Embarking on a new space planning project is an exciting opportunity to transform your business environment, but it requires careful preparation to ensure success. Whether you’re a facilities manager or a business owner, understanding the key steps to take before the design process begins can make all the difference. By preparing these essential elements in advance, you not only streamline the process but also empower your architect to create a space that perfectly aligns with your company’s goals and culture. In this guide, we’ll walk you through the five critical preparations that will set your space planning project up for success.
preparing for your space plan
01
Develop The Design Program
The design program is a comprehensive list of all the spaces your project will require. Typically, this is presented in a spreadsheet that details each space’s name, square footage, quantity, and often the associated department. This document also helps calculate the total square footage needed to accommodate all your requirements and will be helpful in selecting an available space. It is important to incorporate square footage for circulation areas—hallways, corridors, and other spaces essential for movement within the building. Without including a circulation factor, you will likely discover that your floor plan doesn’t have enough room to fit everything. This number ranges on average from 20% to 40% depending on desired density, types of spaces/rooms and general comfort.
The example provided is simple, and while more detailed programs are common, they aren’t always required. If you don’t have a program yet, I can help create one or guide you in assembling it, making sure we have everything needed before we begin the design process.
02
Establish goals, priorities and ‘must-haves’ for the project
Throughout my experience in workplace interior architecture, I’ve developed space plans for a wide range of industries. While each industry has its own unique requirements, every business brings its own company culture that shapes its goals, priorities, and must-haves for their specific project. A new space is an opportunity to embed these elements into the physical environment, reinforcing your company’s culture and objectives daily.
While I encourage you to start considering these ideas before we begin, we’ll also explore them in detail during our initial consultation and throughout the space planning process. Many companies gather feedback from employees through surveys or user group discussions to identify what’s working in the current space and what can be improved. This information is invaluable in ensuring a smooth and efficient planning process, leading to a final design that fully meets your needs and expectations.
Below, I’ve provided examples of potential goals, priorities, and must-haves, using a property management firm as a reference. These concepts can range from broad strategies to specific details, like which spaces should be adjacent. As we delve into your project, your list will likely grow to include the critical factors and desires most important to your business.”
Goals
High level concepts
- Biophilic design elements including natural light, views and greenery
- Open office concept with few private offices
- Luxury coffee bar with snacks to make clients and employees feel comfortable
- Reception and waiting area that feels like a comfortable modern living room
- Improve the well-being and efficiency of employees
Priorities
Important considerations
- Prefer glass with privacy film on one wall for conference and meeting rooms
- Technology and power to allow working from all areas of the space including waiting areas where possible
- Prefer to use brand colors but open to alternatives as long as there is no yellow (competitors brand color)
- Best views are to the north and east of the building
Must-Haves
Non-negotiable items
- Leasing departments workstations and conference room next to reception for easy visibility of visitors
- Private offices for executives
- HR & Accounting located adjacent to executive offices
- Nespresso machine and Keurig in the coffee bars
- Breakroom with smells away from reception area
- Quiet phone and meeting rooms for private conversations
03
Secure a Location and as-built background Drawings
To create an accurate and effective space plan, having detailed information about the physical space is essential. Ideally, you should provide CAD drawings of the new building shell or existing space that you are adding onto, commonly referred to as background drawings, as-builts, or existing conditions drawings. If these aren’t available, I can work with you to arrange a service to obtain precise as-builts. Some construction companies offer this service, but there are also many laser scanning companies such as Matterport or Polycam that can provide not only 2d as-built drawings but also a 3d model of the space and a 360 photographic tour of the initial condition. For more information on this visit: https://matterport.com/blog/as-built-survey?srsltid=AfmBOopJbnWWEUqgtzoD5IET4HtkbIt250goYO79RM9x8IHvFzeQCSe7
A site visit to the new and/or existing space is highly recommended, as it allows me to observe crucial factors such as natural light, views, allowable heights and any significant structural elements that may interfere with the plan. If you’re planning an expansion, a site visit also enables me to evaluate how your current space is laid out and functions. However, I understand that time constraints often require quick initial layouts, which can make an early site visit difficult. In such cases, we can gather information through other means, such as discussing key aspects with you or reviewing photos of any features that might influence the design.
If you’re still deciding on a property or new location and need to assess whether the space can accommodate your requirements, our testfitting service is designed to help you make that determination, without the need for a full space planning service.
04
Decide on any important ratios for space planning
The final piece of information we’ll need to gather is any critical ratios your project must meet. While not all ratios apply to every project, if you have specific goals, I’ll ensure the design aligns with those targets. If you’re unsure about these numbers, that’s perfectly fine—we can work through them together as we develop the design. To determine these ratios, it’s helpful to understand where you currently stand. If existing floor plans are available, we can calculate these ratios for your current space, providing a benchmark to help you decide whether you want higher or lower ratios in the new design.
It can be challenging to visualize how different ratio numbers will feel in the new space—such as whether 30% or 40% circulation is right for you. To help ease this concern, we can use virtual reality and real-time virtual walkthroughs, allowing you to experience the space and feel the difference between a high-density and a low-density workspace. As we continue working together throughout the design process, these tools will be invaluable for making informed decisions about these ratios, ensuring you are completely satisfied with the final result
Gross Density Ratio
The number of people or workstations per square foot of the total gross area of a building or floor, including circulation areas, mechanical rooms, restrooms, and other non-usable spaces. Usable area (net area) can also be used which does not include non-useable spaces.
Density can vary significantly based on industry and preferred work style. An average high density workspace is around 100sf/person while an average low density workspace is around 400sf/person. This number is influenced by factors such as workstations versus private offices, number of conference/ meeting rooms, and available amenities.
Balance between density and comfort is crucial for creating a workspace that not only attracts and retains employees but also provides them with the appropriate focus areas, meeting spaces, and collaborative environments tailored to their roles.
Efficiency ratio
The relationship between the usable (net) area of a building and the total (gross) area, including circulation, mechanical spaces, walls, and other non-usable areas.
This ratio is key for understanding how efficiently a building’s floor space is utilized and is often used to compare the efficiency of different buildings or designs. Generally, a higher efficiency ratio is preferred, but several factors can influence this metric. For example, the shape of the building—a rectangular structure is typically more efficient than a curved one, but if you value the aesthetic of organic forms or are considering a non-orthogonal building, this may be a trade-off you’re willing to make.
Additionally, consider amenities and spaces not included in your rentable square footage, like shared storage rooms, mechanical areas, or common restrooms. While these features may reduce or increase the efficiency ratio, they can still be valuable for your business. It’s essential to view these numbers in context, understanding that a lower efficiency ratio doesn’t necessarily mean a less effective design.
Circulation ratio
The proportion of a building’s area dedicated to circulation spaces (like corridors, stairwells, and elevators) compared to the total area.
A well-designed circulation ratio ensures that there is adequate movement within the building without sacrificing too much usable space. This number varies from around 20% at the low end to around 45% at the high end and is affected by many factors including: overall desired comfort, industry standards, workstations versus private offices, and amount of amenity space such as coffee bars, waiting areas or open collaboration spaces.
Open office designs generally require a higher circulation ratio to maintain a comfortable atmosphere that doesn’t feel overly dense, like a call center. While there are other strategies to break up large spaces, it’s crucial to incorporate negative space, especially in the expansive open environments typical of open office plans. On the other hand, if your company favors private offices, the circulation ratio can be lower, though you may still want to allow for more generous circulation in public or client-facing areas to enhance comfort and flow
05
understand Future Growth Plans before starting the space planning process
Before diving into the space planning process, it’s essential to consider your company’s future growth plans. While it’s true that predicting future growth with complete accuracy can be challenging, having these conversations early on allows us to plan for potential expansion or changes.
Understanding your long-term goals—whether it’s an increase in staff, the addition of new departments, or the introduction of new services—enables us to design a flexible space that can adapt to your evolving needs. Even if these plans aren’t fully established, discussing possible scenarios helps us create a space that can accommodate future growth, ultimately saving you time and money on potential renovations or reconfigurations down the line.
Preparing these crucial aspects before starting the space planning process ensures a smoother experience and a final design that truly reflects your company’s needs and vision. By investing time upfront, you not only enhance the efficiency of the project but also create a space that can adapt to future growth and changes. I’m committed to working closely with you to bring your vision to life, creating a space that is both practical and aligned with your business goals.
Leave a Reply