How much office space do I need? | Oktra
Home / Insights / Office Space Requirements: How Much Office Space Do I Need?
Arrow left Arrow Right
Office space requirements

  • Office Space Requirements: How Much Office Space Do I Need?

Share LinkedIn

min read

Patrick Isitt
Senior Content Manager
Content specialist in office design and build.

  • The way companies use office space has evolved dramatically over the past five years. Hybrid working, economic shifts and a greater focus on employee experience have redefined what businesses need from their work environments. 

    A focus on flexible, multi-use environments now means that office space requirements need to go beyond square footage, instead prioritising how the workspace can adapt over time, provide reliable spaces away from desks and foster a sense of belonging among employees.

    The reality is that there’s no cookie-cutter solution to how much office space you need, as the answer will heavily depend on your working model, industry and team size—to name just a few variables. With that being said, there are calculations you can make that will give you a rough guideline to get started with your office move or refurbishment.

    So, how much office space do you need, and what are the factors that might swing the balance in either direction?

  • How do you calculate office space requirements?

    To estimate the amount of office space you need, use this simple formula:

    (Number of employees) X (sq ft per employee) = total required office space

    For example, if your company has 50 employees and you allocate 150 sq ft per person, you should be looking for an office around 7,500 sq ft.

    The dynamics of a workplace are unique to every business – what works for one company will not necessarily work for another. Factors like budget and location are influential factors when it comes to taking office space as the cost of office space will fluctuate depending on where it is. With budget and location considered, these are some of the other important questions you need to address when assessing how much office space you need.

  • office-design-photoboxgroup8_3840x2160_acf_cropped-aspect-ratio-1728-1728

  • How much office space do I need per employee? 

    According to CBRE, the average space allocation has decreased to 148 sq ft per employee, down 9% from pre-pandemic levels, as many businesses have adopted a hybrid working strategy. This shift has led companies to reassess their office needs, with some optimising space for greater efficiency, reducing desk density, and integrating flexible seating arrangements.

    However, many businesses are choosing to maintain or repurpose their existing footprint, prioritising collaboration areas, wellness spaces and hybrid-friendly layouts that encourage employees to return to the office. Rather than downsizing, these companies are investing in experience-driven workplaces designed to support both in-office and remote work.

    Listen below to Oktra’s Creative Director, Dominic as he shares his knowledge on office space requirements. 

  • 3840-x-2160-Thumbnail-aspect-ratio-3840-2160

  • How much office space do different sectors need?  

    Every industry has different office space needs. A legal firm will require more private offices for confidentiality, while a creative agency might prioritise open collaboration zones. It is also an option to look at different types of office space and consider the type of environment that will benefit your people most. This will give you a strong foundation to build your space requirements from to help you identify which property and type of office space are best for the type of work you do.

  • Coworking and Start-up offices
    100-125 sq ft per person

    It is common for coworking spaces and start-ups to use open plan layouts and multi-use areas. Instead of dedicated desks, these spaces focus on hot desks, breakout areas and shared lounges to encourage collaboration and networking. Meeting rooms and private offices are limited, with an emphasis on dynamic, adaptable workspaces.

    The 24,100 sq ft coworking hub for Plus X Innovation in Brighton is tailored for start-ups and scale-ups. The space maximises usability with modular work zones, communal workspaces, and acoustically optimised areas, ensuring teams can collaborate without distractions.

  • Plus-X-Innovation-Slough-2-aspect-ratio-2640-1980

  • Tech, Gaming and Media offices
    100-200 sq ft per person

    For companies that need more collaborative space for creative sessions and knowledge sharing, it’s recommended that you allocate slightly more space per person. Event and breakout spaces are important to these sectors which will increase the required space. These types of offices typically feature rows of desks, product and display areas and a variety of meeting spaces from individual focus rooms to 8-10 person meeting rooms.

    One example of this is Double Eleven’s 90,000 sq ft headquarters in Middlesbrough. The space combines gaming areas, soundproof editing suites and open collaboration spaces, allowing teams to switch between focused work and group projects.

  • Oktra-Double-Eleven-low-res-006-aspect-ratio-2640-1980

  • Legal, Finance and Insurance offices
    200-500 sq ft per person

    Professional services will usually require the most space per employee due to confidentiality and client-facing needs. These offices often include large receptions, private offices and premium boardrooms to ensure a discrete yet functional layout.

    Preston Turnbull’s 10,000 sq ft workspace, for example, blends privacy with modern efficiency. Soundproofed offices, enclosed meeting rooms, and high-spec boardrooms balance privacy with modern efficiency.

  • PrestonTurnbull-3-MidRes-aspect-ratio-2640-1980

  • What types of space do I need in my office?

    Your total square footage doesn’t just cover desks—it includes meeting rooms, reception areas, kitchens and collaboration spaces. Here’s a breakdown of some of the most common office facilities and their typical size requirements:

    Small meeting room (2-4 people) – 100 sq ft 
    Large meeting room (4-8 people) – 150 sq ft 
    Boardroom (15 – 20 people) – 250 sq ft 
    Private office – 100 – 250 sq ft  
    Reception area – 160 – 900 sq ft  
    Comms/server room – 50 – 100 sq ft  
    Print and mail area – 64 – 215 sq ft  
    Tea point/kitchen – 61 – 187 sq ft  
    Games area – 200 – 1000 sq ft  

    The types of space within an office will determine how much space you need. By looking at the areas you required and the type of environment you want to create, you can start to build a picture of the amount of office space you need.

  • CanadaLife-OneForburySquare-4thFloor-9-MidRes-aspect-ratio-3840-1414

  • Office Space Calculator

    Work out exactly how much office space you need using our office space calculator.
    CALCULATE OFFICE SPACE

  • Does your working style impact how much office space you require?  

    It’s recommended that you understand your preferred working style ahead of relocating your office. If you don’t have enough workspace, it won’t be possible to successfully implement certain ways of working. By carrying out a workplace study, you can gain insights and real data into your workplace to make an informed decision about implementing new ways of working or how to enhance the current operation of your office.

    When it comes to choosing the best working style for your company, most modern offices will operate with a degree of flexibility but the extent of this will be determined by the type of work you do. There are undeniable benefits associated with some of the more popular ways of working like hybrid, agile and flexible working but there are also some subtle differences which will determine how much office space you need.

  • Does hybrid working mean you need less office space?

    Not necessarily. Companies are investing in high-quality, experience-driven spaces rather than just downsizing. The focus is on:

    Collaboration spaces – More meeting rooms and communal work hubs
    Wellness & social areas – Lounges, quiet zones, and breakout spaces
    Smart office technology – AI-powered booking systems, workplace analytics, and hybrid meeting setups

    Trainline (55,000 sq ft in Holborn) and Withers and Rogers (8,300 sq ft in London Bridge) redesigned their London offices with hybrid working in mind, incorporating hot desks, quiet zones, and interactive workspaces to support a flexible workforce and refresh their ways of working.

  • Trainline-8-HighRes-aspect-ratio-1728-1728

  • Should you consider growth plans?

    When you are initially deciding on what the right amount of office for your business is, you should be planning for now but also for the future. Moving to a new office may bring new operational or strategic goals to your organisation and looking at things on a mid to long-term basis may help save money or prevent another move in the future.

    Depending on your plans for growth, it may be an option to take an office that is larger than you need with a view to ‘right-sizing’ in the future. This means that you can secure a property that you like and look to grow into it when you’re ready. You can also contract or expand as you need it which gives you far more control over your workplace.

    Taking extra space may seem like an easy way to overspend on your office but while you are not using the space, it doesn’t need to remain unoccupied. Companies that take on more space than they need can sublet their extra space and charge rent to another company that occupies the space on a short-term lease. This is a good way of covering the rental costs until you are ready to take the space back on.

  • The future of office space

    Companies are investing in office space to enhance employee experience and encourage in-office attendance. While five-day office weeks are unlikely, workplace culture remains crucial in balancing hybrid and office-based work.

    The initial rush to cut rental costs has shifted, with businesses now prioritising quality over downsizing. The demand for flexible office space is rising, as highlighted in the latest market report from Rubberdesk. Companies are seeking premium, adaptable workspaces, particularly in city centre locations, driving up costs as supply tightens.

    At the same time, office space per employee has decreased by 9% since pre-pandemic levels, reflecting a move toward more efficient space utilisation. Businesses are reducing their footprint by optimising layouts, incorporating hot-desking, shared seating, and hybrid collaboration zones. Instead of abandoning offices, companies are aligning total square footage with employee attendance, ensuring workspaces are designed for flexibility and productivity.

  • Portsoken-32-HighRes-aspect-ratio-1728-1728

    • Office space FAQs

    • Arrow Icon How do I determine how much office space my business needs?

      To determine your office space requirements, consider your employee count, workspace layout, and additional facilities like meeting rooms and collaboration areas. A common benchmark is 100-200 sq ft per employee, depending on sector and working style. Hybrid models may reduce desk needs but increase shared space requirements.

      Arrow Icon What is the recommended office space per employee in 2025?

      As of 2025, companies typically allocate 150 sq ft per employee, but this varies by industry. Coworking spaces often use 100-125 sq ft per person, while legal and finance firms require 200-500 sq ft for private offices and client spaces. Industry shifts toward hybrid work have influenced these figures.

      Arrow Icon Does hybrid working mean businesses need less office space?

      Hybrid working has led some businesses to optimise space more efficiently, but rather than downsizing significantly, many are reallocating space to collaboration areas and flexible work zones.

      Arrow Icon How much office space do you need for meeting rooms and shared areas?

      Office space isn’t just about desks. Meeting rooms, breakout areas, and communal spaces significantly impact total space needs. A 4-8 person meeting room requires around 150 sq ft, while larger boardrooms and reception areas may require 250-900 sq ft, depending on layout and usage.

  • Want updates on similar new content? We’ll send you an email a month with new insights when you join our mailing list.

    SIGN UP HERE

Related content