16.2 Managing office space#
16.2.1 Managing office layout#
The office layout is important because of its impact on the flow of work, the economy of floor space and equipment, employee comfort and satisfaction, and impressions given to visitors. Layout planning is easier and most effective in new buildings. A more common problem is having to layout office facilities in a building that was not tailored to fit a statistical office’s needs, where space is often limited, and units must be fitted into predefined areas.
A general recommendation for office space arrangement is to optimise the ‘natural’ flow of work. This can be done by simulating the daily routines and arranging equipment to minimise unnecessary travel and delays. Organizational units that often cooperate or have related functions should be placed nearby to reduce travel time. Cross-cutting and overarching services, such as data processing or IT, should be placed conveniently near the departments that most often use their services.
Special attention should also be paid when designing social and meeting spaces, as functional spaces can be particularly beneficial for improving communication, cooperation and well-being.
Revisions of office layout should be carried out whenever a situation calls for a change, usually linked to decreases or increases in personnel. Minor reviews, on the other hand, should be performed at least every second year. The standard tool for the office space review is to regularly calculate, monitor and compare the average amount of space allocated to each staff per surface unit; bearing in mind the recommended space minimums and other specificities, such as placement of specialised equipment, printers, etc.
The Quick Guide to Office Space Planning (2025) (🔗).
16.2.2 Distribution of offices#
As employee satisfaction is one of the most important aspects of any successful activity, managing office space should be handled with particular care. Changes in office arrangements should be carefully planned, announced in advance and swiftly executed (the move should be organized over the weekend if possible). As the public sector has limited opportunity to provide wage increases, having a nice office may be seen as a sign of prestige. Distributing the office space in any organization can easily turn into a major management problem as changes in office layouts can motivate (and demotivate) staff as much as a promotion or demotion.
16.2.3 Open-space#
Some statistical offices have introduced open-space layouts, where office areas are divided by as few fixed walls as possible. The arguments speaking in favour of open-space office reduce costs, increased flexibility, collaboration, and teamwork. However, the main disadvantages of open-space offices are the lack of intimacy, noise and distraction.
16.2.4 Hot-desking#
Open office layouts are often combined with hot-desking, where workers take whatever desk is available, instead of having one assigned space. These arrangements are particularly useful for organizations, or units within an organization, that can use flexible working arrangements and organize the work so that multiple tasks can be performed remotely. The main benefit of hot-desking is cost reduction as it helps cut down on unnecessary real estate expenses by eliminating the waste of excess space. It is useful for organizations where workers spend much of their time travelling or spend part of the week working remotely and can create an atmosphere of open spaces and freedom. However, besides strong hygiene concerns, hot desking puts rather high stress on employees that like to personalize their working environment and configure their workstation.