What Makes a Good Hybrid Office Space?

A good hybrid office layout requires several amenities and areas to function correctly and give your employees everything they need to complete their work — individually and as teams. Here are some of the main things your space needs:

• Open and shared spaces: Hybrid teams thrive in flexible work environments. An open space with multiple desks, shared workstations, and even informal meeting areas allows employees to choose where they work based on their current tasks. As a result, these spaces can help with creativity and spontaneous collaboration.
• Quiet zones: Many of your hybrid employees may come into the office specifically to help them focus and get more work done. So, having dedicated quiet zones that are soundproof and are located further away from high-traffic areas is essential. Employees can also use these spaces for unplanned virtual meetings and private phone calls.
• Meeting rooms: It’s important to have tech-connected meeting rooms so employees can collaborate regardless of location. Include things like video conferencing systems, large displays, and microphones. You can also use OfficeRnd Workplace to ensure your employees can make meeting room bookings with the click of a few buttons.
• Configurable furniture: Hybrid working environments need to be adaptable. So, having configurable furniture that’s easy to take apart and move around as needed can improve collaboration and increase productivity. Also, try to incorporate furniture that accommodates different work styles and preferences, such as sitting and standing desks.
• Storage and organization: For hybrid employees who split their time between work and home, it can be hard (and irritating) having to carry all their belongings around the whole day. Make sure you add storage, like lockers, to your office space to make the transition between in-office and remote working days easier.

Incorporating these features and amenities into your office space creates an environment where employees can be productive no matter how or where they choose to work.

How to Plan an Office Space

Planning a hybrid office space typically involves analyzing how your space will be used and what your employees need in order to perform their jobs effectively.

You’ll need to balance flexibility, technology, and comfort to accommodate your employees and ensure they can get the job done from anywhere. The office space planning process includes the following key steps:

1. Assess Your Space and Needs

First, you need to consider the size of your space, the floor plan, plumbing, and electrical outlets so you can design your space around it. This foundational step helps avoid costly redesigns down the road.

Next, consider your company’s exact needs:

• How many of your employees will use the office regularly?
• Do they usually work independently or in teams?
• What business functions do they require to get their work done?

According to Statista, employees of all ages prefer working in a hybrid office — 71% of Gen Z, 72.6% of Millennials, 70.9% of Gen X, and 68.3% of Baby Boomers.

While this stat is useful and shows the importance of flexible work arrangements, it doesn’t indicate specific scheduling preferences. Some employees may prefer to work from home three times a week and come into the office two times, while others might prefer to come in on most days.

Based on their answers, you may choose to incorporate hot desks for employees who work more remotely and dedicated workstations for those who come in regularly. Hence, you maintain workplace efficiency and provide a great office experience.

2. Choose a Layout

The best office layout for hybrid teams includes open spaces where employees can work independently and meeting rooms where they can work together.

Remember that while your team needs to be able to work together, it’s also important not to squeeze everyone into the same room. That won’t work either.

So, when planning for your hybrid work environment, you need to ideally incorporate a mixture of spaces that are right for your team:

• Multiple quiet booths for sales calls
• Private spaces with soundproofing
• Meeting rooms for collaborations
• Tables for team sessions
• Shared desks for more remote workers
• Dedicated spaces for frequent in-office employees and office managers

3. Plan for Technology

Hybrid office spaces depend on technology to connect remote and in-office teams. Here are some important tech considerations:

• Accessibility: The entire office should have internet connectivity, especially in the work zones.
• Smart meeting rooms: Equip your collaboration spaces with the right tools to make it easy for employees to work together — even if some are in the office and others aren’t. These tools can include videoconferencing, interactive whiteboards, and more.
• Power outlets: You’ll need to place employee desks close to power outlets so they can easily change their laptops or power up their desktop devices.
• Flexibility: Tech and office designs change quickly. Consider modular setups and adaptable layouts to make your furniture upgrades seamless.

4. Use the Right Management & Space Planning Tools

Office resource booking software can help you manage the use of your office space. This ensures that employees can book their desks and meeting spaces in advance and avoid your space being overcrowded.

Choose an office management solution that seamlessly integrates with your other software to make things easier for everyone. OfficeRnD Workplace, for example, integrates with all your favorite tools, including Slack, Google Calendar, Stripe, and more. See our full list of integrations here.

The platform also allows you to coordinate employee schedules and monitor your space usage so you can optimize it over time for the best flow.

5. Incorporate Branding and Aesthetics

Your office should still reflect your company’s identity, even in a hybrid setup. A well-designed office space conveys professionalism, impacting how your clients perceive your business. Make sure you incorporate the following elements:

• Brand elements: Use color schemes that reflect your company culture. Also, include your logo in key areas, such as on the wall at the front desk.
• Plants and greenery: Adding greenery to your space makes it feel more lively, refreshing, and calmer.
• Appropriate decor: Use decor that inspires creativity, professionalism, or calmness (whatever is right for your company).

6. Test and Adjust

This doesn’t mean the work is done once you’ve made the changes. A good office layout isn’t static. Instead, it requires ongoing fine-tuning:

• Gather feedback: Regularly survey your employees to understand what’s working for them and what isn’t.
• Analyze room usage patterns: Get valuable insights from a tool like OfficeRnD Workplace’s Analytics to see room usage, desk occupancy, and underused space. This way, you can make data-driven decisions for better space optimization.

Optimize Your Office Space with OfficeRnd Workplace

Your office space can either work for you or against you. The key to making your space as productive and collaborative as possible is doing proper office space planning and reviewing usage over time for better space utilization.

You can use OfficeRnd Workplace to help track resource usage and streamline your booking process so employees can book desks and meeting rooms ahead of time.

Book your live demo today and talk to one of our workplace experts who will quickly show you how the platform can take your workplace to another level.

FAQ

What Is the Recommended Square Footage Per Person for Office Spaces?

As a general guideline, you must have at least 100-150 square feet per employee. This accounts for each employee’s personal workspace to get their work done.

However, it’s essential to consider other factors, such as meeting rooms and private offices, since these spaces will significantly decrease the space available for individual workstations.

It’s also important to consider the type of work your employees do since those who frequently collaborate in teams may need more space than those who work independently at a desk.

How Do You Structure an Office Space for a Hybrid Team?

A well-designed hybrid workplace accommodates both in-office and remote employees. For your office to be as efficient as possible, it requires hot-desking arrangements and tech-rich meeting rooms so teams can easily collaborate regardless of location.

Your hybrid workers will require storage space, such as lockers or shelving units, so they don’t have to carry all their belongings around. Plus, having a breakout area so teams can have informal meetings, brainstorm, or simply socialize is also a must.

What Furniture Do You Need In a Hybrid Office?

A hybrid office space requires most of the same furniture as a traditional office, including desks, chairs, meeting room tables, and phone booths.

But, in addition to these, the space also requires hybrid-focused furniture, such as shared or adjustable desks, charging stations, convertible seating, and video conferencing equipment in meeting rooms to make collaboration possible.

How do you Plan Office Space?

Planning office space involves analyzing workforce needs, optimizing layout efficiency, and ensuring a comfortable work environment. Start by assessing the number of employees, work styles, and required amenities, then design a layout that balances open areas, private spaces, and collaboration zones. Incorporating flexible workstations, ergonomic furniture, and technology integration helps maximize productivity and adaptability while ensuring efficient space utilization.

What is Workspace Planning?

Workspace planning is the process of designing and organizing office layouts to optimize efficiency, functionality, and employee well-being. It involves assessing space needs, allocating workstations, and balancing collaborative and private areas to support different work styles. Effective workspace planning enhances productivity, maximizes space utilization, and ensures a comfortable and adaptable work environment.

How do I Organize my Office Space?

To organize your office space effectively, start by decluttering and removing unnecessary items to create a clean and efficient workspace. Arrange furniture and equipment to maximize productivity, ensuring easy access to frequently used items. Use storage solutions like shelves, filing cabinets, and desk organizers to keep documents and supplies in order. Implement a logical layout that balances personal workspace, collaborative areas, and meeting zones to enhance workflow and comfort.

What is Office Layout Planning?

Office layout planning is the process of designing and arranging workspace elements to optimize efficiency, collaboration, and employee comfort. It involves organizing desks, meeting rooms, and common areas to support different work styles while ensuring smooth workflow and accessibility. A well-planned office layout maximizes space utilization, enhances productivity, and creates a functional and comfortable work environment.