Hybrid work has reshaped the purpose and function of the modern office. Instead of serving mainly as a daily desk destination, the workplace is becoming a hub for collaboration, problem-solving, culture and team connection. For organisations planning a commercial fit out, office refurbishment or design and build project, this shift makes space planning more essential than ever.

This article builds on our previous insights—read our earlier space planning blog here—and offers a deeper, research-driven guide to creating a future-ready workplace. The aim is simple: help businesses understand how to design smarter, more adaptable office environments that align with hybrid working patterns and evolving workforce expectations.

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Why Hybrid Working Demands New Thinking

The shift to hybrid working is no longer a trend—it’s a structural change across UK businesses.

Key research findings:

  • 84% of UK workers plan to work hybrid long-term, according to ONS labour market data.

  • The British Council for Offices (BCO) reports that office attendance now averages 50–60%, with Tuesdays to Thursdays peaking highest.

  • CIPD research found that 61% of organisations have introduced hybrid policies, significantly altering space utilisation patterns.

  • BCO’s updated guidance suggests increasing the typical space-per-person allocation from 12.5 m² to 15 m², acknowledging the shift toward collaboration zones, wider circulation, and wellbeing-driven layouts.

  • HSE guidance highlights workplace factors such as ventilation, layout, lighting and ergonomics as critical to wellbeing and productivity—directly influencing space planning decisions.

What this means for your project: Every business now requires a more intentional approach to layout, circulation, work settings and zone planning. The old “one desk per person” model no longer aligns with real occupancy or the role the office plays today.

What Smart Space Planning Looks Like Today

A modern workplace strategy should reflect how people actually use the space. The following components form the foundation of effective office design in the hybrid era.

1. Understanding Real Utilisation & Attendance Patterns

Before any refurbishment or fit out, it’s important to measure:

  • How often employees come in

  • Which days are busiest

  • How meeting rooms are used

  • What percentage of desks sit empty each day

  • Where bottlenecks and unused dead zones exist

Studies from CBRE and JLL show that many organisations still operate with 40–60% average desk occupancy, while collaboration spaces are increasingly in high demand. Measuring this data is the first step in designing smarter.

2. Prioritising Experience Over Density

Traditional office design focused on efficiency and cost per head. Today’s successful workplaces focus on:

  • Psychological comfort

  • Daylight access

  • Noise control

  • Movement and posture variation

  • Focus space vs. collaboration balance

This is supported by CIPD and HSE studies linking workplace comfort to improved engagement, reduced stress and higher productivity.

3. Multi-Purpose Zones for Modern Workflows

Hybrid working has created four dominant workspace types:

  • Collaboration zones for workshops, team stand-ups and problem-solving

  • Focus zones for deep work with minimal noise

  • Hybrid meeting rooms supported by high-quality AV

  • Touchdown spaces for employees on flexible schedules

A well-planned fit out blends these into a coherent, intuitive layout.

4. Technology-Ready Design

Hybrid office success depends on the right technology. Space planning should account for:

  • AV systems for hybrid meetings

  • Wireless collaboration tools

  • Hot-desking and room-booking systems

  • Smart sensors and utilisation analytics

  • Power and data accessibility

JLL research notes that only a small proportion of organisations are using data to its full potential—which means those who do will gain a strategic advantage.

5. Wellbeing, Health & Safety Compliance

HSE and UK Government workplace guidance emphasise:

  • Proper ventilation routes

  • Safe circulation pathways

  • Light quality

  • Acoustics

  • Ergonomic station design

Space planning should integrate these factors rather than treating them as post-design additions.

A Practical Step-by-Step Approach to Planning Your Fit Out or Refurbishment

The following model is commonly used by experienced design and build contractors and office refurbishment specialists:

Step 1 – Workplace Discovery & Utilisation Audit

Gather occupancy data, conduct staff interviews, audit your current layout and performance.

Step 2 – Define Hybrid Principles

Clarify how the business intends to use the office (collaboration-first, client-facing, innovation hub, etc.).

Step 3 – Test Fits & Early Concept Design

Create floor plans showing potential layouts, zoning options and traffic flow improvements.

Step 4 – Technology & Infrastructure Integration

Ensure AV, IT, mechanical systems and power requirements are part of planning—not an afterthought.

Step 5 – Detailed Design & Build Planning

Develop technical specifications and programme of works.

Step 6 – Delivery & Soft Landings

Post-completion, assess usage, adjust layouts and continue refining as hybrid patterns evolve.

Frequently Asked Questions

1. How much office space do we need for hybrid working?

Benchmarks vary, but BCO now advises approx. 15 m² per person depending on layout and workplace function.

2. Is a full refurbishment necessary to optimise hybrid working?

Not always. Many organisations achieve better utilisation simply through zoning, furniture changes, and improved technology.

3. How often should our office design be reviewed?

Every 12–18 months, or sooner if your hybrid policy changes.

4. What is the difference between a fit out contractor and a design & build contractor?

A fit out contractor focuses on delivering the physical build. A design & build contractor manages both design and construction for a streamlined project.

5. What are the most common “missed opportunities” in hybrid office planning?

  • Designing for full attendance instead of actual usage

  • Insufficient hybrid meeting technology

  • Underestimating noise control

  • Too many fixed desks

  • Lack of variety in work settings

Final Thoughts

Smart space planning is about creating environments that support people, culture and performance—not just filling a floorplate with desks. As hybrid working continues to evolve, the most successful workplaces will be flexible, technology-enabled and deeply aligned to user behaviour.

Access Hybrid Space Planning Checklist

If your organisation is preparing for a fit out or refurbishment project, taking a strategic, research-led approach to space planning will ensure your workplace remains resilient, future-ready and fit for purpose.

About TB Fit Out

TB Fit Out is a trusted UK fit out contractor, office refurbishment specialist, and design and build provider. We support commercial organisations in transforming workplaces through strategic space planning, thoughtful design and expert build delivery.

If you're evaluating your workspace or planning a project, you can get in touch with our professional and friendly team for guidance or an initial space audit assessment:

Call: 01293 775509
Email: sales@tbfitout.co.uk

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