Setting up a new office space is a big moment for any business. Whether you’re scaling your team, pivoting to hybrid, or opening your first dedicated HQ, getting it right from the start matters. A thoughtfully designed office supports productivity, fosters collaboration, and reflects your brand identity. But beyond desks and Wi-Fi, what do you actually need to set up an office that works?
Let’s break it down step by step.
What is required to set up an office?
At its core, an office setup should serve the needs of your people and your operations. That means the essentials aren’t just physical — they’re functional. Here’s what to consider:
1. Location and layout
Choosing the right location is about balancing convenience, accessibility, and cost. Your team’s commute, client access, and nearby amenities should all play a part in your decision. Once you’ve got the postcode sorted, the layout is next. Open-plan, private offices, collaborative zones — how your space is organised can shape the way your team works.
Read more: Planning an Office Move in London
2. Furniture and equipment
Ergonomic furniture isn’t just a nice-to-have — it’s essential for comfort, wellbeing and long-term productivity. Think:
- Adjustable chairs and desks
- Meeting tables
- Monitor stands and docking stations
- Breakout seating
Need help kitting out your space on a budget? Check out Cheap Ways to Kit Out Your Office
3. Technology infrastructure
No matter your industry, your office needs to be tech-ready. Key requirements include:
- High-speed internet
- Office-wide Wi-Fi access points
- AV systems for meetings and hybrid collaboration
- Printers and scanners (if needed)
- Secure server or cloud storage setup
If you're moving to a new workspace, this guide on How to Implement Workspace Strategies can help clarify your requirements.
Why a well-designed office space is essential for your business
An effective office layout does more than house people — it shapes how they work. Design impacts everything from communication to focus to morale. Done well, it can:
- Support hybrid collaboration
- Reduce noise and distractions
- Encourage cross-team interaction
- Boost employee satisfaction and retention
Curious how other businesses are rethinking their spaces? Have a look at Rethinking Office Design for a More Flexible Future.
Key elements of a productive workspace
A productive workspace doesn’t just happen by accident — it’s shaped by the choices you make about your environment. From the layout to the little details, everything plays a part in how focused, energised, and collaborative your team feels.
Ergonomic furniture
Comfort affects output. Not only does it facilitate comfortable working conditions, but it also promotes better posture, reducing the risk of issues like back pain and carpal tunnel syndrome, which are common in office settings. If you’re not sure where to begin, this article on DSE Assessments for Modern Businesses is a useful starting point.
Lighting
The importance of effective lighting in an office space cannot be overstated. Artificial and natural light play critical roles in fostering a productive and happy work environment. Natural light is renowned for its ability to boost mood, enhance alertness, and improve overall well-being. In the UK, where the winters are dark and long, harnessing as much natural light as possible is essential.
When the natural light has disappeared, artificial lighting steps in. Properly designed artificial lighting systems can compensate for the lack of natural light especially in the winter months, helping to maintain high levels of productivity and focus. Moreover, well-balanced lighting reduces the strain on the eyes, preventing fatigue and increasing comfort, which are key factors in maintaining a consistent level of performance throughout the workday.
Colours
Colour psychology influences mood and concentration. Bright colours such as yellow and orange can invigorate and stimulate, promoting active engagement and lively discussions. Cooler tones like blue and green, on the other hand, create a calming ambience that can help reduce stress and encourage focused thinking. Hence, carefully selecting the colours for your workspace is a vital yet often overlooked aspect of creating a productive office environment.
Technology
Modern AV systems are non-negotiable. With clear audio-visual systems, employees can easily hold virtual meetings with remote colleagues and clients, enhancing collaboration and ensuring seamless communication.
Space for calls and meetings
In an era of open-plan offices and remote work, creating designated spaces for calls and meetings is crucial. Phone booths, meeting rooms, and casual catch-up areas each serve a unique purpose and facilitate a range of interactions in the workplace.
Phone booths provide a private, quiet space for sensitive calls or focused work, reducing noise disruptions for the rest of the team. There is an ever-growing list of phone booth providers. We recommend choosing one however that can be easily disassembled and taken with you to your next office space.
Meeting rooms, whether formal or informal, offer spaces where groups can collaborate, brainstorm, and make decisions together. If your business is meeting heavy it may be worth finding an office space with a private dedicated meeting room. Be sure to weigh up the extra monthly cost associated with this against how much you would spend otherwise on hiring external meeting rooms. Many serviced office providers however also provide a generous amount of monthly meeting room credits which allow you to book the communal onsite meeting rooms at no extra cost.
Breakout spaces
Breakout areas within an office space play a crucial role in promoting creativity, collaboration, and relaxation among team members. These casual spaces provide a welcome change of environment from the regular workstations, enabling employees to step away from their desks and engage in informal discussions. Breakout areas can stir creativity, foster stronger team relationships, and provide a perfect setting for impromptu brainstorming sessions.
Read more: Breakout Spaces in Offices
Kitchen facilities
An office kitchen also contributes towards employee satisfaction, productivity and well-being. Making sure the office kitchen is well stocked with tea, coffee, and snacks is an office essential not to be overlooked.
The kitchen acts as a communal hub, encouraging employees to take essential breaks, socialise, and recharge, thereby boosting energy levels and productivity. Moreover, a diverse selection of drinks and snacks catering to various dietary requirements demonstrates consideration for employee wellness and inclusivity. Providing alternatives such as dairy-free milk options, gluten-free, vegan, and healthy snacks ensures that every team member's preferences and dietary needs are respected and met. This can significantly enhance employee satisfaction and morale, indirectly contributing to a more constructive and productive work environment.
Plants
Incorporating biophilic design elements, such as indoor plants, into your office environment is not just about aesthetics; it's about creating a healthier, more productive workspace. Plants have been proven to reduce stress levels and increase productivity by purifying the air and creating a more relaxed atmosphere. If you're considering biophilic design, this guide on Sustainable Offices in London highlights offices doing it well.
What are the requirements for a registered office in the UK?
If you’re setting up a limited company, you’ll need a registered office address. This is the official location where government communications (like HMRC letters) are sent. Requirements include:
- The address must be in the same UK country as your business is registered (e.g., England or Scotland).
- It must be a physical address (not just a PO Box).
- You can use a serviced office, coworking space, or your accountant’s address — as long as you have permission.
Want to keep your home address private? Read our explainer: What is a Virtual Office?
Final steps to creating a productive office space
Once the foundations of your office are in place, it’s time to focus on the finishing touches that bring it all together. These final steps can make the difference between a space that simply works and one that truly supports your team to thrive.
Consult a workspace designer
Consulting an expert such as a workspace designer can be incredibly beneficial when deciding what you need in your office space. They can provide valuable insights into the optimal use of space, ergonomic needs, lighting, colour psychology, and even the latest trends in office design. Furthermore, they can help you make strategic decisions that could enhance productivity, promote employee well-being, and reflect your company's brand and culture. Thus, while it may seem like an additional expense, engaging a workspace designer could prove to be a valuable investment for your business in the long run.
Curious how it works? This Interview with Heather Lehmann is packed with useful insights.
Gather employee feedback
Involving employees in your office design decision-making is crucial, as they are the ones who use the space daily and are aware of its functional strengths and weaknesses. Soliciting their feedback can provide insightful perspectives on what works well and what needs improvement. This could be something as simple as changing the coffee supplier or adding an extra phone booth due to high demand.
Employee feedback can be collected through surveys or suggestion boxes. Regular team meetings can also be a platform where employees openly share their views and ideas. This not only results in a more functional and comfortable workspace but also boosts employee morale and productivity as they feel valued and heard.
Recommended suppliers and useful resources
Finding the right tools and trusted partners can make the process of setting up or upgrading your office space a whole lot smoother. Whether you’re sourcing furniture, tech, or support services, having reliable recommendations at your fingertips saves time and stress. In this section, you’ll find a curated list of suppliers and resources to help you get things done — efficiently and confidently.
Andrews Office Furniture
With over 50 years in the industry, Andrews Office Furniture is the go-to for anything from a single office chair all the way up to standalone meeting booths. For businesses looking to cut costs, they have a range of second-hand options which are very competitively priced. You can buy online or visit one of their showrooms in person. They also offer free delivery and installation.
MEAVO Phone Booths and Meeting Pods
MEAVO supply a range of phone booths and meeting pods, they’re trusted and used by many leading companies such as Monzo and Google. They offer free delivery in the mainland UK and you can also select from a wide range of colours at no extra cost.
Patch Plants
With a huge range of plants available to buy online, Patch is the perfect place to make sure your office is stocked with greenery. They can also offer a bespoke installation and maintenance service if needed.
Ready to set up your office?
Our team at Tally Workspace is always here to kickstart the search for your ideal office space tailored to your specific needs. Over the years, we've had the privilege of aiding hundreds of companies in locating their perfect workspace and determining their unique requirements. We believe in the power of a well-designed workspace in driving productivity, innovation, and employee satisfaction. We’ll leverage our experience and knowledge to help you find and create an environment where your business can thrive.
Searching for office space in London? Let us know your office requirements here to get started!
