One of the most common questions business owners ask when searching for new office space is surprisingly simple:
How much office space do we actually need?
For traditional offices, the answer was fairly straightforward. If you employed 10 people, you typically needed 10 desks.
Hybrid working has changed everything.
Today, many businesses have employees working remotely for part of the week, attending client meetings off-site, or splitting their time between home and the office. As a result, companies often discover they can accommodate the same team in significantly less space than they originally expected.
The challenge is finding the right balance.
Too little space creates overcrowding and frustration. Too much space increases costs unnecessarily.
This guide explains how modern businesses calculate office requirements, how desk-sharing ratios work, and what size office a hybrid team is likely to need.
Why the Traditional Office Calculation No Longer Works
Historically, office space planning followed a simple formula:
- One employee = one desk
- One desk = one permanent workspace
For many organisations, this meant paying for space that sat empty much of the time. Hybrid working has exposed how inefficient this model can be.
A typical employee may now spend:
- Two days working remotely
- Two days in the office
- One day visiting clients or attending meetings
In practice, businesses rarely have every employee present at the same time.
This has led many companies to adopt desk-sharing or hot-desking arrangements that better reflect how people actually work.
What Is a Desk-Sharing Ratio?
A desk-sharing ratio measures how many desks are required compared to the total number of employees. For example:
- 1:1 ratio = 10 employees require 10 desks
- 1:0.8 ratio = 10 employees require 8 desks
- 1:0.6 ratio = 10 employees require 6 desks
Most hybrid businesses now operate at 0.6-0.8 desks per employee, depending on attendance patterns. The right ratio depends on:
- How many office days employees work
- Team collaboration requirements
- Client visits
- Meeting room availability
- Future growth plans
Office Space Calculator for Hybrid Teams
The table below provides a practical starting point for small businesses operating hybrid working arrangements.
| Team Size | Typical Hybrid Attendance | Recommended Desk Ratio | Desks Required |
|---|---|---|---|
| 5 Employees | 3 days in office | 0.8 | 4 desks |
| 10 Employees | 2-3 days in office | 0.7 | 7 desks |
| 15 Employees | 2-3 days in office | 0.7 | 10-11 desks |
| 20 Employees | 2-3 days in office | 0.6-0.7 | 12-14 desks |
These figures assume employees coordinate office days and do not all attend simultaneously. Businesses with fixed office attendance schedules may require a higher desk allocation.
How Much Office Space Per Person in the UK?
A common question is: “How much office space per person should I allow?”
While requirements vary, many UK office designers recommend between 80 and 120 square feet per workstation when accounting for:
- Desk space
- Walkways
- Storage
- Shared facilities
- Breakout areas
However, hybrid businesses often calculate space based on active desk usage rather than total headcount. For example:
| Team Size | Traditional Office Requirement | Hybrid Office Requirement |
|---|---|---|
| 10 people | 10 desks | 7 desks |
| 15 people | 15 desks | 10-11 desks |
| 20 people | 20 desks | 12-14 desks |
This can reduce occupancy costs while still providing employees with a comfortable working environment.
The Hidden Mistake Many Businesses Make
When downsizing office requirements, some companies focus exclusively on desks. This can be a mistake.
Employees increasingly come into the office for activities they cannot easily do at home, such as:
- Team meetings
- Workshops
- Brainstorming sessions
- Client presentations
- Social interaction
As a result, modern offices often require fewer desks but more collaborative space. Businesses that remove too many desks without providing meeting areas or breakout space can find that attendance actually decreases.
The goal isn’t simply to reduce square footage. It’s to create a workspace people genuinely want to use.
A Practical Office Sizing Guide
For many growing businesses, the following approach works well:
Team of 5
A smaller office with approximately four workstations and access to shared meeting facilities is often sufficient. Ideal for:
- Start-ups
- Professional services
- Small creative teams
Team of 10
Seven dedicated workstations, combined with flexible meeting space, typically support a hybrid attendance pattern. Ideal for:
- Marketing agencies
- Consultancies
- Technology businesses
Team of 15
Around ten or eleven desks allow for collaborative working while accommodating staggered attendance schedules. Ideal for:
- Growing SMEs
- Design teams
- Multi-disciplinary businesses
Team of 20
Twelve to fourteen desks often provide enough capacity for most hybrid organisations while maintaining flexibility for future growth. Ideal for:
- Established businesses
- Regional headquarters
- Expanding teams
Hybrid Team Workspace Requirements at Tannery Studios
One advantage of flexible office environments is the ability to choose space based on actual working patterns rather than outdated assumptions. Businesses increasingly seek offices that provide:
- Flexible layouts
- Meeting rooms
- Breakout areas
- Reliable fibre connectivity
- Free parking
- Space to grow
At Tannery Studios, companies can select office suites that align with current occupancy requirements while retaining the flexibility to expand as teams evolve. This helps businesses avoid paying for unnecessary space while still providing employees with an attractive, productive workplace.
The Future of Office Space Planning
The question is no longer “How many employees do we have?” The better question is “How many employees are realistically in the office at the same time?”
For most hybrid businesses, the answer is significantly lower than total headcount. Understanding attendance patterns, desk-sharing ratios and collaborative space requirements allows companies to make smarter decisions about office space and reduce unnecessary occupancy costs.
Quick Reference: Hybrid Office Space Calculator
This is the table many businesses use as a starting point:
| Total Employees | Recommended Desks | Typical Hybrid Ratio |
|---|---|---|
| 5 | 4 | 0.8 |
| 10 | 7 | 0.7 |
| 15 | 10-11 | 0.7 |
| 20 | 12-14 | 0.6-0.7 |
Every business is different, but for most small and medium-sized companies, these ratios provide a practical framework for determining how much office space is actually needed in a hybrid working world.
If you’re considering new office space in Surrey, understanding your true occupancy requirements before viewing properties can help ensure you find a workspace that supports both your team and your budget.