Your complete office space planning checklist

Planning an office space is more than picking out new furniture or arranging desks. A well-thought-out office layout can boost collaboration, support employee productivity, and encourage folks to work onsite.

So, where do you start? In the checklist below, we’ll include everything you should consider when planning your office space—from understanding business needs to implementing the right technology to optimize the workplace for your employees and your business. Then, we’ll break down each list item so you can confidently navigate each part of the process. 

Office space planning checklist 

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A step-by-step breakdown of the office space planning process

Now, let’s dive deeper into each step, starting with getting clear on your space requirements.

1. Understand the purpose of your workplace

Before you start designing, get on the same page with company executives about the purpose of the space. What are the primary goals and functions it needs to serve? For example, some locations function as a space for specific departments to work together on projects, while others are for more project-based teams. Understanding these business rhythms should influence workplace design.  

Also, collect employee feedback on your current layout to pinpoint common issues or inefficiencies. You can do this by creating a short survey or holding short feedback sessions. Understanding this alongside the business objectives will help you create a space that’s both functional and welcoming.

2. Calculate how much space you’ll need 

Whether you’re opening a new location or moving into a large space, it’s important to know how much square footage you’ll need per employee. Before the rise of hybrid work, the average was about 138 square feet per person—so for a team of 100, you'd want around 13,800 square feet.

With a hybrid work setup, figuring out your space needs can be trickier. You should think about how cozy or open you want your office. If 138 square feet feels cramped, you might prefer a spacious 250 square feet per employee. Also, consider your attendance policy and data. For instance, if only 70% of employees are in the office on your busiest days, that’ll impact how much space you’ll need.

3. Assemble your space planning tiger team 

Assemble a diverse team to tackle your space planning. Include folks from IT, security, finance, and facilities to cover all the technical and safety aspects. It can also be helpful to bring in several employees to provide input on layout preferences, represent different departments, and ensure the space meets everyone’s needs. 

Because space allocation impacts everyone onsite directly, it can be a sensitive topic. That’s why it’s important to maintain open communication throughout the planning process. Align on project goals and create a detailed timeline with clear responsibilities. Plan regular check-ins to keep everything on track and address any issues as they arise.

4. Set a budget

Next, get your budget sorted by including costs for furniture, onsite amenities (such as snacks, coffee machines, and drink dispensers), equipment, and technology. Be sure to factor in the costs of any workplace tools you plan to implement, such as space-booking software or wayfinding technology. Don’t forget to set aside a portion for unforeseen expenses. Having a well-defined budget will help you manage costs effectively and avoid surprises down the road.

5. Design your space layout

Now that you have your team’s input and a solid understanding of your needs, it’s time to get into the details of the layout. For smaller spaces, you may plan to tackle this with the help of your internal team. However, for larger or more complex spaces, it might be helpful to bring in external vendors or consultants who specialize in space planning to ensure everything runs smoothly.

• Use workplace data to inform the design. Analyze current occupancy and space utilization data to identify underused and overcrowded areas. Additionally, look at data on peak usage times to help plan flexible or shared spaces that can adapt to varying needs. For example, if certain meeting rooms are often overcrowded during specific times, consider adding more meeting spaces or implementing conference room scheduling software to better manage these peak periods.
• Define the different space types you’ll need. Consider individual workstations, meeting rooms, and informal social areas. Be sure to include enough types of spaces to accommodate various work styles and ensure folks have enough variety to be productive onsite. You can make tweaks down the road based on employee feedback, so don’t worry about getting this perfect at first.
• Plan for future growth and flexibility. Leverage attendance and utilization data to assess potential business growth and expansion needs. This will ensure your space can adapt over time and help you incorporate flexible design solutions—such as modular furniture and movable partitions—that allow for easy reconfiguration as your employees’ needs evolve.
• Design your space. This is where the fun begins! Start by mapping out all mandatory spaces like meeting rooms, desks, and informal meeting areas. Focus on arranging these spaces to optimize workflows, integrate technology, and enhance comfort. For example, if your employee survey shows that teams need more space for collaboration, you might group departments that work closely together or create dedicated areas specifically for team projects. Saving different versions of your layout helps with scenario planning, allowing you to compare different configurations. Expect several iterations, and involve your tiger team to ensure everyone’s input is considered.

6. Communicate changes with employees

Develop or update your workplace policy and share it with employees through various channels. It’s also a good idea to walk them through important changes in a meeting to ensure everyone is on the same page. Invest in employee-friendly workplace tools to complement your new workspace setup. Consider implementing tools like employee scheduling systems, wayfinding technology, and workplace ticketing to make daily tasks easier. 

You should also make sure employees are trained on these tools to get the most out of them and help everyone adjust to the new environment. Schedule hands-on training sessions and provide clear, easy-to-follow documentation that employees can refer to if they have questions later.

7. Evaluate and adjust as needed

Once you’ve rolled out the new office layout, review your workplace data weekly to gain insights into how the space is utilized. This will help you identify any issues so you can make adjustments to improve the space further. It can also be helpful to schedule time each week to review your workplace data so you can spot occupancy and utilization trends to fine-tune the environment. Finally, gather employee feedback on the space at least once a year to ensure it continues to meet everyone’s needs.

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Getting your office space right means understanding what folks need, creating a plan, designing a data-driven layout, and making regular improvements. Follow these steps and you’ll create a workplace that drives productivity, collaboration, and employee presence. For more help optimizing your space, check out our space management template.