There is no legislated minimum space for office accommodation - but there is guidance material available. However, don't forget that under Section 21 of the OHS Act the employer must provide a for employees a 'working environment that is safe and without risks to health'.
Advice on how offices should be set up, and how much space there should be, can be found in:
- The Compliance Code for Workplace facilities and the working environment which has advice on workspace generally and also access, aisles and passageways (Sections 150 - 155).
- Office Health & Safety - guidelines for OHS in offices which cover all sorts of things. Part 5 addresses Office layout, workstations and equipment.
- AS/NZS 1668.2: 2002 The use of ventilation and air-conditioning in buildings
- AS/NZS 4443: 1997 Office panel systems - Workstations
- AS/NZS 4442: 1997 Office desks
Designing the office layout
It is essential that employers provide adequate office space for employees to operate effectively.
There are three types of space:
• primary space – amenities, meeting rooms, lift, lobbies and similar areas
• secondary space – corridors and storage
• tertiary space – space required in a workstation to accommodate:
– a desk
– a chair
– drawers
– a filing cabinet
– other necessary equipment.
The Building Block approach is one method used to determine the amount of space required by personnel, a well-designed workspace must take into account:
- The specific work activities staff need to carry out
- Adequate storage facilities
- Appropriate furniture, such as chairs for visitors and storage units
- Sufficient room for staff and chair movement
- How virtual meetings might affect surrounding staff members
- Areas that provide necessary privacy
- Safety requirements
- Space for maintenance activities
Although workplace needs vary, the important thing to design for in all circumstances is the functional needs of the employee. This method recommends a minimum of 6 square metres per person for tertiary space and additional space for secondary and primary space requirements. It enables planners to provide enough space for all the requirements of technical people working in offices including clerical and administrative staff.
Australian Standard 1668.2 recommends an overall 10 square metres per person for offices, including primary, secondary and tertiary spaces. This standard relates to the ventilation of the building.
Adjustability
Workstations should be:
- Easily adjustable to suit employees of varying sizes and statures, with an adjustment mechanism that does not pose a manual handling risk. Electric adjustment is ideal for this purpose.
- Sufficiently versatile and spacious to support a range of tasks and equipment commonly used in offices.
The design of a workstation depends on the type of user:
- Multi-user workstations must be adaptable to accommodate the needs of different individuals.
- Single-user workstations should be adjusted initially to fit the dimensions and preferences of the individual. However, as the user's tasks or needs evolve, further adjustments may be necessary.
Consultation
It is crucial that the employer seek input from the employees about their workplace needs, the employer must ensure that Health and Safety Representatives (HSRs) participate in consultations prior to any change or modification to the office space. Find more information about consultation here Consultation - what does the employer have to do? - OHS Reps
Last amended January 2025