Workplace strategy toolkit

Office Space Planning Checklist

The 30-point checklist senior workplace leaders use before signing a new lease, planning a refit, or rolling out a hybrid policy change. Built around real attendance and utilisation data.

  • 4 region-aware planning sections
  • Yes / Partly / No assessment + notes per item
  • Save progress, copy summary, export to PDF
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Facilities and workplace operations

Office Space Planning Checklist

A practical checklist to plan and optimise workspaces for productivity, safety, and employee wellbeing. Choose a region, complete the checks, add notes, then save as PDF.

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Checklist

Answer each item using Yes, Partly, or No. Tick the box when the action is completed.

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Desk layout guides Flow, ergonomics, circulation, wellbeing
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Clear circulation paths are maintained between work points, exits, and key amenities. Check pinch points near printers, kitchens, entry doors, and lift lobbies.
Workstations support ergonomics, comfort, and sustained focus. Seating, screen height, glare control, noise, and access to power.
Noise zones are defined and communicated. Quiet areas, collaboration zones, phone call areas, and concentration spaces.
Natural light, air flow, and thermal comfort are considered in the seating plan. Reduce hot and cold complaints and improve comfort consistency.
Storage and personal item space is planned to reduce clutter and trip hazards. Lockers, under-desk storage, bag hooks, and clear walkways.
Meeting room capacity planning Room mix, demand, hybrid meetings, usage patterns
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Room sizes match real demand across short, medium, and long meetings. Validate with booking patterns and observed overflows.
Hybrid meeting needs are supported. Cameras, microphones, screen sharing, acoustics, and cable management.
Room capacity signage is clear and consistent with the selected region. Align with internal safety and building guidance for occupancy limits.
Alternative spaces exist for calls and quick chats. Phone booths, focus pods, small huddle points to reduce room hoarding.
Room availability is predictable during peak times. Identify bottlenecks such as Mondays, project sprints, and end-of-month spikes.
Accessibility and compliance checkpoints Region-aware prompts and practical checks
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Accessible routes to work points, amenities, and meeting rooms are maintained. data-region-note="access-1"
Emergency egress and assembly information is visible and consistent. data-region-note="access-2"
High-risk areas are managed. Trip hazards, cable runs, unstable stacks, blocked extinguishers, blocked first-aid kits.
Signage and wayfinding work for first-time visitors. Clear directions, readable fonts, consistent names, and simple navigation.
Wellbeing needs are supported. Quiet space, inclusive amenities, privacy for sensitive calls, and fair access to resources.
Hot-desking considerations Rules, hygiene, fairness, predictability
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Expectations are clear for desk use, cleanliness, and end-of-day reset. Reduce friction, abandoned items, and inconsistent standards.
Teams can sit together when needed without disrupting others. Plan zones for project work and high-collaboration periods.
There is a fair approach for priority needs. Accessibility needs, ergonomic setups, and consistent support for adjustments.
Demand is matched with capacity on peak days. Check desk ratios, office attendance patterns, and overflow behaviour.
Shared resources reduce friction. Monitors, docks, chargers, stationery, lockers, and clear ownership for restocking.
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