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What is a Space Planner?

Office space planning has traditionally meant the intentional configuration of a workspace that carefully considers layout, furniture, and workflow to optimize employee productivity and safety. Since the COVID-19 upended traditional workspace layouts and working models, offices have evolved into multifunctional hubs, emphasizing flexibility and adaptability. Hybrid work models have reshaped the purpose of physical office spaces, requiring environments that accommodate both in-person collaboration and remote work seamlessly. Behind this highly prized and valuable work lies one person — often working cross-functionally or as part of a larger team — who is responsible for manifesting the needs of the business and personal comfort and safety within the confines of the modern workspace. This person is the space planner.

Definition of a Space Planner

An office space planner is a pivotal figure responsible for optimizing the functionality, efficiency, and aesthetics of a workspace. Their role involves a multifaceted approach encompassing design, architecture, and strategic planning to create environments that align with organizational goals and cater to the needs of employees. They begin by comprehensively assessing the company’s objectives, workforce dynamics, and spatial requirements.

Their responsibilities include space utilization analysis, conceptualizing layouts, and designing floor plans that maximize productivity. This involves considering ergonomic principles, traffic flow, and collaborative spaces to foster a work environment that’s conducive to the proper functioning of an organization and all its operations. They collaborate closely with stakeholders, architects, interior designers, and facilities management teams to execute these plans.

One of the critical secondary responsibilities of an office space planner is staying informed about industry trends, enabling technology, and sustainability practices. They’re also responsible for navigating the complexities of compliance, building codes, accessibility standards, and health and safety regulations, ensuring that the workspace meets legal requirements.

Ultimately, their job requires harmonizing form and function, crafting spaces that not only accommodate tasks but also promote employee well-being, creativity, and collaboration while reflecting the company’s brand and culture.

Why Space Planning is Important

Office space planning has always been a critical consideration for businesses and their employees due to its substantial influence on productivity, collaboration, and overall well-being in the workplace. A well-designed space is tailored to the specific needs of the organization and its workforce, and it confers several tremendously valuable benefits.

First, effective office space planning and productivity go hand-in-hand. Thoughtfully organized layouts create ergonomic workflows that reduce unnecessary movement and increase efficiency. Strategic placement of workstations, meeting areas, and collaborative spaces enhances teamwork and communication, leading to better business outcomes.

A well-planned office environment also enhances employee satisfaction and well-being. Comfortable, aesthetically pleasing spaces with ample natural light and proper ventilation boost employee morale and mental health. Creating zones for relaxation and quiet focus can reduce stress and improve overall job satisfaction.

Additionally, office space planning reflects a company’s culture and values. A thoughtfully designed workspace communicates brand identity and can inspire creativity, innovation, and a sense of belonging among employees.

Flexible and adaptable office spaces accommodate changing business needs. As companies evolve, an adaptable workspace allows for seamless transitions and scaling, reducing the cost and disruption associated with major structural changes.

Office space planning isn’t just about arranging desks and chairs — it’s about crafting an environment that nurtures productivity, supports well-being, embodies company culture, and adapts to the evolving needs of both the business and its employees.

What Does a Space Planner Do and What are Their Key Responsibilities?

An office space planner is primarily responsible for designing and implementing functional, efficient, and dynamic work environments. They’re required to understand an organization’s objectives, culture, and the needs of its workforce to design and optimize office spaces. They carefully analyze spatial requirements, traffic flow, and employee interactions, translating these insights into detailed floor plans and layouts that enhance productivity and collaboration.

Working closely with stakeholders, architects, interior designers, and facility managers, an office space planner conceptualizes and executes designs that strike a balance between aesthetics and functionality. They consider ergonomic principles, natural light utilization, and acoustic comfort while creating zones for collaboration, focus, and communal areas, aiming to create an environment that resonates with the company’s ethos.

Their role extends beyond the physical space, encompassing compliance with building codes, accessibility standards, and health and safety regulations to ensure a safe and legally compliant workplace. The best space planners diligently keep up with industry trends. Today, this means incorporating innovative digital technologies and sustainable practices into their designs. 

Office space planners use a wide range of tools and software solutions to optimize workplaces for productivity, safety, and employee well-being. Technology solutions include computer-aided design (CAD) software for creating detailed floor plans and visualizations for customizing space layouts efficiently.

Space optimization solutions like Lambent Spaces help space planners solve space issues with data. It offers colorful, clear visuals and continuous reporting of where and when spaces are used. 

Ergonomic assessment tools can also help with evaluating furniture and workstation layouts, promoting employee health and comfort. Simulation software helps in testing different design scenarios, optimizing traffic flow, and enhancing workplace safety protocols.

Benefits of Hiring a Space Planner

Hiring an office space planner offers numerous benefits to a business or organization. These professionals can bring valuable expertise in optimizing spatial layouts and enhancing productivity by strategically orchestrating work areas, collaborative spaces, and circulation flow. This maximizes the use of available space, potentially reducing real estate costs while ensuring an efficient workplace.

Additionally, office space planners create environments that align with the company’s goals and culture. They design spaces that reflect the brand identity. By considering ergonomic principles and employee well-being, they contribute to a healthier and more comfortable workspace, potentially reducing absenteeism and increasing overall job satisfaction.

Their knowledge of industry trends and technologies enables integration of modern tools and innovative solutions, enhancing communication and connectivity within the workplace.

During and after the global Covid pandemic, space planners played a critical role in rapidly redesigning workspaces to adapt to new social distancing measures. They drastically reconfigured layouts, and were early adopters of touchless technology. They implemented sanitization stations, ventilation improvements, and regular cleaning schedules that have become standard space planning practices.

What to Look For in a Space Planner

Ideal candidates to fill a role as an office space planner possess a combination of specialized education and professional experience. Common areas of study include architecture, interior design, or facilities management. Space planners will often have professional experience in related roles at architectural firms, real estate companies, or within the facilities management departments of corporations. Candidates should be able to demonstrate a strong portfolio showcasing design skills, a deep understanding of spatial dynamics, and an ability to align designs with business needs.


To learn more about how Lambent Spaces helps Real Estate leaders understand where there are opportunities for new space potential and how to design for employee experience, check out our recent blog Optimizing Hybrid Work Strategies with Smart Space Planning or contact one of our experts at all-sales@lambentspaces.com.

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