ADMINISTRATIVEOFFICESPACEPLANNINGGUIDELINES
September2019
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• STATEMENTOFPURPOSE
• PLANNINGPRINCIPLES
• PLANNINGAPPROACH
• PLANNINGEXAMPLES
• CONCEPT
• DEFINITIONS
• GUIDELINES
• SPACESTANDARDS
• APPENDIX
2
CONTENT
STATEMENTOFPURPOSE
UCMERCEDADMINISTRATIVEBUILDING
UCSanDiegoisexperiencingrapidgrowthoncampusincludinganincrease
instudentenrollment,newconstructionsuchastheNorthTorreyPines
LivingandLearningNeighborhood,theTritonPavilionandthenewlightrail
systemcomingin2020.SpaceforstudentprogramsandAdministrative
officespacewillcontinuetobeconstraineduntilthesenewprojectsare
broughton‐line.Inanefforttomaximizetheefficiencyofexisting
administrativeofficespaceandtransformnewandrenovatedwork
environments,newadministrativeofficespaceplanningguidelinesarebeing
implementedoncampus.
Theseplanningguidelinesencourageamorebalanced“Activity‐Based”
workplaceenvironmentbyprovidingtheworkspacethatbestsupportsthe
workbeingperformed,insteadofassigningspacebyrankortitle.Additional
goalsincludecreatingequityofspace,withequalaccesstolightandviews,
providingmoresharedsocialspacesandencouragingmorecollaboration.
Theseplanningguidelinesaremeanttoprovideastartingpointforspace
plannerstodeterminetheamountandtypesofspaceneededwhen
designingnewofficesorreconfigurationofexistingadministrativeoffice
space.
Theseguidelinesarevoluntaryandapplytoadministrativeofficespaceonly,
anddonotincludeAcademicAffairs,Researchorlabofficedesigns.
AdministrativeOfficeSpacePlanningGuidelines
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PLANNINGPRINCIPLES
Createmodernspacestandardsthatpromoteflexibility,efficiencyand
productivity,whileprovidingappropriatesupportspacesandamenitiesthatfoster
collaboration.
1. Provideavarietyofprivateandcollaborativespacetosupport
allworkmodes
2. Encourageneighborhoodplanningconceptstobuildidentity
3. Createequityofspace
4. Provideequitableaccesstolightandviews
5. Providemoresharedsocialandamenityspaces
6. Encouragecollaboration
7. Createspacesthatprovideflexibilityforreconfiguration
8. Supportmobileworkersandalternativeworkschedules
9. Createspacesthathelpstoattractandretainemployees
10. Accommodateallgenerationswithintheworkplace
11. Usemodernspaceplanninganddensitymodels
AdministrativeOfficeSpacePlanningGuidelines
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PLANNINGAPPROACH
Thefollowingplanningconceptsprovideaframeworkforthinkingaboutthe
typeofspacethatisappropriateforyourgroup.Theseplanningconceptscanbe
combinedtomeetyourgroup’suniqueneeds.
Activity‐Basedplanningmodel
o Higherdensitydesignwithabalanceofprivate,sharedand
collaborativespaces
o Focusspacesforconcentratedwork
o Collaborativeandteambasedlayouts
o Supportsalternativeworkschedulesandstyles
Transitionalplanningmodel
o AveragedensitywithmorePrivateofficesforfocusworkmodes
o AblendofConventionalandActivity‐Basedapproaches
o Amenityspacesforfocusandsocialengagement
Conventionalspaceplanningmodel
o Lowerdensitywithaconcentrationofprivateofficesandfocuswork
modes
o CanincludeplanningconceptsfromActivity‐BasedandTransitional
o Providecollaborativespacesasneededforteams
o Requireslesscommunalworkspaces
AdministrativeOfficeSpacePlanningGuidelines
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ExamplesofActivity‐BasedPlanning
CONCEPT
Activity‐Basedworkplaceconceptshavebeenastapleofcorporateculture
foryearsandareincreasinglybeingusedinAcademicandInstitutional
settings.Activity‐Basedworkplacedesigncanonprincipal,reducethe
amountofspacededicatedtotheindividualworkspace,andincreasethe
amountofsharedcommunalandcollaborativespaces.Thistrendhasbeen
acceleratedbythereduceduseofprintedmaterialsandfilestorage
requirements.Thisapproachdoesnotnecessarilyresultinanoverall
reductioninsquarefootageperpersonsincesharedamenityspacesaddto
thetotalsquarefootage,howeveritdoesprovidegreaterflexibilityto
changeandadaptthespaceovertime.Developinguniformspaceplanning
guidelinescanimproveequityandensureflexibilityforlong‐termgrowth.
Therewillalwaysbeemployeeswhowillrequireaprivateofficeforfocused
work,handlingconfidentialmaterialsandmeetingwithstaff.Employees
assignedtomoreopenenvironmentworksettings,maysometimesrequire
aspaceformoreprivateconcentratedwork.Theserequirementscanbe
metwithprivate“Focus”roomsthatcanbereservedforheadsdownwork
oroneononemeetingsthatrequireconfidentiality.Inaddition,phone
roomsshouldbeprovidedforprivateconversations.
Activity‐Basedworkplaceconceptsalongwithtechnologysuchaslaptops
andcellphonescanprovideanenvironmentwheretheworkerisableto
choosebetweenavarietyofworksettings.Thisflexibilityincreasesworker
satisfaction,productivityandemployeeretention.CampusPlanningis
advocatingtheuseofActivity‐Basedworkplaceplanningprinciplesforboth
newandremodeledadministrativespace.CampusPlanningisavailableto
adviseeachVCareaforthereuseofspacewithintheirarea.
AUCSanDiegoAdministrativeSpaceManagementStudywasconductedin
2018byanoutsideconsultant,(Gensler)toprovidebenchmarkingstudiesand
recommendbestpracticesforcampusadministrativeofficespace.Readacopy
here:http://plandesignbuild.ucsd.edu/planning/space.html
TheAdministrativeSpaceManagementStudyincludedinterviewswithkeyUC
SanDiegostakeholders,siteobservationsofrepresentativebuildingfacilities,
andcomparedthemtopeerinstitutions.Keyrecommendationsincluded;
o Createacentralizedpolicygoverningadministrativespaces,utilizing
moderndensityandlayoutbenchmarks
o Developandimplementstandardsforworkplacetechnology(e.g.laptops,
dockingstations,VOIP,wireless,etc.)
o PlanandprogramappropriatesupportspacesinActivity‐Basedworkplace
layouts(e.g.amenities,collaboration,phonerooms,etc.)
o LeveragetheTritonPavilionasanovelopportunitytodiscoverand
implementnewplanningpracticesbasedonworkactivities,ratherthan
titles
Thespaceplanningguidelineshereinweredevelopedaround:(1)TheUCSan
DiegoAdministrativeSpaceManagementStudy;(2)currentindustry
standards;(3)benchmarkingdatafromotheracademicinstitutionsandprivate
industry;and(4)programsdevelopedfornewprojectsoncampus.Office
Workspacerefersbothtoprivateandsharedofficesandworkstationsor
cubiclesinanopenarea.
AdministrativeOfficeSpacePlanningGuidelines
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PLANNINGEXAMPLES
ACTIVITY‐BASED
PLANNING
TRANSITIONAL
PLANNING
CONVENTIONAL
PLANNING
FOCUS
COLLABORATION
SOCIAL
LEARNING
AdministrativeOfficeSpacePlanningGuidelines
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DEFINITIONS
TheUCSanDiegoAdministrativeSpaceStudyrecommendsabalanced
Activity‐BasedWorkplacedefinedasneighborhoodsthatareplannedto
supportallfourworkmodes,givingpeoplechoiceinhowandwherethey
work.ThestudyfurtherdefinesActivityBasedworkplace;
Anactivity‐basedworkplace,withavarietyofopenandclosedspace
types,providesamorebalancedworksettingthatenablesbothfocus
andcollaboration.Thiscreatesanenvironmentwherepeoplehave
morechoiceinwheretowork,improvingtheemployeeexperience.A
morebalancedenvironmentcanalsocreatepositiveculturalimpacts,
includinggreateraccesstoleadership,increasedawareness,and
strongerteams…activity‐basedworksettingscanimprovethe
employeeexperiencebyprovidinggreaterbalanceandchoiceinwork
settings
Gensler/UCSDAdministrativeSpaceManagementStudy
AdministrativeOfficeSpacePlanningGuidelines
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ACTIVITY‐BASEDWORKPLACE
OpenCollaborativearea
SocialLounge
DEFINITIONS
ACTIVITY‐BASEDNEIGHBORHOODCONCEPT
AdministrativeOfficeSpacePlanningGuidelines
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DEFINITIONS
TheUCSanDiegoAdministrativeSpaceStudyrecommendsanActivity‐
Basedworkplacedefinedasneighborhoodsthatareplannedtosupportall
fourworkmodes,givingpeoplechoiceinhowandwheretheywork.
Thefourworkmodesaredefinedasfollows;
o Focus‐Workinvolvingconcentrationandattentiontoaparticular
taskorprojectorconfidentiality.
o Collaboration‐Workwithanotherpersonorgrouptoachievea
goal.
o Socializing‐Workinteractionsthatcreatecommonbondsand
values,collectiveidentity,collegialityandproductiverelationships.
o Learning‐Workingtoacquirenewknowledgeofasubjectorskill
througheducationorexperience.
AdministrativeOfficeSpacePlanningGuidelines
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WORKMODES
Collaboration
Focus
Social
DEFINITIONS
WORKMODECHARACTORISTICS
AdministrativeOfficeSpacePlanningGuidelines
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DEFINITIONS
WORKMODESPACETYPES
AdministrativeOfficeSpacePlanningGuidelines
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GUIDELINES
GUIDELINESFORSPACEASSIGNMENT
Traditionalofficespaceallocatesprivateofficesattheexteriorperimeter
ofthebuildingwithworkstationsandsharedspacesawayfromthe
windows.Thiscreatesaninequalityinaccesstolightandviews.Amore
equitableapproachwouldbetoprovidecirculationandopenworkstations
attheperimeterwindowwalls,andlocateofficestowardstheinteriorof
thespacetoincreaseaccesstolightandviews.
A2012SpaceUtilization&ActivityAnalysisstudybyGenslerforthe
UniversityofCaliforniaOfficeofthePresident,revealstheutilizationrate
forworkstations,officesandsharedofficeswasonaverage46%.Thisoften
meansthatmanagementofficesareemptywhiletheoccupantismeeting
inconferenceroomsoroffsite.Amanagerthatistrulyamobileworker
couldbeassignedasmallertouch‐downspace.Thisapproachwouldfree
upaccesstothewindow,lightandviewsforemployeeswhospendmore
timeattheirdesk.Thiswouldalsoallowforworkstations,collaboration,
andsocialspacestobeadjacenttothewindowwall.Enclosedfocusspaces
suchasofficesandlargerclosedconferenceroomscouldbelocatedaway
fromthewindows.
Existingspacestandardsassignspacebasedonjobtitleorthelegacyspace
thatisavailableforreuse.Thesenewguidelineswouldallocatespace
basedontheappropriateworkmode.Workerswhospendamajorityof
theirtimeinteamorcollaborativeworkcouldbeassignedtoaFocus‐
team/collaborative worksetting.Focusworkerswhospendthemajorityof
theirtimeinconcentratedworkcouldbeassignedtoaFocus‐individual
worksetting.
AdministrativeOfficeSpacePlanningGuidelines
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Focus
FocusPhoneRoom
GUIDELINES
Focus/individualwork:36‐120sf
Thisindividualissomeonewhospendsmorethan50%oftheirtimeattheir
deskandneedsadedicatedworkspace.Theyengageinfocusedindividual
work50‐80%ofthetime.Theremainderoftheirtimemaybespentin
collaborativework,phonecallsandtimeawayfromtheirworkspace.This
personmaynotrequireaprivateofficebutmayrequirehigherpanelwalls
tocreatemoreprivacyandnoisecontrol.Anindividualthatsupervises
otherstafforneedaconfidentialworkspacemayrequireaprivateoffice.
Focus/shared:150‐200sf
Thisindividualissomeonewhospendslessthan50%oftheirtimeattheir
deskandneedsadedicatedworkspace.Theyengageinfocusedindividual
workmorethan50%ofthetime.Theremainderoftheirtimemaybespent
incollaborativework,phonecallsandtimeawayfromtheirworkspace.This
personneedsaprivateofficespacebutcanshareanofficebecausethey
arefrequentlyoutatmeetingsorclientlocations.
Hoteling‐Touchdown:36‐100sf
Thisindividualissomeonewhospendslessthan50%oftheirtimeattheir
deskanddoesnotneedadedicatedworkspace.Thisworkspacecanbe
timesharedbymultipleindividuals,andcouldbeasmallbenchingstyle
workstationoraphoneroomthatiseitherdedicatedoravailableonanas
neededbasis.
THEPROGRAMMINGPROCESS
Whencontemplatingthedesignorre‐designofanadministrativeofficespace,a
preliminaryassessmentofemployeeneeds,andthegoalsandbusiness
outcomesforthedepartmentshouldbeexplored,thisprocessisknowas
Programming.Somequestionstoconsider:
o Whataspectsofyourcurrentworkspaceworkordon’tworkforyourbusiness
goals?
o Howshouldthespacebedesignedtofacilitatecollaborationandinteraction?
o Whatfactorswouldincreaseemployeeproductivity,satisfactionand
retention?
o Whatarethelongrangegoalsforbusinessoutcomesandhowcanthe
workspacesupportthosegoals?
Anotherapproachtoconsideristhecreationofafocusgrouptohelpestablish
thesuccessfactorsforthegroup.Informalsurveysandquestionnairesaregood
toolstosurveystaffaboutthedesiredcharacteristicsforthenewspace.Take
thetimetocreateaProgramofSpace(seepage15)todetailthenumberof
currentemployees,futuregrowthandamenityandsupportspacesneededfor
yourgroup.
DETERMININGWORKSPACETYPES
Thefollowingguidelinescanhelpassistinmatchingtheappropriateworkspace
needed,withthetasksthateachworkerperforms.
Focus/team‐collaboration:36‐64sf
Thisindividualissomeonewhospendsmorethan50%oftheirtimeattheirdesk
andneedsadedicatedworkspace.Theyengageinfocusedindividualworkupto
50%ofthetimeanddonotrequireaprivateoffice.Theremainderoftheirtime
maybespentincollaborativework,phonecallsandtimeawayfromtheir
workspace.Thisisaworkspacethatcouldhavelowerfurniturepanelsandbe
moreopentothegeneralworkarea.
AdministrativeOfficeSpacePlanningGuidelines
14
SPACESTANDARDS
RECOMMENDEDSPACEALLOCATIONS
WORKMODE SPACETYPE ASF
Focus/
team‐collaborative Workstation 36/64
Focus/
individual work Workstation/Office/PhoneRoom 36/120
Focus
/shared Office 150‐200
Hoteling
‐touchdown Workstation/office 36‐100
Collaboration Small Conference‐
4person 120
Collaboration Opencollaboration‐
6‐8person 150‐200
Collaboration MediumConference‐
6‐12person 180‐360
Collaboration FlexibleConference Varies
Social Space Focus Lounge 60‐80
Social Space SocialLounge 150‐200
Learning Formal/Closed 25‐30
asfperpersonseated
AdministrativeOfficeSpacePlanningGuidelines
15
SPACESTANDARDS
FocusandSupportspaces
Thenumbersbelowindicatetherecommendedsizesforfocusandcollaborative
spaces:
FocusSpaces
o Focus/team‐collaboration:36‐64sf
o Focus/individualwork:36‐120sf
o Focus/individual‐shared:150‐200sf
o Focus/shared(Hoteling,touchdown):36‐100
o WorkGroupAreas:36‐64sfperemployee
SharedandSupportspaces
o ConferenceRoom:50sf+25‐30sfperpersonseated
o ReceptionArea:100– 200sf
o PublicCounter/Transaction:5linealfeetperstation
o Lunch/BreakRoom:75sf+25sfperpersonseated
o Halls/Corridorswithinthespace:30%to40%ofthetotalusablearea
o MailRoom:120sf
o FileRoom:200sf
Eachgroup willhavedifferentrequirementsbasedontheworkbeingdoneand
thedynamicofthegroup,aninformalsurveyofthedepartmentcanuncover
additionalamenityspacesthatcouldaidinproductivityandtheoverall
satisfactionofthestaff.
Forplanningpurposesassumethefollowingratiosasastartingpoint.
Calculationsfortotalsquarefootperperson
Thesesquarefootageestimatesincludecirculation,conferencingandshared
publicspaces.
o HighDensity (80– 150squarefeetperemployee):AnActivitybasedoffice
environmentwithsomeinternalprivate officesandsharedamenityand
focusspaces.Thisdensitymayworkbestwithcollaborativeteambased
settings.
o AverageDensity (150– 250squarefeetperemployee):Amoretraditional
officeconfigurationwithabalance betweenopencollaborativeworkspace
andfocusspaces.
o LowDensity (250– 350 squarefeetperemployee):Ahighdegreeof
enclosedprivateofficesandfocus workspaces.
CommonAreasandConferenceRooms
o HighDensity‐provideoneconferenceroomforevery10employees.Fora
50personofficeyouwouldneed5conferencerooms,inadditionto
privateworkstationsand/orcommunalareasofvarioussizes.
o AverageDensity ‐provideoneconferenceroomforevery15employees.
Fora50personofficeyouwouldneed3conferencerooms,provideamix
ofprivatephoneroomsand2personcollaborativespaces.
o LowDensity ‐with250– 350sfperemployee,you’llneedlesscommunal
workspaces.Provideoneconferenceroomper20employees.A50person
officewouldneedjusttwoorthreeconferencerooms
AdministrativeOfficeSpacePlanningGuidelines
16
PLANNINGRATIOS
SPACESTANDARDS
SAMPLEPROGRAMOFSPACE
AdministrativeOfficeSpacePlanningGuidelines
17
ThisProgramofSpaceprovides anexampleforplanningan administrative
officespaceforastaffof50people,usinganAveragetoHighDensityof
squarefootageperperson(80‐150s.f.perperson).Implementingthe
Activity BasedWorkplaceconcept,individualworkspaceshaveasmaller
allocationofspaceinordertoallowformoreshared,collaborativeandsocial
spaces.Withthistypeofhigherdensity,Activitybaseddesign,adequate
spaceshouldbeallocatedforprivatespacesforfocusedworkandshared
privatespaces.
TheActivityBasedWorkplacecanprovidemoreequityinthedistributionof
spacewhenallocatingprivatespacesawayfromthewindowwall,and
providemoreaccesstolightandviews.Thisplanningconceptallowsfor
moreflexibilitytoreconfigurespacesinthefuturetoadjusttochanging
staffingrequirementsandmissions.
• SPACESTANDARDSEXAMPLES
18
APPENDIX
SPACESTANDARDSEXAMPLES
FOCUSSPACE
AdministrativeOfficeSpacePlanningGuidelines
19
SPACESTANDARDSEXAMPLES
FOCUSSPACE
AdministrativeOfficeSpacePlanningGuidelines
20
SPACESTANDARDSEXAMPLES
FOCUSSPACE
AdministrativeOfficeSpacePlanningGuidelines
21
SPACESTANDARDSEXAMPLES
COLLABORATIONSPACE
AdministrativeOfficeSpacePlanningGuidelines
22
SPACESTANDARDSEXAMPLES
COLLABORATIONSPACE
AdministrativeOfficeSpacePlanningGuidelines
23
SPACESTANDARDSEXAMPLES
COLLABORATIONSPACE
AdministrativeOfficeSpacePlanningGuidelines
24
SPACESTANDARDSEXAMPLES
COLLABORATIONSPACE
AdministrativeOfficeSpacePlanningGuidelines
25
SPACESTANDARDSEXAMPLES
SOCIALSPACE
AdministrativeOfficeSpacePlanningGuidelines
26
SPACESTANDARDSEXAMPLES
LEARNINGSPACE
AdministrativeOfficeSpacePlanningGuidelines
27
SPACESTANDARDSEXAMPLES
END
AdministrativeOfficeSpacePlanningGuidelines
28