Office Space Design Standards | Optimal Area per Function

Many people assume that office design is simply about arranging desks and decorating the walls. However, in reality, it is a process that requires thoughtful planning—especially when it comes to space allocation. Office space directly impacts work efficiency, employee well-being, and even the company’s brand image.

Why should office space planning standards be carefully calculated?

According to research, each employee needs an average of 7 to 10 sqm of workspace to perform at their best. While this number may seem surprising, it’s backed by science and serves as a crucial foundation for designing a productive work environment. This is exactly why every business—regardless of size or industry—should carefully calculate and plan their office space allocation.

Alongside that, adhering to office space planning standards also brings significant benefits, such as:

• Creating an optimal design blueprint: Calculating the standard office space per employee is a core step in developing an accurate and efficient layout. With clear figures for the required sqm of each functional area, you can build a detailed design plan that incorporates all necessary elements. This ensures a streamlined process from design to construction, with consistent and aligned information across all phases.
• Optimizing space and cost: A large office area is typically divided into several smaller functional zones. Clearly defining the required sqm for each area helps avoid excess or shortage of space, significantly reducing rental costs. Moreover, it enables strategic planning of furniture and equipment placement, ensuring an efficient flow of movement that supports seamless work operations.
• Boosting productivity: In a well-designed office with properly allocated space, employees feel more comfortable and less stressed, which directly contributes to higher work efficiency. Additionally, by optimizing the layout and ensuring logical spatial connections between departments, collaboration and communication become more seamless—leading to smoother workflows and improved performance.
• Ensuring safety: Insufficient spacing between desks or between workstations and walkways can increase the risk of collisions and accidents. Therefore, it’s essential to carefully measure and allocate adequate space to ensure safe movement for employees. Adhering to space planning standards not only enhances safety but also promotes ventilation and comfort, contributing to a healthier and more productive work environment.

Latest office space standards (sqm per person)

General space planning standards for office design (sqm/person)

The calculation of office workspace area depends on several key factors, including the nature of work, number of employees, and interior design style. Among these, the number of on-site employees and the space standard allocated per person are usually the top priorities for most businesses.

The office space standard is typically divided into three levels: compact (space-saving), average (adequate), and standard (optimal according to best practices).

Here are the specific figures for each office space level:

• Compact level: The average space is around 3–4 sqm per employee. This office space standard is suitable for businesses with limited budgets or those renting office space for short-term purposes.
• Average level: The average space ranges from 5–6 sqm per employee. This is the most common office space standard adopted by the majority of companies in Vietnam.
• Standard level: The average space ranges from 7–10 sqm per employee. At this level, each employee enjoys a highly comfortable working area, and movement as well as communication between departments is more seamless.

Standard office space for Director rooms

The space allocated for a director’s office typically doesn’t follow a strict standard like employee workstations. Instead, the focus is on creating a workspace that not only supports the executive’s responsibilities but also reflects their leadership status.

However, it’s important to note that a director’s office should be located in a convenient, easily accessible position with a pleasant view. Additionally, the space must offer a quiet environment, isolated from noise generated by other office areas.

Standard office size guidelines for directors

• Minimum level: Diện tích khoảng 10m2. Đây là mức cơ bản nhất, đủ không gian để đặt bàn làm việc, tủ tài liệu và một số đồ nội thất nhỏ khác.
• Standard level:Approximately 15–20 sqm. This space allows for a more functional layout, including a work zone and a small meeting or guest seating area.
• Extended level: There is no strict upper limit, as the final size can depend on the executive’s preferences, leadership style, or the company’s design direction. However, it’s important to maintain proportionality with the rest of the office layout—an executive office should not feel overly expansive compared to employee workspaces.

Employee workspace area standards

For employee workspaces, a well-designed area significantly enhances concentration, reduces stress, and improves productivity.

The standard office area per employee (sqm/person) is more complex to define as it depends on the nature of their role and work patterns. Like other office space standards, employee workspace sizing is typically divided into levels for flexibility in planning.

Below are recommended workspace area standards based on different types of employee roles:

• For employees with fixed workstations (working 6–8 hours/day at the office):

– Minimal standard: 3.5 sqm per person.

– Average standard: 4–5 sqm per person.

– Optimal standard: 7–10 sqm per person

• For employees with flexible workstations (working 3–4 hours/day at the office):

– Maximum area: 3.5 sqm per person

• For mobile employees (mostly out of the office, only returning occasionally):

– Maximum area: 1.5 sqm per person

Standard meeting room size requirements

The number of attendees, the shape of the room, and the type of meeting are all key factors that influence the standard meeting room size. However, regardless of these variables, a meeting room must ensure that each participant has sufficient space to move around, take notes, and exchange ideas comfortably. Additionally, a well-designed, visually appealing meeting room can leave a strong impression on clients and business partners.

Here are some suggested meeting room size guidelines based on capacity:

• Meeting room for 10–20 people: Minimum area of 20 sqm
• Meeting room for 20–50 people: Minimum area of 40 sqm
• Meeting room for more than 50 people: Minimum 0.8 sqm per season

Reception and lobby area space standards

For businesses, the reception or lobby area is the first point of contact that leaves a lasting impression on clients and partners visiting the office. Therefore, a spacious, airy, and well-designed reception and lobby area can significantly enhance the company’s image and create a positive first impression.

Here are some area standards for this zone that you may consider:

• Reception desk: Height from 1.1 to 1.2 meters, depth from 0.6 to 0.9 meters, and the length should be determined based on the lobby size and number of reception staff.
• Lobby area: Depends on the company size and foot traffic. The space should provide a minimum capacity for 2 to 3 people to wait comfortably.

Other office space planning standards

In some office planning standards, workspace allocation is measured not only by floor area (sqm per person) but also by volume (cubic meters per person). This method focuses on the overall spatial volume each employee occupies, rather than their job title or position.

Under this approach, space is not divided based on hierarchy, but rather on human comfort and ventilation needs, ensuring a healthy and balanced working environment for everyone.

This means that if an office has a ceiling height of 3 meters, the floor area per workstation would range from 3.3 to 3.7 sqm per person, based on the recommended volume of 10–11 cubic meters per employee.

Here are the formulas applied in this calculation method:

• Floor Area = Length × Width
• Volume = Length × Width × Height

However, when applying this calculation method, it’s important to consider the size and dimensions of the furniture placed within the office.

Other office design standards

Light standards

Businesses should maximize natural lighting by designing large windows and incorporating adjustable blinds to control light levels. Artificial lighting should be evenly distributed throughout the room to avoid dark spots or overly bright areas. Ideally, use long-lasting, energy-efficient LED lights that are eco-friendly and offer adjustable brightness.

Safety and fire prevention standards

Ensuring safety not only protects property but also safeguards human lives. Each floor of a 300-sqm office must have at least two emergency exits. These exits should be spacious, unobstructed, and clearly marked. Emergency doors must open easily and lead to a safe area. An automatic fire alarm system, including smoke and heat detectors paired with audible alarms, is essential.

Feng Shui standards

In terms of feng shui, select an orientation that aligns with the company leader’s elemental fate, avoiding conflicting directions that could disrupt positive energy flow. The main entrance, as the gateway for energy into the office, should be positioned in a bright, airy location. To enhance positive energy, consider displaying feng shui items such as Buddha statues or koi fish paintings.

To optimize space in a 150-sqm office, opt for multi-functional, versatile furniture that serves multiple purposes. The color scheme of the furniture should align with the industry and company culture, fostering a bright and visually appealing workspace.

Workspace design standards

Work areas, meeting rooms, and communal spaces must be arranged logically and conveniently to facilitate movement and productivity. A 300-sqm office should also ensure flexible workspaces that can adapt over time, accommodating changing needs or future expansion. Integrating smart office technology for managing and controlling the workspace is another key focus

Support space standards

Support spaces, such as break rooms or kitchens, complement the main work areas. These should be designed in accessible, easy-to-locate positions and equipped with essential, safe appliances. The size of each support space in a 250-sqm office depends on the company’s scale and employee count, with no fixed requirement. However, it should align with usage demands at specific times of the day, reflecting office space design principles for practicality and comfort.

Office color standards

Office colors should align with the brand identity and reflect the company culture. Combine the primary color with complementary tones to create a striking yet cohesive look in a 200-sqm workspace. However, avoid excessive use of bright, clashing colors, which can overwhelm the eye and diminish elegance.

Standards for arranging and decorating with plants

In a work environment, opt for low-maintenance plants that thrive in varying light and humidity conditions. Consider the size and spread of plants to maintain balance within a 150-sqm office space. For those prioritizing feng shui, select plants symbolizing luck and prosperity.

Key criteria for designing an office workspace

• Balanced Space and Area: Allocate sufficient space in a 200-sqm office to ensure employee comfort, avoiding cramped layouts that feel restrictive or cluttered.
• High Aesthetic Appeal: Use harmonious colors, lighting, and layouts to reduce stress and fatigue, fostering a positive work environment and enhancing visual cohesion.
• Optimized Functionality: Maximize space usage in a 250-sqm office by arranging furniture neatly, creating a spacious and efficient workspace that reflects office space design principles.
• Alignment with Company Culture: Reflect core values through design, strengthening employee unity and loyalty with a cultural workplace design in a 300-sqm office.
• Enhanced Interdepartmental Interaction: Design open-plan offices to boost communication and information exchange, incorporating collaboration zones for seamless teamwork.
• Eco-Friendly Approach: Maximize natural lighting and use energy-efficient lighting systems to create sustainable workspace solutions in a 150-sqm office.
• Budget Optimization: Minimize costs while maintaining quality, ensuring cost-effective solutions for businesses building a workspace.

The office area is more than just a number—it directly impacts work efficiency, employee health, and morale. Thus, every business must prioritize office design standards, particularly space allocation, to create a conducive environment for creativity, professionalism, and modernity.