Figuring out your office layout can be almost as daunting as taking a calculus class years after you've been out of school. There are many factors you'll need to consider, such as calculating the average square footage per employee, how many conference rooms you should have, meeting room size what is the average, etc.
It’s important to make the right decisions when it comes to all of this, as you’ll likely be using the space as it is for at least a few years, if not more. Making sure everything is accounted for and optimized is an important step in figuring out the measurements, especially for conference rooms.
Why is meeting room and office size important?
In a typical office space, office and conference room sizes are based on the capacity and size of the company’s workforce. In a hybrid workplace, things are a little different. The overall size of the offices is often smaller than the number of employees in the organization, largely because many people will work from home or in a hybrid environment, allowing for more space and flexibility in the office and conference room.
Because of this advantage, it is important to optimize the space you have for your company to make the most of it and utilize it to its full potential. Knowing things like the average office space or standard office size for one person is important to be able to create a fully functional and optimized office space.
Questions to ask yourself first
Determining your office space starts with asking yourself a few questions. Once you have determined your space, conference room, and employee needs, you will be able to figure out how many square feet you will need per employee.
Here are some questions you might ask yourself when trying to determine the average office space per employee:
- What kind of growth does your company anticipate in terms of budget and employee size?
- How many employees will be working in the office full-time, part-time, or fully remote?
- What will be the average size of meetings?
- What type of office space are you aiming for? Open concept workspace? More private offices?
- How flexible is your space lease and how much will they allow you to expand?
Taking some time and trying to understand these concerns will help you develop a better idea of the space you are trying to create for your business. Make sure you don’t rush this process and get advice from others like your employees, experts, and any other resources you can find.
Standard meeting room size
When figuring out the ideal conference room size, the best thing you can do is determine your space and your team's needs, and try to factor that into standard conference room dimensions.
Typically, there are three different conference room sizes you can consider.
- Small Conference Room: Depending on the size of your space and your staff, a small conference room may be the right choice for you. They are typically around 100 square feet and can accommodate 4 to 6 people. This room can be anything you want it to be, including a typical conference room, a phone area, a casual meeting area, or even a brainstorming room. The possibilities are endless, and with a little creativity, your 100 square foot room can be a great addition to your office space.
- Medium Conference Room: If you want a larger room, for example because your company needs more space to hold more frequent meetings, you can choose a medium conference room, which is about 23 square meters and seats about 8-10 people. This type of room can again be turned into anything you want, however, rooms of this size are usually reserved for conference rooms.
- Large Conference Room: This is the largest standard conference room and is around 35m2. It tends to hold around 16-20 people and can function as anything you want on a larger scale. For example, you can simply use it as a conference room for large meetings, you can use it as a theater, training room, classroom, etc.
How many meeting rooms are available for your company employees?
As a general rule, you should have one conference room for every 15-20 people. That means if your workforce is a hybrid, you should base that calculation on the average number of employees working in the office, rather than the total number of employees.
For example, if you have 300 employees working out of your office, but they are on a hybrid schedule where they only work 3 days a week on average, then you can assume that your average capacity is 180 people and apply the calculation based on that (there will be 9 to 12 meeting rooms)
Also, keep in mind that this is just a guideline, some companies need more meeting space than others due to the nature of their work. The best way to approach your conference room is to try to base the size on your company’s needs and combine a few of these sizes into the perfect combination so your team can work efficiently and comfortably.
Some examples of room sizes according to capacity
- Meeting room for 5 people: 9-14m2
- Meeting room for 8 people: 14-19m2
- Meeting room for 10 people: 19-23m2
- Meeting room for 12 people: 23-28m2
- Meeting room for 20 people: 33-37m2
- Meeting room for 30 people: 46-56m2
How to set up your meeting room
Conference rooms are the backbone of any collaborative workplace. They are one of the most important aspects of setting up your workplace. Ensuring that your employees have well-equipped rooms where they can meet and feel comfortable is essential to productivity, which is why you should invest time in learning how to set up the perfect conference room. There are a few key design aspects to consider when deciding how to set up your conference room.
5 most popular meeting room layouts:
Traditional: The traditional setup is really good when people want to use their laptops and spread out notes and other papers and use it more as a workstation. This can be useful for meetings where people need to take notes. The screen is also an important part of this room, as some people will be remote and will have to join via video call.
- U-shape: In this design, everyone can see each other including the video conference, whiteboard, and the presenter himself. This is great for collaborative presentations.
- Banquets: Including round tables is convenient when meetings are strategic in nature and require several people to brainstorm in different sessions.
- Classroom: This is a suitable setup for conference-like meetings where people are required to take notes and listen to the speaker.
- Hollow Square: These layouts are great for in-person meetings because they give the presenter or moderator the ability to present from the center of the square. However, they are not ideal for hybrid or remote meetings.
Design meeting rooms for safety and accessibility
When planning a conference room, creating a safe and accessible environment is paramount. Key considerations include:
- Accessibility: Ensure all entrances are clear of obstructions and spaces are accessible to people with disabilities, incorporating features such as ramps, elevators, wide doors and adjustable furniture.
- Fire Safety: Comply with fire safety standards by maintaining clear escape routes and complying with building regulations.
- Electrical Safety: Installing electrical outlets properly and avoiding overloading will prevent risks such as electrical fires. Organizing cords and cables minimizes tripping hazards.
Finding the perfect meeting room size can be a challenge, but it is essential to creating an efficient, optimized workspace. Ensuring that meeting room requirements are set up properly and maintained at the right size is an important aspect of keeping your employees comfortable and productive at work. In addition to the physical setup, it is important to ensure that meeting spaces are well-managed and can be easily booked and canceled by your team.
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