Office Space Planning: Our 7 Steps to Mastering It

February 14th, 2025

How we work is ever-evolving. Gone are the days of spending endless hours in our private cubicles, tied to our desks. With this in mind, employers are recognizing the need for flexibility in the workplace as we accommodate a variety of needs, preferences, and work styles.

Flexibility in workplace design is essential in providing a functional and productive space for staff. Rethinking your office space is about more than appearances. It’s about the people using the space and how they function.

Read on for our 7 steps to mastering office space planning:

What is Office Space Planning?

More than just creating a welcoming environment, office space planning maximizes productivity and efficiency in the workplace. It considers the needs of people using the space, including employees and clients. Office space planning promotes accessibility, flexibility, comfort, and safety.

Benefits of Office Space Planning

As the economy shifts, adaptability is key to managing your organization’s evolving needs. Effective office space planning allows you to build flexibility into your workspace, accommodating various work schedules and requirements. Some days, more employees may work remotely, while additional office space may be necessary on others.

To support these changing needs, your workspace must be designed for adaptability. A well-planned office benefits everyone by fostering productivity and efficiency.

Benefits include:

Optimized space
Reduced costs
Increased employee engagement
Improved collaboration and teamwork
Reinforced company culture
Boosts in productivity
Increased talent attraction and retention

7 Steps to Planning Your Office Space for Success

It doesn’t have to be complicated. Just follow these simple steps for optimal office space planning:

Understand How Your Space is Being Used

The first step is to examine your employees’ needs and how they use the space. Determine which areas are being used and by whom. It’s also essential to establish how many people are working in the office from day to day, versus those working remotely.

Ask questions and find out their preferences in terms of:

Available spaces
- Group settings
- Quiet spaces
- Team tables
How they use them
- Sitting at desks
- Standing to work
- Sitting on communal couches

Include Your Staff

Ask the people who use the space. They know what’s working and what isn’t. Ensure your design supports your organization’s requirements and considers your employees’ needs. Acknowledging these can boost productivity and worker morale.

Discuss the new design with your employees, creating a space for open and honest communication. If an open forum is challenging, create a questionnaire to gain honest feedback.

Don’t Forget the Company’s Culture and Values

Your office space should always mirror your organization’s values. These include diversity, sustainability, and local considerations. Reflect these values in your design and prioritize employee well-being.

Prioritize Flexibility

Flexibility is key in office space planning. Agility will allow you to adjust workspaces as your needs change. With demountable walls, you can quickly and easily transition without costly construction. These walls enable you to accommodate a growing or changing staff and rearrange spaces to support individual and collaborative work.

Safety and Accessibility

Understand the accessibility and health needs of your staff. Ensure you’ve created space for wheelchairs and other mobility devices, and account for occupational health and safety priorities. Consider adding rest spaces and focus on ergonomics.

At Alberta Office Furniture, we can help you find adjustable chairs, desks, and tables to accommodate a variety of ergonomics and mobility requirements.

Realize Your Space Needs Can Change

Over time, your space needs can change as you expand or adjust your company’s operations. With flexible designs and demountable walls, you can adjust without costly and disruptive construction. Remember your goals and keep them in mind when planning your office space.

Bring in the Professionals

Office space planning can be a big job with a lot to consider. Make it easy on yourself and hire a professional office space planner from Alberta Office Furniture. Our experts will take the time to understand your space needs and employees’ preferences. We’ll assist you from planning to completion to ensure you get a space that represents your company and your employee’s needs.

Alberta Office Furniture: Your Office Space Planning Experts

Whether you’re redesigning your existing space or starting fresh, the experts at Alberta Office Furniture are here to help. We know what goes into planning a functional, productive, and comfortable work environment that you and your staff can feel proud of.

Trust your office space planning to our team. From demountable walls to adjustable desks and chairs, we’ve got everything you need. As an added benefit, when you renew your office furniture with us, our design services are free! Alberta Office Furniture offers financing and receipts for tax deductions. Quick shipping is also available.