In the age of hybrid working and growing expectations in terms of quality of life at work, the planning of professional spaces has become a strategic issue. Space planning is more than just reorganizing offices: it’s a global approach that combines functionality, well-being and economic performance. By optimizing every square meter, adapting spaces to new uses and reinforcing corporate identity, this method transforms workplaces into genuine levers of productivity and attractiveness. Discover how intelligent planning can revolutionize your working environment, reduce costs and enhance the experience of your employees.

What is space planning and why is it essential?

Space planning is a structured approach to designing functional, ergonomic and inspiring work environments. Unlike a traditional layout that focuses on aesthetics or furniture layout, space planning is based on an in-depth analysis of real team needs and organizational constraints. It involves studying traffic flows, collaboration patterns, confidentiality and concentration requirements, and then translating this data into an optimized occupancy plan.

This approach is all the more crucial today as working patterns evolve. With the spread of telecommuting and the adoption of hybrid models, offices are no longer static spaces where each employee has a fixed workstation. They are becoming modular, collaborative places focused on the user experience. A recent study reveals that the average occupancy rate of a traditional workstation is less than 60% in hybrid companies, underlining the urgent need to rethink the use of floor space.

Space planning is the answer to three major challenges:

• • Économique : réduire les coûts immobiliers en mutualisant les espaces et en éliminant les m² sous-exploités.

• • Humain : améliorer le bien-être et la productivité grâce à des environnements adaptés aux différentes activités (concentration, collaboration, détente).

• • Environnemental : intégrer des principes de durabilité, comme le choix de matériaux responsables ou l’optimisation énergétique, pour aligner les espaces sur les enjeux RSE.

The difference between layout and space planning

It’s essential to distinguish between layout and space planning. Layout involves implementing an already-defined project: choosing furniture, organizing workstations, decorating spaces. Space planning, on the other hand, is a preliminary, strategic step that structures the project. It answers fundamental questions: How many workstations are really needed? What types of space (individual, collaborative, informal) need to be created? How can circulation and interaction between teams be optimized?

Without this upstream consideration, even an aesthetically pleasing layout is unlikely to meet the company’s operational needs. For example, an oversized meeting room at the expense of concentration areas can be detrimental to productivity, while a poorly designed open space can generate noise pollution and stress. Space planning avoids these pitfalls by aligning space with actual usage and business objectives.

The concrete benefits of successful space planning

Investing in well-executed space planning offers measurable returns, both in financial and human terms. Here are the main benefits observed by companies that have adopted this approach:

Increased productivity thanks to adapted spaces

Studies show that a well-designed work environment can increase productivity by 10-20%. How can this be achieved? By providing employees with specialized spaces according to their activities. For example:

• • Concentration zones (individual desks, acoustic bubbles) for tasks requiring thought.

  • Collaborative spaces (brainstorming rooms, project corners) to encourage innovation and exchanges.

  • Places to relax (cafe areas, break rooms) to recharge batteries and strengthen team cohesion.

This diversification of spaces limits interruptions and optimizes working time. To find out more, discover how to transform your space into a collaborative and efficient place.

Better real estate profitability

Space planning helps to reduce unused floor space while maintaining – or even improving – the quality of the space. By adopting models such as Activity-Based Working (ABW), where employees choose their workplace according to their activity, companies can reduce their real estate footprint by 20-30%. This translates into :

• • A reduction in the costs of renting or purchasing space.

     

  • Optimization of energy expenditure (heating, lighting, air conditioning).

     

  • Increased flexibility to adapt to workforce variations without costly relocation.

This approach is particularly relevant in a context where the hybrid office is becoming the norm. Spaces must now be designed for variable, intelligent occupancy, rather than systematic presence.

Strengthening the employer brand

Your workspace reflects your corporate culture. A carefully thought-out layout that incorporates the brand’s values and identity sends a strong message to employees and visitors alike: that of a modern, well-being-conscious and innovative company. This translates into :

• • Better engagement from teams, who feel in tune with their environment.

     

  • Increased attractiveness for talents, particularly younger generations sensitive to the quality of life at work.

     

  • A positive image among customers and partners, who perceive the company as dynamic and responsible.

Initiatives such as the integration of wellness areas (gyms, showers, meditation areas) and green zones help to create a unique and motivating working environment.

Flexibility to anticipate developments

A company’s needs evolve over time: growth in headcount, organizational changes, adoption of new technologies… A well-designed space plan takes this evolutionary dimension into account by favoring modular and scalable solutions. For example:

• • Removable partitions to easily reconfigure spaces.

     

  • Multifunction furniture (transformable desks, modular tables).

     

  • Multipurpose areas that can transform from meeting room to coworking space as needed.

This adaptability avoids costly renovations with each change, and ensures that the environment is always aligned with the company’s strategies.

Key stages in effective space planning

To guarantee the success of a space planning project, a rigorous methodology is essential. Here are the essential phases, from needs analysis to implementation, design and change management.

Audit and analysis of uses

The first step is to understand how spaces are used today. This involves:

• • An analysis of the workforce: number of employees, attendance rate, working methods (teleworking, face-to-face, hybrid).

     

  • A study of flows: circulation between services, congestion points, confidentiality needs.

     

  • Interviews with teams to identify their expectations and frustrations (noise, lack of meeting spaces, etc.).

     

  • A technical survey: architectural constraints, safety standards, PMR accessibility.

This phase enables a precise diagnosis to be made, and levers for improvement to be identified. For example, a company may discover that 40% of its meeting rooms are under-used, or that its employees are sorely lacking in informal spaces for exchanging ideas.

Scenario design and test-fits

Armed with this data, our space planning experts draw up several layout scenarios, or “test-fits”. These sketches enable us to :

• • Compare different space distributions (employee/m² ratio, types of areas).

     

  • Evaluate the impact of each option on circulation, proximity between services and ergonomics.

     

  • Integrate innovative solutions, such as shared spaces or coworking areas, to optimize occupancy.

These scenarios are often presented in the form of 2D plans or 3D models, enabling decision-makers to visualize their future environment in concrete terms. This stage is crucial for validating choices before any financial commitment is made.

Zoning et modèle Activity-Based Working (ABW)

Once the scenario has been chosen, the next step is zoning, which involves defining areas dedicated to specific activities. The ABW (Activity-Based Working) model is today the benchmark in this field. It is based on the principle that each type of task requires a suitable environment:

• • Focus: individual offices, acoustic bubbles, quiet spaces for work requiring concentration.

     

  • Collaboration: equipped meeting rooms, project spaces with whiteboards, informal brainstorming areas.

     

  • Socialization: café areas, relaxation areas, terraces to encourage informal exchanges and cohesion.

     

  • Traffic: smooth passageways, clear signage, accessibility for all.

This model breaks with the traditional codes of the assigned office to offer employees freedom of choice, while optimizing the use of floor space. To find out more about new trends in workspaces, explore the emerging issues in this field.

Furniture selection and ergonomics

Furniture plays a central role in comfort and productivity. Successful space planning incorporates ergonomic solutions right from the design stage:

• • Sit-stand desks to vary postures and reduce musculoskeletal disorders.

     

  • Certified ergonomic seats, adjustable in height and inclination.

     

  • Intelligent storage to limit clutter and facilitate organization.

     

  • Acoustic boxes for confidential calls or meetings.

     

  • Adapted lighting (natural light, adjustable LEDs) to reduce eye fatigue.

The materials chosen (wood, fabrics, metals) also contribute to creating a warm, professional atmosphere, in keeping with the company’s identity. The aim is to reconcile aesthetics, functionality and durability.

Compliance, security and accessibility

A space planning project must comply with current standards, in particular :

• • ERP (Establishment Receiving the Public) rules for fire safety.

     

  • PMR (People with Reduced Mobility) accessibility requirements.

     

  • Minimum distances between posts, wide traffic corridors, and sufficient natural lighting.

Rigorous verification of these criteria right from the design phase avoids cost overruns and delays during the construction phase. It also guarantees a safe and inclusive environment for all employees.

Change support and iterations

Even the best plan will only be effective if users adopt it. That’s why achange management phase is essential. It can include :

• • Co-construction workshops with the teams to collect their feedback and adjust the project.

     

  • Tests of pilot areas before generalization.

     

  • Clear communication on new uses and expected benefits.

     

  • Post-installation adjustments to correct possible malfunctions.

This support encourages staff buy-in and ensures the sustainability of the project. It also helps to identify continuous improvements, as part of anongoing improvement process.

Space planning, a strategic lever for tomorrow’s companies

At a time when economic, human and environmental issues are intersecting, space planning is emerging as a global response to corporate challenges. It’s no longer just a matter of fitting out offices, but of creating work ecosystems that :

• • Optimize costs by reducing unnecessary surface areas and pooling spaces.

     

  • Improve performance by aligning the environment with the real needs of the teams.

     

  • Strengthen attractiveness by offering a modern and inspiring working environment.

     

  • Integrate sustainability through responsible materials and optimized energy management.

In this context, models such as thecollaborative economy and shared spaces are gaining in popularity, offering companies unprecedented flexibility. Space planning thus becomes a transformation tool, capable of anticipating changes in working patterns and positioning the company as an innovative and responsible player.

Whether you’re a VSE, an ETI or a major corporation, rethinking your workspaces is an investment whose returns – financial, human and strategic – can be measured from the very first months. To take your project a step further and make it a reality, don’t hesitate to discuss your needs with experts who can guide you towards a tailor-made solution.