Office Layout Planning

Written by Norma Anthony | Oct 22, 2026, 8:46:23 PM

Signs Your Space Works Against You and What To Do About It

In some workspaces, the points of failure are obvious, such as having too few desks to support hybrid workers or a lack of storage. Unfortunately, they can still have an outsized effect on employee productivity and morale.

Here, we’ll explore important signs to watch for in your office or workspace, the impact they can have, and critically, how you can fix them.

Don’t Ignore Symptoms of a Failed Layout

Some symptoms of a layout that isn’t working very well are easy to spot, like supplies that don’t have a home, or a desk that juts out into a walkway. But they usually don’t tell the full story.

When a space isn’t working, some of the best clues are in the behaviors of people operating within it. Most people act with intention at work, so their behavior is probably the result of a decision or a choice to solve a conscious or unconscious problem, even if that solution is temporary or not ideal.

What people aren’t doing is as important as what they are doing. For example, if most staff avoid a certain space, that avoidance is just as telling as when everyone vies for certain, more comfortable chairs at the conference table.

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Decoding What the Behaviors and Patterns Mean

Stacks of boxes stashed in a hallway and “hot desk” workstations that never get used are frustrating, but these things may occur for a variety of reasons. To really solve problems, you need to get to the underlying cause of the behaviors that precede these situations.

If it’s not obvious why patterns of behavior are developing, make notes about the specific situation, but don’t stop there.

Employee Feedback Points to Solutions

There’s danger in assuming why a behavior occurs, especially if you’re not fully familiar with the larger context, such as specific job duties, group dynamics, or procedures. Without this kind of background knowledge, the odds are good that you’ll guess wrong.

It’s best to take the list of observations to the employees involved with them, whether that’s a single person, team, or the whole organization. There are two goals for feedback:

Checking your understanding of the behaviors and what causes them.
Learning what solutions they propose.

Not only does this approach allow for brainstorming and uncovering larger patterns or problems, but it also reduces the risk that solutions will cause more problems.

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Fixing Layout Problems Starting With Root Causes

What’s causing a problem isn’t always obvious at first glance. Discussing the situation and inquiring why it happens is a critical step in drilling down into a problem for a lasting solution.

For example, if boxes are chronically stacked in the hallway, they create a physical bottleneck, a tripping hazard, and make it harder to find the items inside, since they are not where they’re supposed to be stored. It’s a clear problem that needs a solution.

Everyone can agree that a stack of boxes in the middle of the hallway is a problem, but simply moving the stack won’t necessarily prevent a similar problem in the future. That’s because it’s not clear exactly why they ended up there in the first place.

There are multiple possible reasons:

Why boxes end up in the hallway and how to address the cause
Possible root cause	Possible solutions
Possible root cause The storage closet is too cluttered and full of old equipment.	Possible solutions The closet needs a thorough cleanout. Relocate some of the items.
Possible root cause Shelves are not deep enough for boxes.	Possible solutions Install deeper shelves. Designate secondary storage for large items.
Possible root cause No time to travel to the closet regularly.	Possible solutions Assess task allocation to build in scheduled time. Relocate storage to facilitate upkeep.
Possible root cause Leaky closet damages items inside.	Possible solutions Locate and repair the leak. Cover or protect items temporarily. Relocate storage.

Follow Through and Follow Up

Once a solution is identified, it’s time to test it out. Make a list of all the steps involved in making the change, from scheduling and completing repairs or decluttering, to moving or replacing furniture, to helping each other remember to adopt new procedures or systems.

After a few weeks, reconvene to see how the solution is working (and to make sure it isn’t causing new challenges). This is also a good time to make adjustments and make temporary changes to schedules or the physical layout permanent.

Common Symptoms of Layout Failures, Clarifying Questions, and Solutions

Each workspace is unique, which means problems with layout and workflow are never one-size-fits-all. The table below summarizes some typical behaviors and issues many offices face, and tips for analyzing and resolving them.

Office layout symptoms, questions, and possible solutions
Observed Behavior	Questions to Uncover Root Causes	Possible Solutions
Observed Behavior Spaces and zones are avoided or underused, even when designed for specific activities or purposes.	Questions to Uncover Root Causes Are there environmental challenges in the space, such as uncomfortable chairs, temperature extremes, insufficient light, glare from windows, cramped spaces, a lack of privacy, or a feeling of isolation? Are other spaces becoming overcrowded as a result? Is the space overtaken by items that don’t belong, like clutter, equipment, or extra furniture? Is the space in the line of foot traffic or bombarded by noise from the rest of the office?	Possible Solutions Make the space inviting: Address sources of suboptimal climate and light. Confirm that the seating and tables are comfortable. Include partitions, glass walls, sound panels, or plants to define the physical zone, especially in open-plan offices. Use furniture, modular walls, and other fixtures to route foot traffic around zones, instead of through them. Plan needed team adjacencies and activity stations efficiently. Add focus rooms or zones to support quiet or uninterrupted work.
Observed Behavior Pop-up meetings in hallways, cubicles, break areas, etc.	Questions to Uncover Root Causes Are people who need to collaborate regularly sitting too far apart? Are designated meeting spaces always in use or cluttered? Is the needed technology, such as screens or speakers, missing from meeting rooms?	Possible Solutions Add meeting space by converting unused offices, nooks, or zoning tables with partitions. Use booking software so groups can “claim” meeting spaces reliably. Confirm meeting rooms have the necessary technology and soundproofing.
Observed Behavior Hybrid employees scramble to find a workspace every time they come in.	Questions to Uncover Root Causes What is the greatest number of open workstations or hot desk areas needed on any given day? What equipment and technology do hybrid employees bring, and what must you supply? Are all workstations comfortable and free from clutter so workers can set up quickly on arrival?	Possible Solutions Add dedicated workstations that are reserved for hybrid employees. A hybrid worker zone should have easy access to collaboration spaces and in-office colleagues. Include charging ports, outlets, phones, task lighting, and ergonomic chairs at every workstation.
Observed Behavior Traffic jams or collisions in hallways.	Questions to Uncover Root Causes Are banks of cubicles too close or too large to walk around? Are there sufficient aisles and walkways throughout the office? Are equipment, furniture, or other materials blocking walkways? Are alternate paths or halls being avoided? Why?	Possible Solutions Widen narrow passages or make it easier to take detours if necessary. Rearrange cubicles, tables, and desks to allow for multiple paths to common destinations (e.g., copier, breakroom, restrooms). Address storage and clutter problems, and remove unneeded equipment from walkways.
Observed Behavior Everyone leaves for lunch and breaks nearly every day.	Questions to Uncover Root Causes Is there a breakroom with working appliances (i.e., fridge, microwave) and a sink? Does the breakroom stay clean and well-stocked with paper products, coffee, and other amenities? Are comfortable seating and tables available in or near the breakroom? Do coworkers respect each other’s break time, or is leaving the only way to get a break? Are individual workspaces private enough to allow for quick meals?	Possible Solutions Replace damaged or broken appliances, fixtures, and furnishings. Partner with Office Basics for streamlined breakroom supplies, snacks, and equipment. Be intentional, ensuring that everyone respects each other’s break times. Designate adequate space for socializing or solo dining to accommodate preferences. Incorporate comfortable chairs that are easy to move, tables, trash receptacles, and counters that make simple food prep and clean up easy.
Observed Behavior Visitors ask where to wait or stand awkwardly near entrances or offices.	Questions to Uncover Root Causes How many visitors do you typically have, and how frequently? Are visitors clients, vendors, delivery people, or others? Do visitors stay long enough to require work or meeting space for extended periods?	Possible Solutions Designate a space with enough room for visitors to check in, hang up coats, and sit that is not in the central, busy office zone. Add tables and chairs that can function as an impromptu work or meeting space. Consider using special decor and furniture to create a reception or welcome zone.
Observed Behavior Packages and supplies that pile up in work areas or create tripping hazards.	Questions to Uncover Root Causes Does available storage space match backstock volume and usage rates? Are old supplies and broken equipment tying up needed space? Are storage areas convenient to the rest of the office and easy to access?	Possible Solutions Audit the balance of supplies and materials that come into the office compared to how quickly they are used up. Reduce order volume if you’re simply buying too much. Declutter and reorganize stored items, discarding damaged items. Label shelves and drawers, and avoid stacking or nesting items, so putting things away is as easy as taking them out. Make sure storage areas are well-lit and shelves and doors are secure.
Observed Behavior Noise-canceling headphones and earbuds have become the norm.	Questions to Uncover Root Causes Does sound carry across an open floor plan? Do hard surfaces and walls amplify noise and echoes? Are meeting spaces inadequate?	Possible Solutions Add partitions and noise-blocking panels. Add soft furnishings, carpet, or curtains to dampen noise. Designate quiet zones, meeting and collaborative spaces with doors, and focus pods with soundproofing.
Observed Behavior Teams aren’t collaborating as often as they need to.	Questions to Uncover Root Causes Are teams grouped for easy collaboration or too dispersed? Is there a large enough space for effective meetings? Do other meeting schedules preclude collaboration?	Possible Solutions Locate groups in proximity to facilitate collaboration. Include movable, large tables and at least one large meeting room to accommodate everyone. Consider using booking software to make it easier to reserve meeting space.

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Get Help Planning an Office Layout that Works for Your Team

A layout that doesn’t support productivity undermines everyone’s work and morale. Instead of quick fixes that don’t last or that just create more challenges, take the time to dig into the behaviors that arise and learn what drives them. That’s the key to solutions that last.

The team at Office Basics has over 35 years of experience with office layout planning, assessment, and configuration. If you’re looking for solutions, want to visualize different design options, or don’t quite know where to start, contact us!

FAQs

How can I determine which type of layout will work best for my organization?

The type of work performed is a big indicator, including how frequently you have visitors or clients in your office, if collaboration and meetings among employees are common, and if you have many remote or hybrid employees. Gathering feedback from employees will also help determine what kind of layout they find the most productive. Check out our blog for additional considerations.

We’re interested in an open-plan layout, but will it be too loud to get work done?

Factors like the number of employees, the amount of meetings and phone calls, and even carpet and furniture choices, impact acoustics and noise levels. Adding carpeting, curtains, or modular panels helps by absorbing and blocking sound. Or, consider adding work pods or similar private workspaces to ensure there are always quiet areas available. Our blog has more tips on how to make open office plans work.

How much space should we allocate for each employee’s workspace?

While the amount of total square footage in your office is always a limiting factor, each person should have enough room to sit comfortably at their desk and push their chair back enough to get up easily. A more dense layout, with less than about 40 sq. ft. per workstation, will probably feel cramped, and many open office plans target 60 or more sq. ft. Semi-private and private office spaces are usually larger, especially when shared or if they will contain tables, storage, or additional furniture. Think about 75 to 100 or more sq. ft. in these cases.

How long will our office layout redesign take?

Plan on at least 8 weeks or longer if any demolition, construction, rewiring, plumbing, painting, or carpeting work is included. The longest phases are generally ordering furnishings and waiting for delivery, as well as physically rearranging and moving in. Avoid starting a redesign during especially busy periods if you can, so people are more likely to have some time to spend on the project.

It may be tempting, but don’t skimp on the assessment and brainstorming phase, since it takes time for the best ideas to emerge, and employees are more likely to buy into change when they’re involved.

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