How Much Office Space Does a Company Need?

Too little space and your team is cramped. Too much and you pay for empty desks. A good estimate starts with seats, then adds the spaces around them.

Step 1: count seats, not employees

Start with how many people will be in the office on a busy day. If everyone comes in every day, that's your headcount. If you run a hybrid or shift model, look at your peak day. Some teams plan a little below headcount and share desks; others want a dedicated desk for everyone. Decide which applies to you.

Step 2: add space per seat

Space per person varies a lot with layout and density. Open-plan desks need less area per person than cabins. Rather than relying on a single rule of thumb, ask the provider to show seat plans for your headcount in the spaces you are considering. In managed and coworking spaces you usually buy seats, and the provider plans the area around them.

Step 3: add meeting and support spaces

• Meeting rooms: how many meetings happen at once at your busiest time, and how many people attend them?
• Cabins: for leaders, HR or anyone handling confidential conversations.
• Phone booths and quiet rooms: for calls and focused work in open-plan offices.
• Collaboration areas: for informal team work and workshops.
• Support spaces: reception, pantry, storage, and a server or network room if you need one.

Step 4: plan for the next 12–24 months

If you expect to hire, plan for it now. Options include taking slightly more space than you need today, choosing a building with room to expand, or agreeing flexible terms that let you add seats.

A worked example

A 30-person team that is in the office four days a week, has two client meetings a day and expects to grow to 45 people might plan for 32–35 desks now, two meeting rooms, two cabins, two phone booths and a collaboration area, in a building where it can add another 10–15 seats later.