How do you calculate office space?

How do you calculate office space per person to ensure accuracy when relocating to a new office? The metrics in our guidance are based on recognised UK standards, including guidance from the British Council for Offices (BCO) and the Government Workplace Design Guide.

Below is a step-by-step guide for your convenience:

Step 1: Average office space requirement

Allocate 8–12 m² (≈ 80–130 ft²) per employee for open-plan offices.

This range accounts for desk space and walkways to avoid overcrowding. You can also use metric measurements, i.e., office space per person in m², UK standards. A typical benchmark is 10 m² (≈ 100 ft²) per person.

Step 2: Factor in common areas

Include 30-50% additional space for shared areas, such as meeting rooms, break rooms and lounges. If your employee workspace totals 500 sq. metres, you will need 150-250 sq. metres for common areas, resulting in 650-750 sq. metres overall.

Step 3: Include a buffer for future growth

Allocate 10-20% to accommodate future hires or layout changes without disruption. This foresight is not mandatory, but it helps avoid frequent relocations.

Additional: Use an office space calculator for accuracy

A faster way to estimate how much space you need is to use an office space calculator tool. All you need to do is input the employee count and room requirements to generate precise estimates. It is worth noting that different office space calculator tools may give varying results, depending on the space per employee figure used.

Practical example

Let’s say you’re planning office space for a team of 50 employees:

• Basic Space Requirement: 50 employees × 10 m² = 500 m² (5,380 sq. feet)
• Common Areas (40%): 500 × 40% = 200 m² (2,150 sq. feet) → 700 m² (7,530 sq. feet) overall
• Future Growth Buffer (15%): 700 × 15% = 805 m² (8,670 sq. feet)

When calculating the required office space, there are three main metrics to focus on. These include:

Occupancy rates

Occupancy rate refers to the proportion of office space that is actively used compared to the total available. It is calculated by dividing the number of occupied rooms or desks by the total number of spaces, multiplied by 100%.

Accurately tracking this metric will help you avoid the cost of underutilised spaces. Hybrid work models, however, complicate the calculation, as employees may only occupy desks part-time. Occupancy rates will also differ based on the type of space. For example, meeting rooms may have lower occupancy rates than individual workstations but serve different purposes.

Monitoring occupancy rates can help you make informed decisions, such as downsizing office space to cut costs or repurposing underutilised areas to enhance employee experience. Efficient space management ensures the workspace aligns with workforce needs and your unique business goals.

Workspace utilisation rates

Workspace utilisation measures how effectively the office desks or workstations are used daily. It is calculated by dividing the average number of people present by the total number of available workspaces.

If your office has 100 desks and 70 employees use them regularly, the utilisation rate is 70%. You can monitor this metric regularly to ensure your workstations match the demand. The goal is to avoid excess desks or cramped layouts. It is particularly valuable for office planning in hybrid work environments, where some desks may go unused on specific days.

Room usage rates

Room usage rates track how often a space, such as a meeting room, is used compared to how often it is empty. High room and low individual workstation usage often indicate that employees prefer in-office collaboration instead of focused work. Room usage metrics help businesses adjust layouts. For example, you can increase collaborative areas and minimise unnecessary desk spaces, ensuring that the office serves evolving work patterns.

Occupancy density (space per employee)

Occupancy density measures how much floor space is allocated to each employee. In the UK, the British Council for Offices (BCO) suggests a typical range of 8–13 square metres per person, depending on office type and layout (source).

For example, if an office has 1,000 m² of usable space and 100 employees, the occupancy density is 10 m² per person. This falls within the BCO benchmark and indicates efficient yet comfortable use of space. If the same office accommodated 150 employees, density would drop to 6.6 m² per person, which is below the guideline and likely to feel overcrowded. By contrast, with only 60 employees, density would rise to 16.6 m² per person, suggesting the company is paying for more space than it actually needs.

Regulatory compliance (minimum space requirements)

The UK Health and Safety Executive (HSE) sets a legal minimum of 11 cubic metres of space per person to avoid overcrowding (source). While most modern offices exceed this threshold, it is still a key measure for compliance and employee well-being.

For example, if an office floor measures 20 m long, 10 m wide and 3 m high, the total volume is 600 m³. If 50 employees are working in that space, each person has 12 m³, which is compliant with HSE requirements. If the same office housed 70 employees, the allocation would fall to 8.6 m³ per person, which is below the legal minimum and would not meet UK regulations.

Quick takeaway: In the UK, most offices work within 8–13 m² per person (BCO), with at least 11 m³ of air space required by law (HSE). Keep an eye on occupancy and utilisation to avoid wasted space, and always plan some flexibility for hybrid working.

If you want to refine your office planning beyond the basics, there are a few additional metrics worth considering:

• Desk-to-employee ratio – helps balance desk supply with actual attendance, especially in hybrid workplaces where not everyone is in daily.
• Cost per employee – shows how much your office space costs per head, a practical benchmark when comparing sites or negotiating leases.
• Collaboration-to-focus space ratio – indicates whether your layout supports the right mix of teamwork and individual work; many modern offices now aim for a more balanced split than in the past.

These metrics are not essential for every business, but they provide sharper insights for organisations seeking efficiency and long-term adaptability.

Before hunting for the ideal office location in London, you must know how much space is enough for your current team. Not only should you consider the practical aspect of comfort and efficiency, but legal requirements and cost implications are the other factors to keep in mind. Here’s why office space calculation matters:

Proper office space planning helps reduce real estate costs

There is a strong correlation between the office space size and the real estate costs. The goal is to ensure that every square foot is utilised well by balancing the workstations with the open areas and meeting rooms. With hybrid layouts, for instance, you can minimise the need for excess desks, which helps lower the required office size. Additionally, planning the sustainable office design space to factor in natural light and optimal furniture placement can help improve energy efficiency, which translates to long-term savings on operational costs.

Having the right amount of space ensures employee productivity

An ideal office space ensures focused work and collaboration. If you calculate correctly, you will avoid tight workstations often associated with stress and discomfort. The office space should feature pathways for easy movement and access to wellness zones, which helps employees recharge, boosting overall performance and morale.

If you would like to explore more ways to enhance your team’s productivity, take a look at these tips on creating a happy workplace

Office layouts directly influence work efficiency

Strategic office layouts focus on efficient task flow and collaboration. This can be achieved with open-plan layouts and quiet zones, allowing employees to switch between collaborative tasks and deep work. Proper layouts help minimise excessive movement across floors when accessing shared resources like printers or break areas. Another design aspect is strategically placing the meeting rooms far from the workstations to avoid disrupting other employees while working. For more inspiration, you can explore the latest office design trends in 2025.

Space planning prevents overcrowding or underuse

The other benefit of knowing your office space requirement is that you can adapt the layout to your workspace needs. If your business is on a hybrid work schedule, you can optimise the employee-to-desk ratio by avoiding unused areas while ensuring space availability during peak times.

Incorporating flexible spaces into your layout ensures you have areas that can double as areas for events, meetings, or individual work. This can be tricky to pull off, but you may consider using modular furniture to make it easy to adjust layouts based on changing needs.

When planning a new office, it’s important to think beyond desks and walkways. The figures below follow established UK benchmarks to help you allocate space effectively and avoid common oversights.

• Meeting rooms: According to British Council for Offices (BCO) guidance, meeting rooms should allow around 4–6 m² per person seated. For teams of 10–20, one small and one medium room is usually sufficient. For teams of 40–60, provide several small rooms and at least one large space for company-wide gatherings.
• Breakout and collaboration areas: Case studies referenced by the BCO show that between 5% and 15% of desk space is often allocated to lounges or informal zones. Smaller teams may only need a modest area, while larger teams benefit from a more generous allocation.
• Kitchen or pantry: The Government Workplace Design Guide recommends planning for adequate staff facilities. A small office of 10 people may only need 8–12 m², while offices of 40–60 people often require 20–40 m² to allow for more seating and appliances.
• Reception and waiting areas: Industry benchmarks suggest between 5 m² and 20 m² depending on office size. This space sets the tone for visitors and provides a professional first impression.
• Storage and server rooms: Both the BCO and government standards highlight the importance of planning for storage, supplies and IT equipment. Small offices may only need 5–10 m², while larger organisations should plan for 15–30 m² or more.
• Circulation space: According to workplace design guidance, circulation areas such as corridors and access routes typically add 15–25% on top of usable floor space. This ensures safe movement and compliance with health and safety regulations.
• Hybrid and flexible zones: With the rise of hybrid working, BCO recommendations include hot-desks, focus rooms and call booths. For a team of around 40, this might mean 10 hot-desks alongside two or three private booths.
• Amenities and welfare spaces: The HSE requires sufficient sanitary provision, while good practice encourages additional facilities such as showers, lockers and wellness rooms. These should scale in proportion to your workforce.
• Outdoor or terrace areas (if available): Not mandated by regulation, but BCO studies highlight their value for employee well-being. Even 5–10 m² of outdoor space can add significant appeal.

• • Allocate 100-150 sq. feet per employee for open-plan offices.
  • Include 25% extra space for common areas like meeting rooms.
  • Track occupancy and utilisation rates to avoid underutilisation.
  • Use space calculators to simplify estimations and accommodate future growth.

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