Office building – definition
An office building is a non-residential structure intended primarily for administrative and office work . The Polish Classification of Buildings (PKP) includes classic office buildings in this category, as well as administrative buildings, offices, post offices, and buildings used by judicial authorities. Office buildings are included in the PKOB (Polish Classification of Buildings) in class 1220.
This type of facility can be occupied by a single organization or divided into several separate spaces. A smaller company may choose a single location. utility , while a larger entity may need an entire building or several floors.
When choosing a facility, it's not enough to simply check its total square footage. It's also important to consider how much of the space can be dedicated to workstations, and how much is occupied by corridors, stairwells, restrooms, technical rooms, and other common areas.
More information on the classification of such buildings can be found in a separate article which explains whether an office building can be considered a public building.
How much office space per employee?
When initially planning an office, you can roughly assume approximately 8-10 m² per workstation . However, actual space requirements depend on the layout of the space, the nature of the business, and the proportion of common areas.
The 8-10 m² figure is not a statutory minimum, but rather a guideline used when planning an office. It includes not only a desk and chair but also the space needed for free movement, document storage, and the use of equipment.
Occupational health and safety regulations specify the minimum requirements that permanent workspaces must meet. Each employee simultaneously occupying the space should have at least 13 m³ of free space and at least 2 m² of free floor space unoccupied by technical equipment, appliances, or furniture.
Meeting the legal minimum, however, doesn't guarantee that a given office space will be adequate for an organization. Too small a space can hinder communication, conducting meetings, storing documentation, and rearranging workstations. Excessively large space, on the other hand, increases the costs of purchasing, heating, cooling, cleaning, and ongoing maintenance.
How to calculate office space for the entire team?
Initial requirements can be estimated by multiplying the number of employees present at any one time by approximately 8-10 m². This figure should then be supplemented by the space allocated for communication, meetings, social facilities, documentation, and customer service. Therefore, the company's total requirements could be roughly as follows:
- 5 employees – a total of approximately 60-100 m² , if the office is to also include a small kitchen, toilet and a small meeting room or a separate office;
- 10 employees – a total of approximately 150-200 m², if the company needs a conference room, reception, social facilities and space for storing documents;
- 20 employees – a total of approximately 250-350 m² , if the office is to include several work zones, a larger conference room, offices, an archive and a correspondingly larger back office.
The above ranges are approximate. A company whose employees work primarily remotely may need fewer permanent workstations but more rooms for videoconferencing and project work. On the other hand, a law firm, office, client service facility, or business that stores paper documentation may need more offices and additional rooms.
Before making a decision, it's also worth determining the organization's growth prospects . If you're planning to increase headcount, the office property should allow for the creation of additional positions without the need for relocation or costly remodeling.
What else takes up office space besides workstations?
When estimating square footage, it's easy to focus solely on the number of desks. However, a significant portion of the building may be occupied by rooms that aren't directly assigned to specific employees.
The most important ones include:
- conference rooms and meeting rooms – used for customer conversations, team meetings and video conferences;
- kitchenettes and social rooms – their size should correspond to the number of users;
- reception and waiting room – needed especially in companies that regularly receive customers, contractors or suppliers;
- archives and reference warehouses – important in activities that require the storage of documentation, materials or equipment;
- common areas – including corridors, toilets, changing rooms and short break areas;
- technical rooms – intended for servers, installations, telecommunications devices or household equipment.
The layout of rooms can be just as important as the total square footage. A 200 m² office space with numerous narrow corridors and rooms without access to daylight may be less functional than a smaller space with a well-planned layout.
How to choose the right office building?
It's a good idea to start your office search by compiling a list of your company's needs. This should include the number of employees, the planned work model, the type of clients served, the required facilities, and the organization's anticipated growth.
When assessing real estate, you should pay attention to:
- total area and area that can be effectively used;
- layout and number of rooms;
- possibility of reconstruction and adaptation of the facility;
- availability of parking and public transport;
- technical condition of the building and installations;
- accessibility for people with limited mobility;
- heating, cooling, security and maintenance costs;
- designation of real estate in planning documents;
- possibility of placing company signage;
- an environment important to employees and customers.
A location doesn't have to be solely prestigious. It should, above all, align with the business's profile. For a company that serves customers, visibility and easy access may be important. A company that operates primarily online, however, may place greater importance on price, parking, technical infrastructure, and the possibility of future expansion.
It's also worth considering whether your business requires only office space, or also warehouse, service, or residential space. In the latter case, a multi-purpose facility, such as a mixed-use building , may be appropriate. A broader context for selecting such facilities is also provided in the commercial real estate market guide.
Entrepreneurs and investors can explore available properties for sale and select office properties in various locations. The offerings include properties with varying sizes, layouts , and adaptability.
FAQ – frequently asked questions
How many square meters of office space are there per employee?
Initial planning often assumes approximately 8-10 m² per workstation. However, the total square footage per employee may be larger when considering meeting rooms, kitchens, reception areas, circulation areas, and other common areas.
How to calculate office space for 10 employees?
Multiply the number of employees by a rough estimate of 8-10 m², and then add in the common space. Depending on the layout and business profile, a company employing 10 people may need approximately 150-200 m².
Does the office space include common areas?
This depends on how the data is presented in the offer. The total area may include corridors, bathrooms, stairwells, and technical rooms. Before purchasing, it's important to determine the actual square footage of the space the company will be able to use.
What rooms should be included in a functional office?
Workstations and restrooms are the foundation. Depending on the company's needs, meeting rooms, a kitchen, reception, archives, a server room, offices, a cloakroom, and a relaxation area may also be useful.
Do small businesses need a separate conference room?
Not always. In a small office, a dedicated room can serve as a conference room, also used for project work or online conversations. It's important that meetings don't disrupt the work of other people.
How to choose the right office building for your company?
It's important to compare square footage, layout, technical condition, location, parking availability, maintenance costs, and adaptability. It's also worth considering planned employment growth and determining how much of the building's total space will actually be available to employees.