Types of workspaces: A guide to smarter office design

Workspaces have changed dramatically in the last two decades. Once dominated by cubicles, private offices and rigid seating plans, the modern office now embraces flexibility, hybrid working and employee experience as central pillars of workplace design. The COVID-19 pandemic accelerated this shift, pushing organisations to rethink how – and where – work happens.

Understanding the different types of workspaces is more important than ever. Whether it’s traditional private offices, open-plan environments or dynamic activity-based layouts, the type of workspace chosen has a direct impact on productivity, collaboration and satisfaction. For organisations managing large property portfolios, the right mix of spaces can also unlock cost savings, improve sustainability and enhance long-term business resilience.

In this post, we’ll explore the main office workspace types, their advantages and challenges and how modern tools such as IWMS software and room and desk booking software are helping organisations get more from their real estate.

What is an office workspace?

An office workspace is any physical or digital environment where employees carry out work-related tasks. Traditionally, this meant assigned desks, meeting rooms and executive offices – layouts that reflected hierarchical structures and rigid routines.

Today however, the definition is much broader. Shared areas such as breakout zones and collaboration hubs are now common, designed to support informal discussions and team creativity. Hot-desking stations are increasingly popular, giving employees flexibility when they don’t have fixed seats. Remote and home offices, enabled by reliable digital connectivity have become essential for hybrid and distributed teams. Many organisations are also adopting hybrid offices, blending in-person and remote setups to give employees greater flexibility.

A well-designed workspace is more than just a physical setting. It acts as an enabler of company culture, a driver of efficiency and a reflection of organisational values.

Why office space types matter in today’s market

The rise of hybrid and remote work has changed employee expectations, with flexibility now seen as a non-negotiable. Organisations that continue with a one-size-fits-all model risk lower engagement and retention.

At the same time, office space remains one of the largest overheads for businesses. Smarter office space planning reduces unused areas and helps align costs with actual demand, ensuring budgets are spent more effectively. Employee experience is another powerful driver. Younger generations entering the workforce increasingly look for wellness, inclusivity and opportunities for collaboration when choosing where to work.

Sustainability and ESG commitments are also influencing office design. Minimising unused space and improving efficiency reduces energy waste and contributes to environmental goals. Finally, talent attraction and retention are closely tied to workplace design. Modern, flexible offices signal forward-thinking leadership and are a key differentiator in a competitive employment market.

By aligning workspace type with workforce needs, organisations can boost productivity while improving their workplace occupancy rate – ensuring their real estate delivers both value and efficiency.

What are the different types of workspaces?

Traditional office

The traditional office is characterised by private offices, fixed desks and a hierarchical design that reflects structured workflows. This layout is well-suited to industries such as law, finance and government where confidentiality, security and focus are essential. Its advantages lie in providing privacy and structure, but the trade-off is limited flexibility, less efficient use of space and fewer opportunities for collaboration.

Open plan office

An open-plan office removes most barriers, creating shared desk space that encourages communication and collaboration. These layouts are particularly effective in creative industries, startups and teams where rapid interaction is a priority. However, the downside is that noise and distractions can impact focus, while the lack of privacy may not suit all employees.

Coworking space

Coworking spaces bring together individuals and businesses within a shared environment. They provide flexible leases, access to modern amenities and opportunities for networking with like-minded professionals. This makes them attractive to freelancers, startups or organisations expanding into new markets. The main challenge is that companies often have less control over branding and may face variable availability of space.

Hot desking

Hot desking eliminates fixed desks, allowing employees to choose their seat each day. This approach improves space efficiency and can deliver cost savings for employers. However, employees sometimes feel frustrated by the lack of personalisation and without proper systems, seat availability can cause friction. The use of room and desk booking software can help organisations manage hot desking effectively.

Activity-based working (ABW)

Activity-based working provides different zones tailored to specific tasks. Focus areas, collaboration rooms and social spaces allow employees to choose the environment that best supports their work. The flexibility promotes agility and encourages movement, making it a strong fit for organisations that value innovation. However, ABW requires cultural adoption and clear management to ensure employees feel confident navigating multiple spaces.

Remote/home office

The home office has become an established option for many employees, offering flexibility, reduced commute times and improved work-life balance. It is particularly valuable for companies with global or remote-first policies. The challenge lies in maintaining team cohesion, avoiding isolation and ensuring reliable digital infrastructure to support productivity.

Hybrid workspace

Hybrid models blend in-office and remote working, giving employees freedom to choose where and how they work. This approach increases resilience and helps organisations optimise space by reducing the number of desks needed. To succeed, hybrid offices rely on clear policies and effective scheduling tools such as workplace management platforms that integrate booking, occupancy and analytics.

Other space types in a facility

Alongside primary office formats, supporting spaces play an equally important role in workplace design. Breakout areas offer casual, comfortable environments for social interaction or informal meetings, while meeting rooms provide more structured environments equipped with video conferencing for both small huddles and large conferences.

Phone booths and focus pods give employees access to quiet, private spaces for confidential calls or deep concentration, while wellness rooms provide dedicated areas for rest, meditation or nursing. Collaboration zones, often equipped with whiteboards, screens and soft seating, encourage teamwork and idea sharing. Touchdown spaces, such as quick-use desks or counters are designed for short visits or brief tasks. Together, these flexible spaces create a more inclusive and supportive environment that meets a variety of employee needs.

How to choose the right type of workspace

Selecting the right mix of workspace types involves both cultural and operational considerations:

1. Assess workforce needs – Analyse job roles, collaboration styles and remote preferences.
2. Consider company culture – Determine whether your organisation leans formal or casual, independent or collaborative.
3. Evaluate space utilisation – Use facilities management softwareto track occupancy and identify trends.
4. Plan for flexibility – Build in capacity for organisational growth and changing employee expectations.
5. Balance budget and ROI – Ensure investments deliver measurable productivity and engagement improvements.

Smart organisations are increasingly combining data-driven insights with office space planning to ensure every square foot delivers maximum value.

How tech supports office space optimisation

Technology is playing a central role in reshaping workplaces. Sensors and IoT devices provide real-time data on occupancy, temperature and lighting, enabling smarter energy use and space allocation. Space management within IWMS platforms tracks utilisation trends and supports reconfiguration, while digital twins create virtual models to simulate workplace scenarios and improve occupancy rates.

Smart building systems that integrate HVAC, lighting and access controls ensure comfort while maximising efficiency. Employee-facing apps are also becoming common, offering self-service desk booking, wayfinding and feedback channels. Combined with comprehensive IWMS solutions, these tools give facility managers full visibility across their portfolio and the agility to make better, faster decisions.

What is an ideal workspace?

There is no single blueprint for the perfect office. Instead, the ideal workspace adapts to the needs of the business and its workforce. It must be inclusive, catering to diverse working styles and roles. It should provide a balance between quiet areas for focus and open areas for collaboration, enabling employees to choose environments that best support their tasks.

Technology is another key component. The most effective workspaces are enabled by IWMS software and analytics tools that provide real-time insight into occupancy and utilisation. At the same time, wellbeing and sustainability remain central: offices should encourage healthy work practices, reduce stress and minimise environmental impact.

Ultimately, the best workspace is dynamic. It evolves alongside changing workforce expectations, market conditions and organisational goals. Continuous feedback and iteration ensure the environment remains aligned. Smart planning, supported by facilities management software and integrated workplace tools, gives organisations the ability to adapt and maintain a long-term competitive advantage.

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