Office rentals: Need for space and size of office space
We have created easy-to-use guides to help you get started with choosing premises and to support your company through the different stages of the selection process. In this guide, we explore what size of office space is best for your business.
The space needs assessment begins with the determination of how, when and where your staff wants to work. Does the company favour in-office, remote or hybrid work and do the employees need their own workstations or rooms? A careful assessment makes it easier to see whether a single property or several separate locations would work best for the company.
With hybrid work, the size of the office often decreases, but the importance of flexibility, communality and technological solutions increases. The location of the office also affects the need for space – a better location usually also increases the utilisation rate, which means that more space is needed than before.
We need additional and more functional spaces for quiet work and independent work in offices.
Current State and Outlook of Office Work 2025, study: nSight & Sponda
When assessing space requirements, consider how much space an individual employee needs. Include current and future employees in your assessment. You can use the multi-space concept as a tool for facility planning, where the starting point is to create a suitable space for every work situation. It is essential that the office has enough quiet spaces, along with meeting spaces of different sizes, such as conference rooms and communal lounge areas and break rooms.
If the company’s conference rooms are often empty in your current office, you should consider a property where meeting rooms can be rented separately. Cost-effectiveness can also be sought by sharing spaces with the other businesses in the area or by investing in the adaptability of spaces.
In the space assessment, also take into account future needs. Will it be possible to upgrade to larger premises as the number of employees increases, and does the lessor have additional space to rent or do they own coworking spaces?
The space assessment is best done with the help of a knowledgeable facility partner. They will help you determine how your staff works and what needs your company has and, based on the results, they will be able to suggest suitable premises where the available space can be utilised as cost-effectively as possible.
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Read our other guides to help you choose the right premises:
- Office rental process
What are the steps of the process and the timeframe for it? - Company’s strategic needs
How can facilities support a company’s brand and growth goals? - Use of premises
What kind of premises and operating methods promote the well-being and productivity of your staff? - Location of the premises
Why is location the most important thing in the choice of office premises? - Office building
What kind of office building is best suited for your business, in terms of age, appearance and style? - Viewing the premises
What are the things to consider when viewing the premises? - Lease agreement
How is the price of the premises formed and what should be recorded in the lease agreement? - Lessor
How do you recognise a good, value-adding facility partner? - Move and occupation of the premises
How should the scheduling of the move and the division of responsibilities be handled?