How Do You Plan Office Space for a Growing Team?

Planning office space for a growing team means balancing the room you need now with the changes you can reasonably expect. Too little space can make everyday work awkward, while unused rooms add cost before the business needs them.

A useful starting point is to look at how your team works, who will be present together and which activities need their own space.

Count the people who will use the office together

Your total headcount is important, but it may not tell the whole story. Think about the busiest normal day, when employees, founders and any regular visiting colleagues are all present.

If you operate a hybrid schedule, check whether attendance is predictable. An office planned around average attendance can feel crowded when everyone comes in for the same team meeting.

Include confirmed hires and realistic recruitment plans. A possible expansion several years away should not carry the same weight as someone joining next month.

Look beyond the number of desks

Desk capacity gives you a starting point. The layout still needs to leave room for people to move, chairs to pull back and equipment to be used comfortably.

Think about monitors, storage, printers and personal belongings. Consider whether your team needs large work surfaces or mainly works from laptops.

The UK’s Health and Safety Executive offers a workstation checklist covering equipment, furniture and the working environment. Use it as a practical reference when reviewing desk arrangements, while confirming applicable local requirements separately.

Decide which activities need separate space

Some teams mainly need desks and occasional access to a meeting room. Others have frequent client presentations, recruitment interviews or management discussions that require more privacy.

Map these activities across a typical week. Look for situations where several people need quiet or confidential space at the same time.

If shared facilities can comfortably cover the demand, a serviced office may suit the team. If those activities are constant, compare a layout with dedicated rooms through Sentinel’s managed and enterprise office options.

Model more than one growth scenario

Instead of choosing around a single forecast, consider three versions of the next year: your current team, the hires you expect and a busier scenario if growth happens sooner.

For example, a six-person company planning two confirmed hires should review how eight people would work together. It can also ask what would happen if another small team joined later.

The aim is to identify when the layout would stop working and what the next step would be. That makes an expansion discussion more concrete than simply asking whether an office is flexible.

Check the route to more space

Ask whether adding nearby space or moving to a larger office could be possible. Discuss the notice required, pricing, deposit arrangements and any effect on the existing agreement.

Availability can change, so treat a future option as something to confirm when needed. Avoid assuming an adjacent room will remain open until you are ready.

If your company is still in coworking, our guide to moving from coworking into a private office explains some of the everyday signs that a dedicated space may help.

Keep licensing needs in the same plan

If new employees will require sponsorship, consider your licensing and workspace needs together. A comfortable floor plan and the relevant visa allocation are separate checks.

Speak to us about your hiring plans so we can help you explore workspace and visa options that suit your business as it grows.

Frequently asked questions

How much extra space should we take?

Base the decision on likely hires, normal attendance and the available expansion route. There is no single percentage that suits every team.

Is a larger open office always better?

Not always. A smaller space with the right private rooms or shared facilities may support your work more effectively.

Can shared meeting rooms reduce the space we need?

They can, if their availability and booking terms suit your meeting pattern. Review demand during a normal busy week.

Emma Houen

See Full Bio