Office space per employee: calculation, standards & optimisation options

In today's working world, the topic of office space per employee plays a central role. The design and dimensioning of office space not only influences efficiency, but also the well-being of employees and thus the overall working atmosphere. Particularly in times of increasing hybrid and flexible working models, the question arises as to how much space an employee actually needs to be able to work productively and satisfactorily. These and other questions will be clarified below!

Legal and ergonomic workplace standards

Adequate room sizes are not only desirable, but also required by law! In many countries, there are minimum requirements for office space per employee, which are defined in occupational safety and health. These requirements are intended to ensure that there is sufficient space for ergonomic work.

In Germany, for example, the Workplace Ordinance (ArbStättV) recommends a minimum area of about 8 to 10 square metres per workplace. This space should ensure that each employee can move freely and that the required work materials are easily accessible. In addition, occupational safety organisations such as the German Federal Institute for Occupational Safety and Health (BAuA) define certain requirements for ventilation, lighting and workplace design.

Calculating office space per employee

But how is the optimal office space per employee actually calculated? You start with a thorough analysis of the company's work needs and specific requirements. A common approach is to take into account not only the direct work area per employee but also the area for communal areas such as meeting rooms, break areas and reception areas. As already mentioned, a simple guideline is 8 to 10 square metres per workplace, plus 30 to 50 per cent of the total area for communal areas.

For a more precise calculation, the following formula can be used:

total area = (work area per employee + share of communal area) × number of employees

In addition to calculating the area, future growth planning also plays a role. It therefore makes sense to plan for a buffer area in order to be able to react flexibly to possible increases in personnel. It is also helpful to use workplace management software that provides precise data on current space utilisation and supports analysis to optimally adapt the space to actual needs.

Different office types and their space requirements

The type of office concept also influences the space requirement per employee, as there are different office types that vary greatly in their space utilisation and design:

• Open-plan offices: These are particularly popular in modern companies because they promote communication and collaboration. However, an open-plan office requires well-thought-out planning to minimise noise pollution and distractions. As a rule, an area of 10 to 12 square metres per employee is considered sufficient.
  
• Individual and team offices: These rooms allow for greater privacy. Individual offices usually require a larger area per employee, approximately 12-15 m², to accommodate work materials and furniture. In team offices, where 2 to 6 people usually work, roughly 10 to 12 square metres per person is estimated.
  
• Hybrid and flexible working models: Modern companies are increasingly relying on hybrid concepts that include flexible workspaces and shared desks. The space requirement per employee is lower here because these concepts are designed for flexible use of workplaces. Six to eight square metres per employee should be sufficient if they do not work on site every day.
  

The choice of office concept should therefore always take into account the specific work requirements and the desired balance between flexibility, collaboration and individual concentration.

3 tips for optimising office space

Efficient use of existing office space is crucial to optimising costs and meeting employee needs. Here are three valuable tips for making the most of the available space:

1. Flexible room design: By using modular furniture and adjustable partition walls, office space can be flexibly adapted to the respective work requirements. This makes it easy to redesign individual areas, depending on whether more space is needed for teamwork or for retreat options for concentrated work.
   
2. Desk sharing: With a desk sharing concept, employees do not have a fixed workplace. Instead, they choose a free desk each day, which significantly reduces the amount of office space needed per employee. This avoids unnecessary vacancies, especially in companies with flexible working models, such as remote or hybrid working.
   
3. Use of communal areas: The available space can be used more efficiently by combining meeting rooms with lounge or break areas. Areas that serve as meeting rooms during the day can be repurposed during break times or for informal meetings.
   

In summary, these measures enable a flexible and cost-efficient office space design that simultaneously promotes employee comfort and productivity.

Influence of office space on employee productivity and satisfaction

Studies show that the size and design of the office has a direct influence on employee productivity and satisfaction. A spacious workplace can thus enhance the feeling of privacy and freedom, leading to higher motivation and less stress. Employees who feel comfortable at their workplace are often more focused and less susceptible to distractions.

Furthermore, psychological aspects play an important role here. Claustrophobic or overcrowded workplaces can cause anxiety and stress, which can subsequently have a negative impact on work performance. Conversely, an open, well-designed space with sufficient freedom of movement can promote well-being. Physical aspects such as ergonomic requirements and the possibility of changing one's working posture also contribute to employee health and satisfaction.

The right office space as the basis for satisfied and productive employees

A well-thought-out design of the office space per employee is a decisive factor for efficiency and well-being in the company. From compliance with legal standards to the choice of the right office concept and flexible usage options, every measure helps to improve the working environment and increase productivity. This is because optimal office space not only promotes employee satisfaction, but also enables companies to plan in a cost-efficient and future-oriented way. Investing in the right interior design is therefore an important step in supporting both employee loyalty and performance in the long term.