Office Space Planning Checklist

Whether you're setting up a new office or reconfiguring an existing one, missing a single step can cascade into delays, budget overruns, or a workspace that doesn't actually work for your team. This checklist walks you through every phase.

Phase 1: Needs Assessment

Headcount audit — Document current headcount and projected growth over 3-5 years. A common mistake is planning for today's team and outgrowing the space in 18 months.
Department adjacency mapping — Which teams need to sit near each other? Sales near marketing? Engineering near product? Map the communication flows before touching a floor plan.
Work mode analysis — Survey your team on how they actually work: heads-down focus, collaborative, hybrid, on-the-phone. This drives the ratio of private offices to open workstations to huddle rooms.
Storage requirements — Filing cabinets, personal storage, shared supply rooms, server/IT closets. Quantify linear feet of storage needed per department.
Special requirements — Training rooms, mother's rooms, wellness rooms, secure areas, reception/lobby. List every non-standard space need.
Budget parameters — Establish a per-seat or per-square-foot budget early. Typical ranges: $50-150/SF for tenant improvements, $3,000-8,000 per workstation for furniture.

Phase 2: Space Programming

Square footage calculation — Use industry benchmarks: 150-250 SF per person for traditional offices, 100-150 SF for open plans, 75-125 SF for high-density/hot-desking.
Room count and sizing — Conference rooms (allow 25-30 SF per seat), huddle rooms (2-4 people, 80-120 SF), phone rooms (40-50 SF), break rooms (15-20 SF per person served).
Circulation factor — Add 30-40% to your net usable SF for hallways, corridors, and common areas. This is the #1 overlooked item in space plans.
Code and ADA compliance review — Verify exit paths, restroom counts (check local plumbing codes), ADA-compliant door widths (36"), turning radii (60"), and accessible routes.
Technology infrastructure plan — Data drops per workstation, wireless AP placement, AV requirements for conference rooms, power density for open areas.

Phase 3: Design & Procurement

Test fit / block plan — Before committing to a lease or a full design, get a test fit showing approximate furniture placement. Most commercial real estate brokers provide these free.
Furniture specification — Select product lines, finishes, and fabrics. Get mockups or showroom visits before ordering. Lead times for new furniture can be 6-12 weeks; used/refurbished can be 2-4 weeks.
Vendor bid process — Get at least 3 quotes for furniture, construction, and cabling. Ensure bids cover the same scope — "installed price" should include delivery, assembly, and debris removal.
Ergonomic standards — Set minimum specs: adjustable-height chairs with lumbar support, monitor arms or adjustable stands, keyboard trays if using fixed-height desks, sit-stand desks for at least a portion of workstations.
Sustainability considerations — GREENGUARD-certified materials, recycled content in panels and surfaces, BIFMA LEVEL certification for furniture. These aren't just nice-to-haves — they affect indoor air quality.

Phase 4: Construction & Installation

Construction schedule — Get a detailed Gantt chart. Key milestones: demolition complete, rough-in inspections, drywall close, flooring, furniture delivery, IT commissioning.
Furniture delivery coordination — Confirm elevator reservations, loading dock access, delivery windows with building management. Protect finished flooring with Masonite or Ram Board during installation.
Punch list process — Walk the space with contractor and furniture installer before final payment. Document every defect with photos. Typical punch list items: scratched surfaces, misaligned panels, missing grommets, wobbly mechanisms.
IT/AV commissioning — Test every data drop, verify WiFi coverage with a heat map, confirm AV systems work in every conference room. Do this before employees move in.

Phase 5: Move-In & Optimization

Move logistics — Label everything with floor, zone, and workstation numbers. Coordinate with moving company on sequence (furniture first, then boxes, then IT equipment).
Day-one essentials — WiFi credentials posted, restroom locations marked, break room stocked, parking instructions distributed, emergency exit maps posted.
30-day post-occupancy survey — Ask employees about noise levels, temperature, lighting, furniture comfort, and meeting room availability. This data is gold for future projects.
Warranty documentation — File all furniture warranties (typically 10-12 years for major manufacturers). Set calendar reminders for warranty expiration dates.

This checklist is based on industry standards from IFMA, BOMA, and real-world project experience. Adapt it to your specific project scope and local requirements.