How to Calculate What Kind of Office Your Team Actually Needs?

Are you planning to rent an office and facing the dilemma of “how many m² per employee”? The chaos of health and safety regulations, market standards, and your own assumptions can feel overwhelming. Instead of relying on dry theory, in this article we will show you how to carry out practical calculations step by step.

This guide will help you accurately estimate the office space your team needs for comfortable and effective work, without overpaying for unused space.

💡 Learn more about office spaces available at IdeaPlace:

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Minimum health and safety standards: how many m² per employee and what exactly does “free floor space” mean?

Health and safety regulations define the absolute minimum amount of space you must provide for an employee. According to the regulation, each employee should have at least 13 m³ of room volume and at least 2 m² of free floor space.

It is important to understand that “free floor space” means space not occupied by technical devices, equipment, or other fixed furnishings. At the same time, remember that these standards are only a starting point, not the target standard for a comfortable office.

Why do regulations not answer the question of real office space needs?

Health and safety standards were created to ensure safety, not comfort or productivity. They do not account for the dynamics of modern work. The regulations say nothing about space needed for meetings, relaxation zones, corridors, or a kitchen. Basing calculations only on these values leads to creating a cramped and non-functional place that demotivates the team and makes everyday work harder.

How can you determine how many employees will actually use the office?

The basis for your calculations is not the total number of employees, but the maximum number of people present in the office at the same time. In the era of remote and hybrid work, the entire team is rarely present at once. Focusing on actual occupancy therefore helps you avoid renting too much space.

How should you account for hybrid work, rotations, and peak occupancy days?

To determine real demand, analyze team attendance over several weeks. Identify the days with the highest attendance — these are often days of joint project meetings or company-wide gatherings. It is this peak number of employees present that should become the basis for further calculations. Average occupancy can be misleading and lead to a situation where, on key days, there is not enough room in the office for everyone.

How can you calculate how many m² are needed for one workstation?

Before adding up the total space, you should know how much room one fully functional workstation takes. This is much more than the dimensions of the desk itself. Realistically, you should allocate from 5 to 7 m² for one comfortable workstation. This value includes all the elements necessary for convenient work.

Which workstation elements actually take up space and affect the total area?

The total area of one workstation is the sum of several components. Remember that an employee needs freedom of movement and easy access to their place. One workstation includes:

• a desk – usually 140×70 cm or 160×80 cm;
• a chair and maneuvering space – the area needed to move away from the desk freely, at least 1 m²;
• space for legs and personal belongings – room under the desk for a drawer unit, backpack, or bag;
• direct access – part of the circulation path, so the employee can stand up and leave the desk freely without disturbing others.

How can you determine how much space is needed for a kitchen and social facilities?

The kitchen and social area are the heart of the office, not an unnecessary extra. This is where the team integrates and regenerates. You should allocate around 1.5 m² for every person present in the office on the peak occupancy day. For a team with a maximum presence of 10 people, a functional kitchen with seating should therefore have around 15 m².

How can you calculate the number and size of meeting rooms your team needs?

The number and size of meeting rooms depend on your team’s work style. Think about how often meetings take place and in what group sizes. A large conference room is not always necessary. Often, a combination of different spaces is much more practical:

• phone booths for 1–2 people – ideal for phone calls and video conferences;
• small meeting rooms for 3–4 people – for quick project discussions and focused work;
• a larger room for 6–10 people – for client meetings or team workshops.

An analysis of your team’s calendars can help estimate which type of room is needed most often.

How can you convert workstation area into the total working space needed by the team?

The sum of individual workstation areas, meeting rooms, and kitchen space is still not the final office area. You also need to add space that enables free movement around the office. It is a mistake to assume that desks can be placed right next to one another without any additional room.

How can you add circulation space and avoid underestimating the area?

Circulation space, meaning corridors and passages between desks, is one of the most commonly overlooked elements in office calculations. Without it, the office becomes cramped and non-functional. 

A safe way to include it is to use a circulation coefficient. Add up the area of workstations, meeting rooms, and social facilities, and then multiply the result by a value from 1.3 to even 1.6, depending on the desired comfort level and the layout of the space. This will give you a realistic picture of the total area.

When does a flexible office let you avoid calculating the square footage yourself?

The calculations above show how easy it is to make a mistake and rent an office that turns out to be too small or too large. A flexible serviced office helps you avoid this risk. When you choose this solution, you do not need to calculate the space for a kitchen, reception, meeting rooms, or corridors yourself. These elements are already included in the service and available to all users. You only pay for the space you actually use — a private office or a specific number of desks.

How do IdeaPlace office solutions respond to real team needs?

At IdeaPlace, we understand very well that every team works differently. The number of days spent in the office, meeting intensity, the need for quiet or dynamic collaboration — these factors are constantly changing. That is why one rigid office is rarely able to meet all challenges. Today’s market requires flexibility, and this is exactly what we provide.

Our solutions, such as offices for rent and ready-to-use micro-offices, are a direct response to these needs. We provide professional space for calm everyday work, while also giving you access to fully equipped meeting rooms and social facilities whenever you need them. Instead of committing to a long-term agreement for square footage calculated “rigidly,” you can dynamically adjust the space to your team’s current size and work model. 

If you want to avoid complicated calculations and gain an office that truly supports your business, contact us. We will be happy to talk about your team’s needs and help you choose a solution that allows you to focus on what matters most — growing your company.