For businesses planning a commercial space
What Are Three Considerations in Space Planning?
Sviatoslav JerdetchiiCEO & Founder of Craftex. Updated , 4 min read
The short answer
The three considerations in space planning are functionality, flow and aesthetics. In a real building, a fourth check decides whether the plan can be built.
- Functionality: every area does a clear job for the people who use it.
- Flow: people, goods and visitors move without crossing or queuing.
- Aesthetics: the space feels calm, balanced and on-brand.
- The building check: structure, services and the rules allow it.
Space planning is deciding how a space is laid out and used. Which activities go where, how much room each needs and how people move between them. Designers usually name three considerations: functionality, flow and aesthetics.
They are the right three. But in a real building, a fourth check decides whether your plan can be built at all. This guide covers all four, with examples from spaces we have planned and built in London. Have a space in mind? Book a site visit and we'll check your layout on site.
The three considerations in space planning at a glance
| Consideration | The question it answers | Typical test |
|---|---|---|
| Functionality | Does each area do its job? | Every activity has a place, sized for its busiest day |
| Flow | Can people move easily and safely? | Short, clear routes; no crossing of people and goods |
| Aesthetics | Does it feel right? | Light, balance and a consistent look |
| The building check | Can it be built here? | Structure, services and rules allow it |
Functionality: every area does a clear job
Functionality comes first. Each part of the space must serve a purpose for the people who use it. A printer across the building from the people who use it fails this test. So does a kitchen with no storage.
To plan for functionality:
- List who uses the space and what they do each day.
- Group activities into zones: focus work, meetings, breakout, storage and service areas.
- Size each zone for the busiest day, not the average one.
- Put related zones next to each other, and noisy ones away from quiet ones.
- Keep it accessible for everyone, including wheelchair users.
At Drake's, we mapped every zone to how the teams work day to day. Offices, a kitchen and staff area, a photo studio, production, storage and a dispatch route. Each sits where its work happens.
Flow: people and goods move without friction
Flow is how people move through the space. A room can look good and still feel awkward to use. Good flow means short routes, no bottlenecks and no crossing of paths that shouldn't meet.
- Keep main routes clear of furniture and doors that swing into them.
- Put busy rooms near the entrance, so visitors don't walk through work areas.
- Separate people from goods. In warehouses, HSE guidance says to keep pedestrians and vehicles on separate routes.
- Plan escape routes from the start. Building regulations set them, and they shape the layout.
Flow is also about sight lines. Open views across a floor make it feel larger and easier to find your way.
Aesthetics: the space feels right to be in
Aesthetics is how the space looks and feels. Functionality and flow handle the practical side. Aesthetics shapes how people feel while they're there. Our guide to workspace design factors for London businesses covers more of them.
- Light: bring daylight as deep as you can, and add task lighting where it falls short.
- Balance: a calm, consistent palette across the whole floor.
- Materials: a few durable finishes, repeated, rather than many.
- Brand: the first impression at reception and in client rooms.
At Beaumont House, we kept to a neutral, monochrome palette to reduce distraction. At Portsoken House, the same rectangular light fittings run through the offices and reception. Both choices make large spaces read as one place.
I can honestly say our office has been completely transformed thanks to Craftex. From the very first meeting, the team was approachable, professional, and full of creative ideas that really made sense for our business. They didn’t just focus on how the space would look but also how it would work for the team day-to-day. The new layout is efficient, modern, and welcoming, and you can tell they really thought about the details. The whole process was smooth and surprisingly stress-free. They kept me updated at every stage, which gave me confidence. I’m really happy with the results and wouldn’t hesitate to recommend them to anyone.
The building check decides whether the plan can be built
The three considerations come from interior design. In a real commercial building, one more check decides everything. Can this plan be built here, for this budget?
- Structure. Columns, cores and floor loads fix where walls and heavy kit can go. At Drake's, nothing could be drilled into the railway arch, so the whole build stood on its own.
- Services. Kitchens and WCs need drainage. Rooms need air, power and data. Far from existing services means more cost.
- Rules. Building regulations cover fire escape and access. A landlord's consent and sometimes planning permission apply too.
- Space per person. HSE guidance sets at least 11 m³ of room volume per person as a legal minimum.
How space planning changes by building type
The four checks apply everywhere. Their weight changes with the building.
- Offices: function and flow lead. Pick from the main types of office layout and size it for the busiest day. Read what office space planning is, then how it differs from office design.
- Shops and showrooms: flow leads. The route from the door to the till decides what customers see. See our tips for designing a commercial space in London.
- Restaurants and cafés: the kitchen and its extract fix the plan. The dining room fits around them.
- Warehouses: racking, loading and safe routes for people and vehicles come first. See our guide to warehouse layout design.
Five questions to test any space plan
If the last answer is no, that's where we come in. We plan, design and build as one team, so the layout is priced and buildable from day one. That also helps keep the build on time and on budget. See our office design and space planning service, or book a site visit to check your layout on site.
Before you fix the layout
- Does every activity have a place, sized for the busiest day?
- Can people reach every area by a short, clear route?
- Are noisy and quiet zones kept apart?
- Does the look stay consistent across the whole space?
- Has the plan been checked against the structure, services and rules, and priced?
