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The office has undergone a rapid transformation, and the way we occupy our workplaces has evolved. These changes have been shaped by new ways of working, with hybrid working now a regular part of many people’s working lives.
Flexible working arrangements have been influential in these new working patterns, and now our workplaces need to respond to these new expectations. Many organisations have opted to reconfigure their office spaces and reassess their requirements in response to the widespread adoption of hybrid working, with 28% of working adults in the UK now engaged in hybrid arrangements. On top of this, 56% of organisations globally have adopted hybrid work models, reflecting a significant change in workplace strategy.
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Why isn’t traditional office design working anymore?
Traditional office designs, which allocated individual desks for each employee based on a standard 9-to-5, five-day work week, are becoming outdated. The shift towards flexible working arrangements has changed how we interact with office spaces, with employees now expecting more adaptability in their work environments.
Companies are now rethinking how they use their office space, not just to cut rental costs for underutilised areas but to create environments that better support flexible working. Instead of leasing large floorplates that sit half-empty, businesses are making smarter use of their space by reconfiguring layouts or downsizing.
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What is office space planning?
Office space planning is the process of designing a workplace layout that supports your people, maximises available space and enhances how work gets done. It starts with understanding how your teams use the environment, from moving through the space to collaborating, focusing and connecting.
As part of the process, businesses need to consider how technology is integrated, how furniture supports different workstyles and which activities the space needs to enable. By aligning these elements, the goal is to create a workspace that drives performance and delivers real value for businesses and their people.
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What are the benefits of office space planning?
Smart office planning helps your workspace do more than just function, it turns your office into a high-performing asset. Whether you’re rethinking your layout to support hybrid working, consolidating space to cut costs, or designing for future growth, a well-planned workspace creates long-term value.
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Here are some of the key benefits of office space planning:
1. Drives efficiency and cost savings
Office space planning helps reduce wasted space, which can lower rental and operational costs. By identifying underutilised zones and reallocating space more effectively, businesses can right-size their offices without compromising on performance.
2. Supports hybrid working
By creating a variety of settings for collaboration, focus and social interaction, you can make the office a purposeful destination that complements remote work. Deliveroo’s HQ was designed with flexible zones that support everything from heads-down work to team stand-ups — perfect for hybrid teams navigating different work modes.
3. Improves productivity
By creating a variety of settings for collaboration, focus and social interaction, you can make the office a purposeful destination that complements remote work. Deliveroo’s HQ was designed with flexible zones that support everything from heads-down work to team stand-ups — perfect for hybrid teams navigating different work modes.
4. Enhances communication between departments
When teams are physically siloed, communication suffers. Space planning helps break down these barriers by strategically positioning teams, creating natural interaction points, and encouraging cross-functional collaboration.
5. Accommodation of future growth
A scalable layout makes it easier to grow your team, reconfigure zones, or introduce new working styles without major disruption. Space planning helps futureproof your office for expansion, restructuring or new technologies. At Bedford Street Studios, we helped transform a former retail building into 95,000 sq ft of flexible workspace. The adaptable floorplates allow incoming tenants to scale their operations with ease while maintaining a strong design identity.
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3 steps to effective space planning
Every workspace should be designed to suit the specific needs of the user, which means that every office will look different and operate in its own way. However, when it comes to planning and designing an office space, there are certain steps and methodologies that should be deployed in every office. To ensure that your office is designed efficiently and maximises available space, you should analyse your current workspace, define your needs and then plan your new office space.
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1. Analyse how your office space is being used
Before starting any redesign, take a step back and assess how your existing office is being used. Whether you have surplus office space or too little, there will be different options available to you. Review your current workplace and look for opportunities to repurpose areas with the help of workplace data, so you can analyse your space based on evidence.
We recommend using a combination of workplace surveys, space utilisation data, and in-person observation to build a clear picture of what’s working and what’s not. This insight forms the foundation of your space strategy.
2. Define your workplace goals and requirements
Once you understand how your space is currently performing, it’s time to get clear on what you want your office to achieve. Do you need more areas for cross-departmental collaboration? Private spaces for high-concentration work? More space for future growth? ESG goals?
This is also the time to consider future needs. Will your team grow? Are you moving to a hybrid model? Do you need more agile, multi-use settings? Once you’ve defined your goals, you can start shaping your space around them. There may be an opportunity to reduce the size of your workplace if your needs can be accommodated in a smaller space.
3. Design a space that supports your people
The planning phase is about exploring how your new space will look and feel as well as how your workplace can support your business. If you haven’t engaged with a design and build company by this stage, it’s a good time to partner with a specialist so they can help you execute the ambitions for your office. They’ll have a much clearer idea of how the space can be tailored to suit your needs and what the best options are for your ways of working.
Example of an office space plan
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Getting the most out of your office space
The evolution of new working practices is forcing companies to reconsider their office space and search for ways to optimise their environments. While some companies are looking to entice staff back into the office with benefits and other incentives, the big question remains around how companies make the most of their space with reduced occupancy rates throughout the week.
For companies that have extra office space, there will be ways to reduce space to save money on rental costs and overheads. For companies that don’t have enough space, they might not be getting the most out of their staff, as the environment could be preventing them from being effective at work.
By analysing your workspace, you can gather usage and experience data based on how your people use the office. This gives you the evidence required to make design decisions which will ensure that you’re getting the most out of your space. You should be regularly checking in on the performance of your office and efficiency within your space.
Speak to a workplace consultant or office design expert to begin your discovery session and look for opportunities to ensure that you’re making the most of your office space.
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FAQs
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What is office space planning?
Office space planning is the optimisation of a workplace based on maximising available space to meet user needs. It combines workplace strategy, spatial design and functionality to create a space that truly supports your business.
How do I know if I need to replan my office?
If parts of your office are regularly empty, your teams struggle to collaborate, or you’re hearing that the space just doesn’t support the way people work, it’s probably time to reassess. A workplace survey or space audit is a great way to understand how your office is performing and where improvements can be made.
How much office space do I need per employee?
There’s no one-size-fits-all answer, as it depends on your layout, technology, and how your people work. A remote-heavy team may need fewer desks, while a collaborative team might benefit from more shared space. The key is to plan around actual usage. A workplace consultant can help you gather and interpret data to make sure your space is comfortable, efficient and scalable.
Can I reduce my office size without affecting performance?
Yes, and in many cases, it can actually improve how your team’s work. If your current space is underused, a thoughtful redesign can help you downsize without sacrificing productivity or experience. The key is flexibility: creating a variety of work settings that support different tasks, from quiet focus areas to collaborative zones. With the right strategy, a smaller office can deliver even greater value.
What are the benefits of office space planning?
Office space planning maximises efficiency by aligning your workspace with how your team’s work. It boosts productivity, supports collaboration and wellbeing, reduces wasted space and costs, and helps your office adapt to business goals like scaling or hybrid working.
Do I need a consultant to help with office space planning?
You can absolutely start internally, but bringing in a consultant can take your planning further. With the right tools and experience, they will be able to help you avoid common pitfalls, uncover hidden opportunities and create a space that works harder for your business.
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Contact us
Speak to a workplace advisor today
020 7553 9500
info@oktra.co.uk
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