You need roughly: (employees x office days per week) / 5, divided by your target utilization, plus a 10% buffer. For example, 250 employees at 3 office days/week at 70% utilization need about 160 desks - versus 250 for full assignment. Measure actual utilization for two weeks before finalizing, and use booking data to validate quarterly.
Step 1: count employees and average office days/week. Step 2: compute desk-days needed (employees x office days). Step 3: divide by 5 (workdays) and by your target utilization (60-75% is healthy for hybrid). Step 4: add a 10% buffer for surges. That is your desk count.
| Input | Value |
|---|---|
| Employees | 250 |
| Office days/week | 3 |
| Desk-days needed | 750 |
| Desks at 100% | 150 |
| Desks at 70% utilization | ~214 |
| +10% buffer | ~235 |
Compare 235 to the 250 desks full assignment would need: roughly 15% fewer desks, with a buffer that absorbs anchor-day surges.
Below 60% utilization you're carrying waste; above 80% employees can't find seats on busy days. 65-75% utilization balances cost and experience. Booking data tells you your real numbers - measure, then tune.
Anchor days concentrate demand: Tuesday might hit 90% while Friday runs 30%. Plan capacity for the peak anchor day, not the average - and use zones to handle the gap (e.g., seat spillover from team areas on anchor days).
Desk counts shouldn't be a one-time decision. Run utilization reports quarterly, watch trends as headcount shifts, and adjust. The ROI calculator models the whole picture with your numbers.
Use the formula: employees x office days/week / 5 / target utilization, plus 10% buffer. Most hybrid offices need 20-35% fewer desks than headcount.
65-75% is the healthy range - enough headroom for anchor days without carrying waste. Below 60% or above 80% both signal imbalance.
They create peaks: plan capacity for your busiest anchor day, and use zones or flexible seating to absorb the difference on other days.
Plan capacity with numbers, not guesses.
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