Picking the right office size means finding a space that works for your team, helps everyone stay productive, and can grow with you.
Whether you’re a founder planning your first team hub, or an operations manager managing hybrid schedules and hotdesking chaos, this guide will help you get to the heart of your office space requirements.
How much space is needed per person in an office?
A simple rule of thumb is: 50 to 100 sq ft per person. This gives around 50 sq ft for the individual’s desk and working area, plus 50 sq ft to cover communal facilities like meeting rooms, kitchen space, and circulation areas.
But for a comfortable, well-functioning space, most companies aim higher. At Tally Workspace, we recommend 75-100 sq ft per person for most teams — especially if you're offering flexible working patterns where people are in on different days.
How much office space do you really need?
To answer this properly, you need to start with one question: Who’s coming in, and when? If your team works fully in-office, it’s straightforward: get space for the number of people on your payroll.
But if you’ve adopted hybrid working — and let’s face it, most of us have — it’s more nuanced. Here’s a rough approach that works well:
Fixed schedule? If people come in on specific days, count the max number of people expected in at the same time.
Flexible attendance? Consider sizing your office for 70% of your total headcount, with overflow managed by on-demand workspace booking.
Desks: One per person or shared?
Think through your setup:
Will every employee need a dedicated desk?
Will some teams hot desk on different days?
How will you manage desk bookings — first come, rota, or booking system?
Many of our clients use the Tally Workspace desk booking tool to manage both their internal desk allocations and to book additional space externally when needed. It saves time, removes stress, and means nobody has to play “desk chess” at 9am.
Meeting rooms: How many do you really need?
Collaboration is one of the main reasons people come into the office. So meeting rooms matter. But they also take up valuable square footage.
Here’s a quick rule of thumb:
1 meeting room per 12 employees is a good starting point.
Supplement with shared ad hoc spaces nearby, especially if you're in a flexible workspace.
If your team runs regular workshops, all-hands or training sessions, consider renting additional space just for those days instead of tying up square footage all month. Typical space allocations:
Small meeting room (2–4 people) = 100 sq ft
Large meeting room (6–8 people) = 150 sq ft
Board room (15–20 people) = 220 sq ft
Conference room (20–30 people) = 300 sq ft
Phone booths: Essential for privacy
For sales teams or client-facing roles, phone booths provide essential privacy. But they’re not always loved, and they take up space.
Our advice:
Start with 1–2 and increase as needed
Consider 2-person booths or “Zoom rooms” for flexibility
Look for flatpack models you can move to your next office
Costs range from £4,000 to £7,000, so use your budget wisely.
Communal areas matter
Don’t underestimate the value of spaces where people can eat lunch together, brainstorm, or decompress. These boost morale and culture — and they often double up as informal meeting spaces.
Common setups we see:
Kitchen areas with seating
Lounge zones for informal chats
Outdoor space like balconies or roof terraces
If you’re in a flexible lease, check whether you can top-up communal space on-demand using credits or hourly bookings.
Toilets: Regulations and realities
It’s not glamorous, but it’s vital. Check how many toilets are in your building and whether you need your own.
As a rough guide:
Up to 25 people: 2 toilets
25–50 people: 4 toilets
Decide if you want single-sex or unisex cubicles (unisex cubicles are more common and inclusive nowadays), and make sure they’re accessible.
Accessibility: Make space for everyone
To build a truly inclusive workspace, ensure your office is accessible to current and future team members:
Install ramps and wide doorways where needed
Fit accessible toilets
Lower light switches and handles
Design open layouts with clear walkways
Need help? Tally Workspace can introduce you to inclusive design specialists.
Make your office space your own
A well-designed office reflects your team’s values and encourages people to want to be there.
Think about:
Decorating with your brand colours
Creating breakout zones that reflect how your team works
Involving your employees in decisions about layout and design
You might be surprised how often teams say, “We’d love a podcast studio” or “We need a quiet media room.” And at Tally Workspace, we can make that happen.
Office space planning tips from Tally Workspace
Here are some quickfire tips to make sure your space is best suited for your team size, from our years of experience in the office space industry:
Talk to your team: Find out what they want from the office.
Start small, but stay flexible: Find a space that allows room to grow.
Top up as needed: Book extra desks or meeting rooms as you go.
Design thoughtfully: Invest in a layout that helps your team do their best work.
Don’t forget accessibility: Build a workspace that works for everyone.
Use booking tools: Manage internal and external desks without the admin headache.
A 20-person tech company came to us frustrated with spiralling meeting room costs. They had everyone booking spaces separately across the city.
We helped them secure a 15-person office one day a week for full-team collaboration, plus a smaller base just for the sales team. The rest of the time, individuals book desks and rooms using Tally Workspace.
No waste, no stress — just smart, flexible working.
Case study: Design and layout
One of our clients was wasting money on 30 desks in a shared office that was two thirds empty most days. They came to us looking for “more multi-purpose hub” than office. We found them a space that they repurposed to fit their specific needs — with a podcast studio, a phone booth and a large collaboration space. They have decorated it in their brand colours and their employees love to be there.
Ready to find the right-sized office?
Tally Workspace helps businesses across the UK find flexible, functional, and inspiring workspaces that actually work. Whether you want to trial a new setup, expand your footprint, or reduce your costs — we’re here to help.
