Template · Free PDF planner

Employee Seating Planner

A seating allocation planner covering desk ratios for hybrid teams, neighbourhood zoning, hot-desking rules and the data you need before you draw a plan.

Who this is for

HR, workplace and team leads allocating seats

What's inside

Data to collect first

Team, reporting manager and current headcount
Days in office per week per role
Roles needing fixed desks: hardware, finance, support with headsets
Roles that can hot-desk: field sales, consultants, part-time staff
Accessibility, medical and shift requirements

Desk ratio guidance

5 days in office: 1.0 desk per person
3 to 4 days hybrid: 0.7 to 0.8 desks per person
2 days hybrid: 0.5 to 0.6 desks per person
Always add 10% buffer for hiring and visitors
Never fall below peak-day attendance

Zoning the floor

Group teams that collaborate daily into one neighbourhood
Keep call-heavy teams away from quiet and focus zones
Place support and finance near storage and printing
Keep meeting rooms and reception on the visitor path, away from desks
Leave one expansion bay empty rather than scattering new joiners

Hot-desking rules that work

Book by 6 pm the previous day; unclaimed desks release at 11 am
Clear-desk policy with a personal locker per employee
Anchor days per team so people meet in person
Review utilisation monthly and re-balance the ratio

More free resources

All 10 downloads

Office Setup Checklist

Every task between signing and day one

Office Budget Calculator

A complete cost sheet, not just rent

Commercial Lease Checklist

Clauses to read before you sign