Comprehensive Guide On How To Estimate The Right Office Space

August 24, 2022

The ideal workplace strikes a balance between employee satisfaction and cost-effectiveness. Selecting an office that is adequate for your company is the first step in achieving this balance. If the space is too tiny, your employees will feel uneasy; if it is too large, your bottom line will feel the impact of overspending on the workspace.


Additionally, as more companies choose a flexible workspace, collaborative, coworking space, or hybrid solutions rather than traditional offices, the amount of office space required per employee has changed. Today we will walk you through some common problems that arise while estimating adequate office space.  

What are the Difficulties in Calculating Office Space Per Person?

If your organisation has a workplace layout where the majority of workers operate primarily from dedicated workstation cubicles, calculating the required amount of office space per person will be a little easier. 

The footprint of the cubicle spaces provides a good indication of how much space each person occupies in that situation.

Otherwise, you can determine the requirement by answering the following questions:

  • Do your employees need a cubicle setup or are they willing to share a common space?
  • What is your mode of working: remote, hybrid, or flexible?
  • Do you believe in visual privacy between employees?
  • Is there any need for storing the belongings of employees?
  • What is your preferred office layout?

Based on the above findings, you can be close enough to estimate the right space requirement.

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Identify the Space Requirements for Each Employee 

There is no "one size fits for all" answer when it comes to deciding how much office space your company needs, but 100 square feet per employee is a good place to start. This should equate to roughly 50 square feet for office space and 50 square feet for shared spaces like break rooms or conference rooms.  

Some businesses choose to use slightly less space per person to save money because the cost per square foot is significantly high in more desirable locations, especially in big cities. So what's the solution? Instead of crying over the space issue, all you can do is switch to space-saving furniture, avoid adding unnecessary furniture and put communal spaces to best use.  

How Much Space Is Required for Amenities?

You can visualise the lobby, office cubicles, conference room, break room, and other spaces in your head. But how much actual space do these areas take up? Will there be enough space for all of the required common areas?

The average space allocation per employee refers to all areas of the office that they can access, not just their workstation. 

You can get an idea of the typical sizes for various types of work areas within your overall office space by referring to the figures below:


  • Large meeting room - (4-8 people) (150 sq.ft.)  
  • Kitchen area - (100)sq.ft.  
  • Tea point - (61-187)sq.ft.
  • Games area - (200-1000)sq.ft.   
  • Workgroup areas - (80-100 sq.ft.per person)
  • Reception area - (75 sq.ft.per person)
  • Lunch rooms - (15 sq.ft.per person)
  • Conference room - (20-30 people) (300 sq.ft.)
  • Hallways - (20% to 30% of the total usable area)

Furthermore, the above are some estimated numbers to help you get a sense of how much space you may require.


Does Working Style Influence Office Space Requirements?

Before moving to the new space, we suggest you be well-versed with your preferred working method. You can make an informed decision about implementing new working practices or how to improve the way your office currently functions by conducting a workplace study to gather information about your workplace.

The degree of flexibility offered by most modern offices when it comes to selecting the best working style for your business will depend on the type of work you do. Even minor variations will affect how much space you require.

Should You Think About Growth Strategies?

It is crucial to plan for future growth when determining office space requirements. If you don't plan for future expansion, you might find yourself out of space after hiring new employees.

The cost of breaking a lease early, combined with the costs of finding and moving to a new office, can be a costly affair. It is advisable to add 10% to 20% to the total square footage while calculating future growth. Building your expected growth allows you to expand your business without meeting costly interruptions.

Future Commercial Real Estate

To provide an outstanding employee experience and give people a reason to come to work, businesses are expected to invest in their real estate and/or office space.

While people are unlikely to spend five days a week in the office, workplace elements such as company culture will be emphasised to help strike a balance between hybrid and office-based workers.


The secret to a successful and future-proof Office Design is Workplace Consultancy London. We fully immerse ourselves in your company to comprehend your culture, brand, and work styles through extensive staff engagement and meticulous data collection. Check out GXI GROUP as we offer a flexible office solution that enables you to grow into larger spaces or contract into smaller offices as needed.