Office planning: How to plan your office so work really works
An office can be set up quickly. An office where people enjoy working and can work healthily only comes about through planning. If you buy furniture first and only then realise that the mobile pedestal blocks the door, the light reflects on the monitor and there is no space left for the third team member, you pay twice: in money and in stress.
This guide shows you how professional office planning works step by step: from needs analysis to floor plan, ergonomics and lighting through to acoustics, storage and cable management. You will also get specific dimensions, the key points of workplace regulations and an answer to the question of how to plan so that your office can grow with your team.
What can go wrong with office planning (and how to avoid it)
Anyone looking to plan an office usually has the same concerns. They are justified, but solvable:
- Poorly used space: Walkways that are too narrow, furniture against the wrong wall, unused corners.
- Poor lighting and cable clutter: Glare, shadows on the desk, trip hazards under the table.
- Back pain in the team: A chair or desk that cannot be adjusted will take its toll after weeks, not hours.
- Costly bad purchases: Furniture that does not fit the room or is no longer sufficient when the next new starter joins.
- Uncertainty about regulations: How much space should each workstation have, and what does the law require?
The solution is always the same: plan from the big picture to the details. First the space and requirements, then zones and walkways, and finally the individual workstations and furniture.
Step 1: Needs analysis and floor plan
Before choosing a single chair, gather the facts. Measure every room and mark windows, doors, radiators, sockets and data connections on the floor plan. Then clarify:
- How many workstations do you need today and in two to three years?
- Who mainly works with high concentration, who is often on the phone, who has customer contact?
- Which additional rooms or areas are needed: meeting room, break area, archive, printer?
How much space does a workstation need?
As a guideline, screen-based workstations should allow 8 to 10 m² in a single or shared office and 12 to 15 m² in an open-plan office, in each case including a proportionate share of circulation and ancillary space. In addition, workplace regulations (ASR A1.2) require a clear movement area of at least 1.5 m² at the workstation, which should be at least 1 m deep.
Zones instead of rows of furniture
A good office concept divides the space by activity, not by chance:
- Focus zone: quiet workstations, ideally away from walkways and the kitchenette.
- Communication zone: meeting table, stand-up meeting area, phone booth.
- Break and reception zone: this is where first impressions are formed for customers and applicants.
Walkways and escape routes
Plan main walkways with a minimum width of 1 m and keep escape routes and doors permanently clear. A practical tip: mark out the route from the entrance to the kitchenette and the printer. If it crosses a focused workstation, the zoning is not right yet.
Step 2: Ergonomics and lighting
Ergonomic office planning determines whether your team will still be working healthily in three years' time. The key factors:
The workstation in detail
- Desk: A surface area of 160 × 80 cm is recommended so there is enough room for a monitor, keyboard and documents.
- Monitor: distance of around 50 to 70 cm, with the top edge at or just below eye level.
- Sitting posture: feet flat on the floor, thighs horizontal, elbows at roughly a right angle to the desktop.
- Office chair: seat height, seat depth, backrest and armrests must be individually adjustable. You can find suitable models among our ergonomic office chairs and in the overview of all office chairs.
Sitting, standing, moving
The best seat is the one you leave regularly. A height-adjustable desk makes switching between sitting and standing a natural part of the working day. If several people use one workstation, for example with desk sharing, the benefits are doubled: everyone can adjust the height to suit themselves in seconds. You can find more options in our desks category.
Planning lighting properly
- For screen work, 500 lux at the workstation is standard according to ASR A3.4.
- Position monitors sideways to the window, never in front of it or directly opposite it, to avoid glare and reflections.
- Combine daylight with a glare-free task light and indirect room lighting.
Step 3: Acoustics, storage space and cable management
Noise hampers concentration
According to ASR A3.7, an assessment level of no more than 55 dB(A) applies to predominantly mental work. In open-plan offices, you can only achieve this with sound insulation: partitions, desk-mounted screens, acoustic panels and soft materials reduce reverberation and conversation noise. You can find suitable solutions under Acoustics & Room Dividers.
Organisation is a matter of planning
Clutter builds up where storage space is lacking or too far away. That is why you should plan it in from the start:
- Personal storage at the workstation: a mobile pedestal under the desk that can be moved out of the way when needed.
- Shared storage: Office cabinets and office shelving for files, supplies and archives, ideally placed against a wall outside the focus zone.
- Cable management: Cable ducts, cable trays under the desktop and power strips with a switch keep floors clear and prevent trip hazards.
Plan flexibly: When the team grows
Rigid room concepts become expensive as soon as the team changes. These planning principles keep you flexible:
- Modular instead of custom-made: Standardised desks and pedestals can be rearranged and expanded.
- Allow for spare capacity: Deliberately leave one or two spaces or an area free instead of filling every square metre.
- Same basic setup: Uniform chairs and desks make team moves and repeat orders straightforward.
- Check desk sharing: If lots of people work from home, a ratio of less than one workstation per employee is often enough. This saves space and furniture.
Planning is also worthwhile when it comes to budget: invest first in what is used for eight hours every day, namely the chair and desk. Accessories and storage can always be added later.
The basic package for a well-equipped office
- Workstation: height-adjustable desk plus ergonomic office chair
- Storage: mobile pedestal, office cabinets and office shelving
- Quiet: acoustic partitions and room dividers
- Overview: all office furniture at a glance
You can find more design ideas after the planning stage in our guide Setting Up an Office: Tips and Ideas for the Perfect Office.
Your next step
Measure your space, sketch out a rough floor plan and define the zones. Then choose the furniture, which is much easier with a clear plan. At hjh OFFICE, you will find everything from a single source: office chairs, desks, office furniture and accessories for complete office furnishing. If you have any questions about planning, our team will be happy to advise you personally.