Having provided office design and fit-out services to many different businesses across the UK, we’ve seen countless teams struggle with a deceptively simple question: how much office space per person is enough?
On the surface, it seems straightforward. Too cramped, and productivity and morale suffer. Too big, and you’re paying for square metres you don’t need. But when you dig a little deeper, you start to realise that there are many other factors at play. In this post, we’ll be diving into what those other factors are and showing you how to find the perfect balance when it comes to office space planning.
Office Space Planning Guidelines: UK Requirements
First, let’s address the most important part of workplace space requirements. Under UK law, the Health and Safety Executive (HSE) requires a minimum of 11 cubic metres of air space per employee. Assuming a standard ceiling height of 2.4m, that translates to roughly 4.6 square metres of floor space, which is about the size of a small bedroom.
While this meets the legal minimum set out in the Workplace (Health, Safety and Welfare) Regulations 1992, most workplace design guidelines recommend going much further. The British Council for Offices (BCO), for instance, recommends a more practical benchmark of 10 m² of net usable floor space per person as a standard for general workspace. However, many companies choose to extend beyond this (up to 14m²) to support wellbeing, flexibility, and future growth.
Ultimately, designing a productive workplace is about creating an environment that meets your team’s needs and makes them feel comfortable. What those needs are will depend on your sector and company size. For example, a small tech startup might work well with 10 or 11m² per person, while a law firm may need 20m² to accommodate client meetings, document storage, and more formal space requirements.
What’s Included in Recommended Office Space Requirements?
When calculating office space requirements, it’s important to note that not all square metres are equal. The commonly cited 1012m² per person doesn’t necessarily account for more than just desks. Yet, there are all the extra bits that make an office work, such as:
- Meeting rooms and phone booths
- Breakout or lounge areas
- Storage cupboards and filing zones
- Corridors, aisles and open circulation space
So, if you think 15 people – 12 m² = 180 m² is enough, you’ll normally end up needing more once you create those extra zones and spaces. In fact, hallways and walkways alone can eat up 2030% of your total footprint. If you skip them, your office can end up feeling cramped and chaotic, even if you’ve got enough desk space in theory.
How UK Office Space Requirements Have Changed
The COVID-19 pandemic dramatically changed the way we think about how and where we work. With hybrid working now far more common than it was pre-2020, some companies have chosen to reduce their office footprint by 3040% while simultaneously enhancing their working environment.
Reducing physical space means we have to make what is available more multifunctional and versatile. Hot-desking, tech-enabled meeting rooms, and flexible zones that adapt throughout the day are now essential. It’s not about squeezing more people in but about making every square metre work harder.
Although official office space planning guidelines are helpful, if you have 50 staff and, realistically, only 60 or 70% of the team use your office on a regular basis, your space requirements will look very different from a company with full-time occupancy. It’s always important to bear this in mind before committing to a large commercial property or office space.
Office Space Planning for Different Sectors
As you might expect, different industries use offices in different ways. Creative agencies, for example, may choose to allocate a minimum of 1214m² per person so that they can provide enough space to support both individual work and team collaboration.
Financial services firms, on the other hand, may require a bit more, perhaps 1518m² per person due to regulatory and confidentiality needs. This extra space might be needed for things like private offices, secure storage, dedicated compliance meeting rooms, soundproof booths, and buffer zones to protect sensitive client data. These are features you’ll also commonly find in contemporary law office designs.
Factoring in Future Growth
One of the biggest mistakes any business can make is planning only for current needs. If you’re signing a five-year lease, consider where your business will be in 2030, not just 2025. This might involve planning for 25% more staff or designing modular spaces that adapt as your needs change.
We always recommend building flexibility into your office space requirements. Removable partitions, modular office furniture, and adaptable technology are all essential for businesses aiming to grow without constant relocations.
Making Your Office Space Work for You
As we’ve shown, how much office space you need per person requires careful consideration. Space planning is all about creating an environment that supports your team to do their best work, whether that’s 10m² per person in a collaborative startup or 20m² per person in a consultancy. Businesses that get this right reap endless benefits, ending up with workplaces that people actually want to be in.
Ready to maximise your office space and create a more functional environment for your staff? At McFeggan Brown, our passionate, highly skilled team will help to make sure that every square metre works for you. So, if you’re ready to switch up your tired space, reach out using our simple contact form. We can’t wait to hear from you.