Office rent is one of the largest fixed expenses for most companies. The most common mistake tenants make is leasing more space than they actually need. An extra 20–30 square meters may seem insignificant, but over a year it can translate into substantial unnecessary costs.
The correct space calculation depends not only on the number of employees, but also on team structure, work format, and space organization. Below is a practical approach for companies of different sizes.
1. How to Calculate Office Space Properly: Core Principles
A common mistake is multiplying the number of employees by a standard 8–10 m² per person. This approach is outdated and ignores modern work models.
In 2026, space calculation should consider:
- hybrid work models;
- actual peak-day attendance;
- the number of meeting rooms required;
- management structure;
- business specifics (call centers, IT teams, sales departments, etc.).
The key question is not “how many employees,” but “how many people are present at the same time.” If out of 20 employees only 12–14 are typically in the office daily, the required area can be reduced without sacrificing comfort.
It is also important to assess the efficiency ratio of usable space. In different business centers, the difference can reach 10–15%, directly affecting functionality. Two offices with identical total square footage may offer very different levels of efficiency due to layout and geometry.
2. Office for a Team of 5
For small teams, the main mistake is leasing space with excess capacity “for future growth.”
An optimal format includes:
- 30–45 m²;
- one multifunctional meeting room;
- a compact kitchenette;
- minimal corridor losses.
In small businesses, unnecessary square meters directly impact financial sustainability. Smaller teams are typically more flexible and adaptive, so flexibility is often more important than scale.
Additionally, it is worth evaluating whether a traditional office is necessary at all. For some early-stage teams, a compact office unit within a business center with expansion options may be more efficient. This approach avoids locking in excessive fixed costs and allows faster scaling when growth occurs.
3. Office for a Team of 20
A mid-sized team requires more structured zoning.
The optimal range is:
- 120–180 m²;
- 1–2 meeting rooms;
- a small informal communication area;
- minimized “dead zones.”
The most common mistake at this stage is calculating space based on maximum headcount without analyzing actual attendance.
It is also important to consider growth dynamics. If expansion is expected within 6–12 months, it may be wiser to secure adjacent expansion options rather than leasing surplus space from the start. This strategy reduces financial pressure while maintaining strategic flexibility.
4. Office for a Team of 50
For larger teams, office space becomes a strategic decision.
The average range:
- 300–450 m²;
- multiple meeting rooms;
- collaboration zones;
- executive offices;
- a kitchen or lounge area.
The main risk is overpaying due to the fear of running out of space. However, efficient layout planning can significantly reduce unnecessary square footage.
It is also essential to consider fit-out and capital expenditures. The larger the office, the higher the cost of renovation, furniture, and technical infrastructure. A mistake in space calculation at this stage multiplies not only rental expenses but also capital investments.
5. Open Space vs. Private Offices: Which Is More Cost-Efficient?
The chosen layout format directly impacts total cost.
Open space:
- more efficient use of square meters;
- easier reconfiguration;
- better scalability.
Cabinet-style layout:
- higher cost per square meter;
- lower flexibility;
- more difficult to adapt.
For most modern teams, a hybrid format — open space combined with several enclosed rooms — is often the most efficient solution.
It is also important to consider how layout influences corporate culture. Cabinet systems may suit highly hierarchical organizations, while open layouts encourage horizontal communication. The chosen format should align with management style, not just cost considerations.
6. Common Tenant Mistakes
The most frequent mistakes include:
- leasing with excessive “future” reserves;
- ignoring hybrid work realities;
- choosing inefficient layouts;
- underestimating operating expenses;
- focusing solely on base rent.
Another common issue is the absence of scenario planning. Many companies fail to forecast how their space needs may change within a year. Without this analysis, the office may either become too small quickly or remain partially unused.
7. How Not to Overpay: A Practical Algorithm
- Determine peak on-site attendance.
- Analyze the work format (hybrid or full-time).
- Define required functional zones.
- Evaluate layout efficiency and space loss.
- Calculate total occupancy cost.
In addition, compare not only square footage but also lease flexibility. The ability to scale up or down may be more valuable than a slightly lower starting rental rate.
This approach can reduce office budget expenses by 15–25% without compromising quality.
Conclusion
An office for 5, 20, or 50 people should not be larger — it should be more efficient. In 2026, companies focus on actual needs, analyze team behavior, and evaluate the full cost of occupancy.
A rational space calculation is a strategic tool for reducing expenses while maintaining comfort and growth flexibility.
FAQ
How many square meters are needed per person in an office?
On average, 5–10 m² per person depending on layout and team structure.
Should companies lease space with extra reserve?
In most cases, it is better to choose flexible lease terms with scaling options.
Which is more cost-effective: open space or private offices?
Open space is generally more efficient in terms of square meter usage, but the format should align with management style.
How can you tell if an office is too large?
If workstations remain regularly unused or significant areas serve no functional purpose.