Office Space Guidelines Contents

Overview

These guidelines outline workspace allocations for use by university units and departments, emphasizing the importance of thoughtful office space planning to meet both university-wide missions and individual unit needs. When planning new office space or solving existing space needs, units should refer to these guidelines to determine the appropriate office space type and size based on an individual’s role, appointment, and duties.

Applicability and Scope

These guidelines apply to General Fund academic and administrative units on the Ann Arbor campus. Each department collaborates first with their leadership and facilities office to solve internal space needs, using the ranges and considerations outlined in this document. The square footage ranges are informed by recent U-M construction projects and guidelines from other higher education institutions. The ranges were developed in collaboration with the Architecture, Engineering and Construction (AEC), the Office of the Provost, and various administrative and academic units. 

Detailed hybrid and flexible work arrangements are not addressed in these guidelines; however, units should maximize space opportunities afforded by hybrid and flexible work when making space-related decisions. The guideline’s intent is to assist units and colleges in identifying the amount and type of workspace assigned to faculty and staff, not to determine their onsite vs. off-site frequency. 

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Guiding Principles

The principles outlined below should be at the forefront of any department or unit's office space determination.

RESPONSIBLE STEWARDSHIP

U-M units should efficiently manage, utilize, and maximize both existing and prospective office spaces as responsible stewards of the institution's physical and financial resources. Implementing efficient room designs, optimizing layouts, and increasing occupancy in existing spaces reduces the square footage needed for new construction and correspondingly reduces the energy infrastructure needed to support them. Standardizing office space allocations based on roles and functions ensures a consistent quantity and quality of space throughout the university.

COMMITMENT TO SUSTAINABILITY

Effective office space planning is instrumental in advancing U-M's sustainability and carbon neutrality targets, as it contributes significantly to our Vision 2034 priorities and Campus Plan 2050 sustainability objectives. Optimizing the use and function of spaces, both new and existing, minimizes our need for new construction,reduces the scale of investment needed in renewable-powered energy infrastructure, encourages impactful daily behaviors, and tangibly aligns these principles with actions. To support indoor air quality, human health and environmental stewardship objectives, furnishings and other interior elements should be selected in compliance with institutional sustainable design guidelines.

FUTURE-ORIENTED DESIGN

Office and workspaces should be designed to be adaptable and forward-thinking. Flexible, modular, more open, and uniformly-sized spaces equips units to readily adjust to change without substantial cost and customization. Units should look closely at all staff roles and duties and engage with staff as appropriate to understand and gather needs and to spur creative ideas and opportunities for both operational and space efficiencies. Units should take into account new space affordances and sharing opportunities more possible now with hybrid and flexible work.

Square Feet per Workspace Ranges

The square feet per workspace table reflects current U-M best practices and benchmarks in workspace. The ranges support units in creating spaces which set the highest examples of sustainability, stewardship, and future oriented workspaces. The ranges reflect the progress made in recent U-M construction projects. They accommodate the varying programmatic needs of positions across the university while also optimizing what is built and operated. Each unit determines where each role fits in the framework. These ranges are not intended to inform or advise units on their future of work, hybrid and flexible work arrangements but these arrangements should be considered when assigning space. 

Planning beyond the max ranges for offices and cubicles will require an exception and should only occur when it’s a core programmatic need. Exceptions require the approval of the Provost and the CFO. Exception cases should be identified and put forth very early in the design process as part of maintaining good stewardship of University resources. In many cases an exception is not necessary through thoughtful planning between units, AEC and the project’s design team.

Square Feet per Workspace Table

Space Type Position Square Footage Range
Range Max*
Office President 400
Office Vice President 240
Office Dean; Vice Provost; Associate or Assistant Vice President 100 -140 140
Office Associate or Assistant Dean; Chief Admin Officer; Department Chair; Executive Director 72-120 120
Office Tenure-Track or Research Faculty; Associate or Assistant Director; Other Staff in Leadership Roles 56-100 100
Office (shared or private) or Cubicle Other Faculty (Lecturer, Active Emeritus, Visiting or Consulting Faculty, Post-Doc, Fellow); Manager or Director; Research Technician, Associate, Specialist; Other Staff Roles** 36-80 80
Cubicle or Shared Office Graduate Student Instructor, Research Assistant, Temporary or Student Staff 36-56 56

* Units and AEC are not permitted to plan new spaces above the max figures listed above. If a project has a very unique circumstance that makes this exceptionally challenging, this should be discussed early on in planning in order to best resolve the issue. Any exception to the max figures listed above requires approval by the CFO and Provost.

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Key Factors When Planning New Buildings and Major Renovations

Space as Critical Tool to Support Sustainability and Carbon Neutrality

Sustainability now serves as a fundamental factor in the process of workspace design, whether it involves constructing a new building or renovating an existing space. The university’s carbon neutrality objectives must be at the heart of any workspace project. By constructing less, the university can effectively lessen its environmental footprint. It’s important to recognize that every square foot we utilize yields carbon emissions. Consequently, each square foot we conserve or avoid developing results in enduring savings, diminished energy usage, and a magnified sustainability impact throughout the building’s lifespan. Even though renovating existing spaces presents distinctive constraints, the primary objective should always be the maximization of existing space density and minimizing new construction to the greatest extent feasible.

Furthermore, fostering a culture of shared spaces and reducing individual office demands is a small yet impactful way to support sustainability goals. By pooling resources and encouraging flexible workspace use, we can decrease the total amount of physical space needed. This not only cuts down on energy consumption and reduces our carbon footprint but also frees up valuable real estate for other innovative uses. Simple practices such as shared offices, hot-desking, and multi-purpose meeting rooms can significantly contribute to the broader sustainability mission of the university. By pursuing such approaches,  we create a more resilient, adaptable, and environmentally responsible campus.

Enhancing Wellbeing, Community, and Security with Glass, Transparency, and Visual Connections

Improved access to daylight is an important goal for all spaces and projects and is a core part of the new goals set forth by Campus Plan 2050. Allowing natural light to permeate into more interior spaces of campus buildings promotes better overall health and well-being for the U-Mcommunity and contributes to a more pleasant and productive environment.

Visual connection and transparency create the ability to see and be seen from different parts of the workspace, including visibility into private offices and other rooms. Open floor plans provide visual connectivity, as does the use of glass sidelights or windows into private spaces. Visual connection promotes collaboration and communication among colleagues, and transparency creates a space of openness, inclusivity, and equity. Furthermore, transparency is instrumental in establishing a culture of trust, accountability, and safety. Including glass sidelights enhances situational awareness, which aids crucial safety measures like first responder visual space checks, security after working hours, and overall staff security. Security experts and leadership, both on campus and beyond, widely agree that this is a best practice and should be pursued.

For new construction and major renovations, maintaining clear visual connections into private spaces such as offices is required. This can be achieved by installing sidelights, door windows, or other glass elements. To strike a balance between transparency and privacy, translucent films with bands of clear transparency can be used, while still ensuring clear lines of sight from private spaces to adjacent hallways and areas. Physical window coverings like blinds are generally not permitted in private offices to maintain transparency and visual connections. Exceptions may be considered for ADA compliance, following the university’s accommodation processes. For existing buildings, units should also assess existing spaces and, if feasible, remove any elements that block visual connections into private spaces.

Acknowledging the range of personal needs, new construction on campus includes requirements for personal rooms at the building level to accommodate medical, lactation, or other private activities. The provision of these building-level amenities ensures that offices are reserved primarily for U-M business activities, while more private activities are better suited to specialized spaces. As newer buildings feature personal rooms, units are encouraged to consider creating similar spaces within their existing buildings. Units can achieve this by reusing spaces that become free due to hybrid and flexible work schedules and by sharing spaces more.

Additional Planning Considerations

AEC and units should plan spaces using the square feet per workspace ranges to ensure new office spaces are planned and constructed appropriately. New construction and major renovations (the removal and replacement of walls) are multi-million dollar university investments and transformational projects for units. It is at this unique moment in planning where the most impact can be achieved in fulfilling the guiding principles of this document (stewardship, sustainability, future oriented) and other university strategic priorities. New buildings and major renovations present the opportunity to utilize best practices and new materials like sliding doors, which maintain the same functionality as much larger offices with a swing door, and more glass to improve access to natural light for all building occupancy and improve connection and transparency.  When units are planning new buildings or major renovations, it is important to adopt a flexible, forward-thinking approach.
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Promoting a Future-Oriented Mindset in Existing and New Space

For smaller internal needs and renovation to existing spaces, AEC and units should aim to align office sizes to the square feet per workspace recommendations. The U-M Ann Arbor campus has buildings that date from the 19th century to the present day. This may present challenges to adhering to square feet recommendations precisely. In cases where existing conditions are non-conforming to these guidelines, creative efforts may be needed in order to bring existing spaces closer to the recommended square footage. A shift in perspective is required – from consistency in physical space to consistency in serving our institution’s future needs and growth.
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Determining Office Sizes When Designing New Spaces

When designing new spaces for major projects that require new construction, it is not advisable to introduce variability in office sizes within the same building or to base office sizes solely on the current roles of the existing staff and occupants. Roles and needs will inevitably evolve within an ever-changing university environment, and buildings constructed to last a century or longer must be adaptable to these changes. Thus, units should aspire to design offices with similar sizes throughout new buildings to facilitate easier adaptations to changing roles and needs and to meet future requirements effectively. Looking forward, the allocation of private offices should shift to align with modern hybrid work practices. While private offices will remain part of the workspace offering, their proportion should decrease in favor of more open workstyles and private bookable spaces. This approach aims to enhance both collaboration and privacy, fostering a more dynamic and adaptable work environment

Restrictions on Second Offices for U-M Faculty and Staff

Individuals with joint appointments or staff responsibilities across multiple buildings may only be assigned a single primary workspace space on campus. The assignment of an additional dedicated office or workspace is not permitted. If an individual with multiple appointments requires a workspace in space other than their primary office, the second work location should be satisfied by the use of a hoteling (bookable, shared) office space or some other form of shared arrangement — with hoteling being the preferred solution. Private secondary offices are only allowed in the rarest of circumstances and must be significantly smaller than the primary office. All decisions regarding the allocation of multiple office spaces to an individual should be made on a case-by-case basis and require the explicit approval from the unit’s executive leadership.

Making Use of Unoccupied Offices

One significant way to reduce the shortage of office space is to ensure that all offices are occupied throughout the year. When offices are left unoccupied for significant periods of time, such as during sabbaticals or other leaves, units and departments should use these spaces to alleviate any pressing space needs.

Offices for Emeritus Faculty

Emeritus faculty may be provided shared offices, if space is available within a unit, as long as they remain engaged in unit activities. These shared offices are intended to allow an individual to maintain contact with their unit, discipline and colleagues. An emeritus faculty member actively engaged in teaching or research may retain a private office at the discretion of the unit, if space is available.
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Office Space Transformations: Success Stories & Examples

Below, you will find stories and examples of campus units that have undertaken office space renovations. These projects exemplify key principles of stewardship, sustainability, and forward-thinking design.

Creative space use at the School of Public Health: Space is a critical resource at the SPH. Limited physical assets and flexible work agreements prompted a reevaluation of space utilization. The Dean’s Office led efforts that transitioned 25 individuals from private offices to shared, cubicle, or hoteling spaces. This shift alleviated office shortages, opening up schedulable hoteling offices. Workstation amenities were standardized, and furniture was reused from SPH facilities storage to support sustainability.

LSA's Reimagining of Leased Space: The college reunited LSA's Administration into a single leased property in a cohesive and efficient manner, ensuring shared spaces were both appealing and highly collaborative. The design sought to make these areas inviting to the community, fostering a sense of inspiration and collaboration that made coming into work worthwhile. Through strategic planning, the LSA has sought to enhance collaboration and strengthen community bonds.

The Provost Central Campus Lease Effort: The project aims to improve space utilization by exiting smaller, lower-quality leases and consolidating into a single, modern hub. This initiative seeks to align space designs with hybrid work models, promoting the growth of shared spaces while reducing individual ones. The strategic goals are aligned with Vision 2034 and the Campus Plan 2050, aiming to enhance collaboration and accessibility, improve health and well-being, and ensure equitable quality of space.

Work Space Planning Resources »

In conjunction with the square feet per workspace recommendations, the following page contains information and tools to support units in applying these ranges.

Contacts for Additional Assistance

Departments should first work with their facilities office and unit leadership to address space needs. Units may also request additional high-level guidance by contacting the Office of the Provost at [email protected]. Units may request detailed space planning assistance, interior design services, or renovation assistance through AEC. Visit umaec.umich.edu for additional information.
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