How to Strategically Plan Office Space for a Hybrid Workforce

How to Strategically Plan Office Space for a Hybrid Workforce

The rise of hybrid work has fundamentally changed how businesses think about office space. With employees splitting their time between home and the office, the traditional "one desk per person" model is no longer practical — or cost-effective.

In this new era of work, companies are re-evaluating their space requirements, aiming to strike a balance between flexibility, collaboration, and efficiency. So, how much office space do you really need per employee in a hybrid setup?

Let’s break it down.

Traditional Office Space: A Quick Look Back

Before hybrid work became mainstream, the general rule of thumb for office space planning was:

  • 100–150 square feet (approx. 9–14 sqm) per employee, which included a personal workstation, circulation areas, and shared amenities.

This model assumed that every employee had an assigned desk and was present in the office full-time. But hybrid work changes all that.

Hybrid Work: What’s Different?

In a hybrid model:

  • Employees rotate between remote and in-office days
  • Desks are often shared (hot desking) or booked in advance
  • Offices focus more on collaboration spaces than individual workstations
  • Foot traffic varies daily, making traditional space planning inefficient

This shift requires a more dynamic approach to office design and square footage allocation.

Recommended Office Space per Employee in Hybrid Work

There’s no one-size-fits-all answer, but here are some modern benchmarks to guide your planning:


Work Model


Average Space Per Employee


Traditional (assigned desk)


100–150 sq ft (9–14 sqm)


Hybrid (desk sharing)


60–100 sq ft (5.5–9 sqm)


Activity-based working


40–80 sq ft (3.5–7.5 sqm)

Key Variables to Consider:

  • How often are employees in the office?
  • Are desks shared or assigned?
  • How much space is needed for meeting rooms, lounges, or collaboration zones?
  • Are you including breakout areas, pantries, or wellness rooms?

A company with 50 hybrid employees, where only 50% are in the office at a time, might only need space for 25 workstations, plus shared areas.

Key Factors That Influence Space Requirements

1. Office Attendance Patterns

  • Are employees in 2 or 3 days a week?
  • What’s the average headcount on-site daily?

2. Work Habits

  • Are people doing focused, individual work — or mostly meetings and collaboration?

3. Type of Workspace

  • Mix of desks, meeting rooms, breakout areas, quiet zones, etc.

4. Technology & Tools

  • Will employees need video call booths, hot desk booking apps, or virtual collaboration tools?

5. Company Culture

  • Do you encourage in-person collaboration?
  • Is remote-first more dominant?

The Cost-Saving Benefits

Downsizing or reconfiguring office space based on actual usage can result in:

  • Lower rental costs
  • Reduced overhead (utilities, cleaning, maintenance)
  • Improved space utilization and employee satisfaction

In expensive real estate markets like Singapore, these savings can be substantial.

Coworking as a Flexible Solution

For many businesses, especially startups or teams scaling up or down frequently, coworking spaces provide a flexible alternative:

  • Pay only for the space you use
  • Scale up or down month to month
  • Access shared amenities and meeting rooms
  • Support hybrid employees with multiple locations across the city

Coworking also reduces the burden of long-term leases, fit-out costs, and facilities management — ideal for companies adapting to hybrid work.

How to Estimate the Space You Need

Here’s a simple calculation to get started:

(Number of people expected in-office per day) × (60–100 sq ft) = Total estimated space

Example:

  • 40 employees total
  • 50% expected in-office on any given day = 20 people
  • 20 people × 80 sq ft = 1,600 sq ft needed

Final Thoughts

Hybrid work doesn’t just reshape your culture — it reshapes your space. By rethinking your office layout, reducing desk counts, and designing for collaboration rather than just presence, you can create a smarter, more efficient workplace that supports productivity and employee well-being.

Looking for a flexible office solution in Singapore to support your hybrid team?
CoWorkSpace offers scalable plans, modern amenities, and flexible workstations — perfect for teams navigating the future of work.