CanopyHow Much Office Space per Person in Victoria?
Planning a new office or reconfiguring your existing one? One of the first—and most common—questions we hear is: how much office space do you actually need per person? Whether you're upsizing, downsizing, or simply rethinking your layout to support hybrid work, getting your space requirements right is essential for both budget and productivity.
Too much space and you’re paying for unused square metres. Too little and your team could feel cramped and unproductive. Striking the right balance is about more than square metre calculations—it’s about creating a workspace that supports how your people work best.
At Canopy Fitouts, we help Melbourne businesses make informed, cost-effective fitout decisions by aligning office design with real workplace needs. This guide breaks down space planning benchmarks, hybrid office ratios, and fitout tips to help you plan with confidence.
How Much Office Space Per Person Do You Need?
If you're trying to figure out how much space your team needs, you're not alone. It’s one of the biggest decisions when planning a new office or reworking an existing one.
In Australia, the official minimum under the Building Code is 10m² per person—but that’s just a starting point. In reality, most businesses aim for around 12m² per person to allow for a more comfortable, functional setup. This also leaves room for scale-up businesses to grow through the duration of their lease.
And with more teams working in hybrid arrangements, you don’t need to plan for every single employee to be in the office at once. Most companies now design their offices based on an 80% occupancy rate, which reflects how many people are typically on-site on any given day.
Quick Guide
- 10m² per person – minimum under the Building Code
- 12m² per person – recommended for better comfort and flexibility
- 80% occupancy – smart planning for hybrid teams
Understanding these benchmarks can help you make smarter decisions, especially if you're considering hot desking or a more flexible office setup. If you're still unsure what’s right for your team, we can help you work it out. Check out our space planning services to learn more.
Recommended Reading: Mastering Office Space Planning: 7+ Tips for an Optimised Fitout
How to Calculate the Right Amount of Office Space
There’s no one-size-fits-all formula, but understanding your work style makes a huge difference when planning your layout. Whether you’re running a traditional office or shifting to a more flexible model, here’s how to figure out what you need.
1. Traditional Desks for Everyone
This is the classic setup, one desk for every team member. It’s simple to plan but not always efficient, especially if people are working remotely part of the week. You could end up with a lot of unused space.
Pros:
- Simple to plan and manage
- Each employee has their own dedicated space
- Predictable layout and storage needs
Cons:
- Can waste space if staff work remotely
- Possible higher rent due to extra unused space
2. Hot Desking (Great for Hybrid Teams)
For businesses using hybrid work, hot desking can save serious space and money. Instead of assigning each person a desk, you plan for about 80% of your team to be in the office on any given day.
Quick Example:
- Start with your team size: 15 employees
- Apply the 80% hybrid ratio: Only about 80% will be in the office at once; therefore, 15 × 0.8 = 12 desks needed
- Add some extra desks or space for meetings and shared zones: A good rule of thumb is to add 2–3 extra workpoints (approx. 17.5% extra) → 12 + 3 = 15 total workpoints
- Estimate space required: Each workpoint needs about 6m²* → 15 × 6m² = 90m² total
So, for a 15-person team, you’ll want around 90m² as a starting point.
*6m² per workpoint is a rough estimate for hybrid/hot desking space planning only.
Pros:
- Reduces overall space and rental costs
- Supports flexible work arrangements
- Encourages movement and collaboration
Cons:
- Requires desk booking systems and clear policies
- Can feel impersonal or disorganised if poorly managed
- Some employees may struggle without a fixed desk
3. Activity-Based Working (ABW)
ABW means different zones for different tasks—think quiet focus areas, collaborative spaces, and social hubs. It’s a bit more flexible and people-focused, but you’ll want to add an extra 15–20% of space for those extra shared areas.
Pros:
- Caters to different work styles (focus, collaboration, social)
- Encourages autonomy and flexibility
- Often improves team engagement and space efficiency
Cons:
- Requires careful planning and cultural buy-in
- Can be confusing without clear zones or signage
- Higher initial design and fitout complexity
Still not sure which layout fits your business best? Check out our office floor plan guide for more practical design advice for your upcoming office fitout.
Recommended Reading: Expert Tips to Optimise Your Office Floor Plan
What to Consider Before Leasing Office Space
Before you sign a lease, it’s worth taking a step back to think about how much space you actually need—and how that space will work for your team once it’s fitted out. Too much space can leave you paying for areas you rarely use, while too little can lead to overcrowding and reduced productivity.
Here are a few key things to think about before committing to a space:
- Team size and work style: Are you operating on a hybrid model? Will everyone be in the office at once, or can you design for 80% occupancy?
- Future growth: Will the space still suit your team in two or three years? Shorter leases with expansion options can offer more flexibility.
- Fitout potential: Does the space support the kind of layout and features your team needs? Look for offices that can adapt to modular designs and activity-based zones.
- Natural light, access, and amenities: These factors have a big impact on employee wellbeing and the overall feel of the workplace.
Getting clear on these factors early on helps you avoid costly changes down the track—and ensures your new office is set up for long-term success.
Once you’ve found a space that ticks the right boxes, the next step is designing a fitout that works smarter, not just bigger.
Recommended Reading: 5 Office Design Trends You Need to Know for 2025
Design Tips That Make Your Space Work Harder
A good office fitout should do more than look nice—it should support your team, improve productivity, and be ready for change. Here are some smart ideas to keep in mind:
- Modular furniture that can move and adapt as your team grows
- Multi-use spaces—like meeting rooms that double as training areas
- Technology-friendly layouts with flexible power and data points
- Acoustic treatments to reduce noise in open-plan offices
- Built-in storage that maximises every inch
- Plenty of natural light to boost energy and reduce costs
If you want to see how this works in action, check out our recent fitout for OzChild below.
Recommended Reading: OzChild’s Office Transformation
Create a Workspace That Works Smarter
Space planning isn’t just about square metres—it’s about setting your team up for success. Businesses that get this right enjoy:
- Lower operational costs
- Happier, more productive teams
- A workspace aligned with company culture and growth
If you’re ready to reassess how much office space per person your business needs, we can help. Our Melbourne-based team specialises in end-to-end commercial fitouts, offering both strategic advice and construction delivery.
Initial consultations are free, transparent, and tailored to your goals. Take the next step—book your office space consultation with Canopy Fitouts.
Frequently Asked Questions
How much office space do you need per person in Australia?
The Australian Building Code mandates 10m² per person, but most organisations follow the government’s 12m² per workpoint recommendation for better comfort and functionality—especially in hybrid or activity-based work environments.
How does hybrid working affect office space planning?
Hybrid working allows for reduced space requirements, typically using an 80% utilisation rate. This means you don’t need a desk for every employee, enabling you to save on rent and invest in higher-quality shared spaces.
What’s included in the total office space calculation?
Total office space should include desks, meeting rooms, amenities, walkways, and breakout zones—not just workstations. A well-designed office supports both focused and collaborative work.
What’s the best way to calculate how much space my team needs?
Start with your team size, apply a hybrid or ABW utilisation formula, and factor in additional space for meetings and amenities. Better yet, let our team perform a detailed space utilisation assessment tailored to your needs.