The most common mistake when figuring out how much office space you need is guessing based on headcount alone, without considering how people use the space. Here’s a practical way to work out exactly what your business needs.
What’s the Standard Rule of Thumb for Office Space Per Person?
The industry standard is typically around 60 – 100 sq. ft per person in the UK, depending on the space type
However, you may not need space for every employee. The real figure depends on your desk sharing ratio, meaning how many desks you provide per member of staff. A fixed-desk office runs at 1:1 (i.e. 1 desk per 1 staff member). Hybrid teams in the office two or three days a week typically work at around 1:2 (i.e. 1 desk per 2 staff members), and agile teams who are rarely in the office can go as high as 1:3 (i.e. 1 desk per 3 staff members). Even a modest ratio can cut your footprint significantly.
Your desk policy matters too. Fixed desks give each person a dedicated workspace with consistency, personal storage and a quieter spot for focus, but desks sit empty when people are out. Hot-desking shares unassigned desks among staff, which reduces space and cost, but it can bring seat-hunting, less privacy and daily setup friction.
What Factors Affect How Much Space You Need?
Desks are only part of the picture. The rest of your floor plan depends on how your team works.
Meeting and private space: Meeting rooms, call booths, boardrooms and private offices all add to your total floor area. Hybrid teams often need more of these than before, because office days tend to be spent collaborating rather than doing heads-down work.
Shared amenities: Kitchens, breakout areas and reception take up more room than many businesses expect, and they shape how the office feels day to day.
Storage: Consider lockers for staff, filing cabinets, equipment and any stock you keep on site.
Circulation and accessibility: Walkways, corridors and clear space around desks are essential for a layout that works. Accessible routes and facilities are a legal requirement, not an afterthought.
What Does That Look Like in Practice?
Here are some offices we’re currently marketing, grouped by the size of team they could suit:
Small teams (up to 15 people, around 500 – 1,500 sq. ft)
Eden Point, Cheadle Hulme: Small suites from 188 – 1,544 sq. ft. Fitted spaces with a café and restaurant on the ground floor.
Growing businesses (15–50 people, around 1,500–5,000 sq. ft)
Blackfriars House: 733 – 2,565 sq. ft. Stylish, flexible office beside Parsonage Gardens, with a free gym, roof garden, coffee shop and business lounge, all minutes from Deansgate and Victoria Station.
Larger occupiers (50+ people, 5,000 sq. ft and above)
Glasshouse, Alderley Park: No.3 S1, 15,385 sq. ft. Features bright, open-plan layouts, breakout hubs, and a central atrium.
Browse all available offices in Manchester and the North West.
Should You Plan for Growth?
Planning for growth is a tricky balance between leaving some headroom and the cost of over-renting. If your business is just starting out, chances are there will be some growth over the next few years. If you’re more established, you may already know exactly how much space you need.
If growth is hard to predict, flexible options are worth considering. A shorter lease, a break clause or an option to expand, means you’re not locked into space you may outgrow, giving you room to reassess as your business develops.
Getting this right isn’t something businesses need to work out alone. Start with our office space calculator for a quick estimate or speak to Canning O’Neill and we’ll be happy to guide you.
We can also actively help with our search and acquisition service. We will help you secure an office that’s genuinely right for your business. We begin by understanding your specific requirements, then tailor our search accordingly including current space assessment, budget consideration, futureproofing and exit strategy. Get in touch today to learn more about our search and acquisition services.
