Workplace experience

How to Do Office Space Planning for the Hybrid Workplace

With the ever-growing popularity of remote work, it's important to create an office space plan that caters to both in-office and remote employees. Here's how!
Reem Abouemera
Copy Writer / Content writer

The essence of a future-ready workplace is the ability to be agile and adapt to the changing needs of the workforce. That agility doesn't just limit itself to the work that gets done but also extends to the physical space in which it gets done. That means agile workspace design is equally important as the policies surrounding how your team works.

With that comes the role of office space planning–the process of designing and configuring an office space to best suit the needs of the people who will be using it. In the context of a hybrid workplace (a mix of remote and in-office work), that means creating a space that's conducive to both types of work to enable productivity, collaboration, and creativity, no matter where employees are working from.

If you're pursuing an office space planning project for your hybrid workplace, here's what you need to keep in mind.

5 Tips for Optimal Office Space Planning

From assessing your current space to understanding the different types of work your employees do, here are a few tips to help you get started on your office space planning journey.

1. Analyze and Assess Your Current Space Based on Data 

For starters, you need to take a step back and analyze how your current space is being used. This will give you valuable insights that can help inform your decisions as you move forward with your office space planning project.

There are a few ways to go about this. One is to conduct surveys or interviews with employees to get their feedback on the current space. Or, you could seek the expertise of a workplace consultant who can conduct an in-depth analysis of your space and how it's being used.

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Another option is to use occupancy sensors or other workspace occupancy tools, like Tribeloo, that give you insights into how the space is being utilized. This data can help you understand which areas are being used the most (or the least), what types of activities are taking place in each area, and more.

For instance, if you find that meeting rooms are always full but very few people are working in the open office area, that could indicate that employees are using the meeting rooms for informal discussions. In that case, you might consider adding more informal settings or booths in the office for ad-hoc or impromptu discussions.

2. Ask for Employee Input

The next thing you need to do is gather input from employees on what they need and want from their workspace. After all, they're the ones who are going to be using the space on a daily basis, so it's essential to get their insights and perspectives.

Their input can be valuable in many ways, from helping you understand which areas need to be improved to what type of furniture or equipment would make their work easier, depending on their role. For instance, if you have employees who are frequently on calls, they might appreciate having dedicated spaces where they can take calls without being disturbed.

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While you're at it, also make sure to touch on the sensory experience of the space. For example, ask employees about the office's lighting, temperature, and noise levels. All of these factors can impact employee productivity and well-being, so it's important to take them into account when planning your agile workspace.

3. Identify and Document Your Needs

As you gather different input types from employees and other data sources, start to document your findings to avoid getting overwhelmed. This will also help you identify any patterns or trends that emerge from the data. Questions you should ask yourself during this process include:

  • What do we want to achieve with this space? (e.g., provide an agile workplace environment)
  • Which departments will work closely together? (to determine adjacencies)
  • Do certain job roles require designated workstations? (e.g., customer service representatives who need to be near a phone)
  • How many people do we expect in the office on a daily basis? (to understand demand)
  • What is our growth trajectory? (to anticipate future needs)

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The answers will give you a better understanding of what type of space you need and how to best utilize it. Ideally, the desired outcome is a well-designed, functional space that meets the needs of your employees and helps them be more productive. To achieve that, the design will usually consist of a mix of:

  • Open office floor: For collaboration and flexibility
  • Hot desking: For variety and choice
  • Activity-based workplaces: For focus and concentration
  • Dedicated desks: For stability and personalization
  • Desk neighborhoods: For team cohesion
  • Quiet spaces: For breaks and refuge
  • Phone booths: For privacy and uninterrupted calls
  • Breakout rooms: For informal meetings
  • Focus rooms: For concentrated work
  • Meeting rooms: For scheduled gatherings

By providing a variety of different spaces, you can accommodate the many activities that take place in an office daily. And by allowing employees to choose where they work, you can create a more agile workplace that supports their individual needs and preferences.

4. Use the Right Tools

The best office space plans are well-informed and carefully thought out. To get to that point, you need the right tools to help you gather data, generate insights, and identify potential solutions. Not just that, but they even help with the implementation process by making it easier to communicate your plans and track progress.

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Some of the most essential tools for office space planning include:

  • Meeting room scheduling software: To manage meeting room bookings and optimize utilization
  • Visitor management system: To streamline the visitor check-in process and keep track of who's coming and going into the office
  • Desk booking software: To optimize desk utilization and improve workplace flexibility by giving employees the ability to book desks in advance (Tribeloo was created with this purpose in mind!)
  • Space planning tools: To visualize different design options and plan for future growth (most of these allow you to virtually draw your space)

With these tools in your arsenal, you'll be well-equipped to tackle the office space planning process head-on. Not to mention, they'll make it a whole lot easier to manage your hybrid workplace going forward.

5. Implement, Monitor, and Iterate

Office space planning is an ongoing process that should be revisited regularly. As your company grows and evolves, so will your needs. That's why it's important to have a flexible plan in place that can be easily adapted as required.

Once you've finalized your design, the next step is to implement it. This usually involves some construction and furniture rearranging, so it's important to communicate the changes to your employees in advance. You should also provide them with a map of the new layout so they know where everything is and can find their way around easily.

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Ideally, you could consider bringing an office design and build company onboard to help with the heavy lifting. Not only will they be able to handle all the construction and furniture arrangements, but they can also advise you on how best to utilize your space.

Once the new space is up and running, it's time to monitor it closely. See how employees use the different areas and get feedback on what's working well and what could be improved. You can also use space utilization data to generate insights and identify any areas that are under- or overutilized.

From there, it's a matter of continuously iterating and making improvements where necessary (A/B testing). By constantly monitoring your space and employee feedback, you can ensure that your office is always optimized for maximum productivity.

In Conclusion

With the right planning and execution, office space planning can be a breeze—even for hybrid workplaces. From there, the results speak for themselves: a more productive workforce, better utilization of space, and happier employees. So what are you waiting for? Get started on your office space planning journey today!

And don't forget to seek Tribeloo when you're ready to implement a desk booking solution—we can help you take your space planning to the next level!


Reem Abouemera

As a content writer who has tried it all when it comes to working models– from the traditional 9-5 in an office to fully working remotely and everything in between. Reem now puts her experience with the various working style into words at Tribeloo, ultimately helping others make more informed decisions about their own work lives.

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