Office Downsizing and Maximizing Your Efficiency

Office downsizing can be a smart business decision, but it requires careful planning and execution.

In this article, we’ll explore how to downsize your office and maximize your efficiency, so you can make the most of your new space.

We’ll discuss the benefits of office downsizing, how to choose the right space, and tips for designing a functional and productive workspace.

All over the world, businesses are adopting hybrid work models to be more competitive in the hiring market and save money in the long run. According to recent studies, more than 70% of organizations were planning to reduce office space in June 2023. [1]

Assess Your Current Office Space

When moving from a larger space into a smaller office space, it’s important to take an honest look at your current space. Assessing how much square footage you currently have and how it’s used can help you identify what needs to stay and what can be eliminated.

Consider factors such as desk space, storage space, filing cabinets, collaborative spaces, private spaces, and meeting space. Examine how much physical space is available for employees to work in and how many people can comfortably fit in the space. Are there any unused spaces?

Assess Your Current Office Space

Account for Remote Workers

If you have remote workers, make sure your physical workspace is designed with their needs in mind.

Ensure that your office space is set up to facilitate collaboration between remote and onsite employees. Set up a comfortable, welcoming environment for those who come into the office as well as those who work remotely.

The world of work has experienced a seismic shift in the wake of the COVID-19 pandemic.

For example, the number of hybrid and remote workers skyrocketed since the pandemic, with those holding a Bachelor’s degree or higher working remotely at least part of the time as of autumn 2022.

At the same time, 95% of professional workers express the desire for hybrid or fully remote opportunities, and 74% of business leaders indicate that they expect remote work to soon become the permanent “new normal.” [2]

Remote work can help with employee attraction and retention as statistics show that 44% of recruiters prioritize remote work benefits, and 73% of employees say flexible work has improved their overall wellness. [3]

Account for Remote Workers

Determine What You Need and What You Can Do Without

When deciding what to keep and what to let go of, consider the function of the space and how it is used. For example, if you have a large meeting room that is rarely used, you may be able to let it go or downsize it.

In order to maximize your efficiency and make the most of the space available, you need to make sure that all of the equipment you move with you is up-to-date and relevant. Outdated office equipment can take up valuable space and become a distraction.

Go Digital With Your Storage

When office downsizing, it’s important to make use of digital storage. Investing in cloud-based solutions can help you save space and reduce clutter. Digital storage also makes it easier to access and share documents with remote workers.

Utilize Vertical Space

When moving into a smaller office space, it’s important to make use of vertical space.

Utilizing shelves, wall-mounted storage units, and hanging file systems can help you maximize your storage space without taking up too much room in the office.

Invest in Multi-functional Furniture

When office downsizing,  it’s important to invest in furniture that serves multiple purposes. Multi-functional furniture pieces such as desks with built-in storage shelves and tables that can be used for both meetings and work are great ways to make the most of your limited square footage. IKEA is known for offering a variety of furniture that is affordable and practical. They offer a range of multi-functional office furniture, including desks with built-in bookshelves, storage cabinets, and convertible sofa beds.

Invest in Multi-functional Furniture

Create a Clear Desk Policy

A clear desk policy is a workplace guideline that requires employees to keep their workstations free of clutter when they leave for the day.

This policy promotes a safer and more organized working environment by ensuring that confidential documents and sensitive information are not left lying around. It encourages employees to become more diligent about their workspace by keeping their desks free from unnecessary items.

Implementing a clear desk policy can be very helpful during the office downsizing its office space.
This policy can assist in the office downsizing process in several ways:

Space optimization: When employees adhere to the clear desk policy, they keep only essential items on their desks, reducing clutter and creating more desk space. This can help to optimize office space utilization, particularly when moving to a smaller office.

Cost reduction: Downsizing typically means lower office rental and operational costs. Implementing a clear desk policy can lead to a reduction in office supplies and equipment needed, thereby reducing average costs.

Security: Clear desks minimize the possibility of confidential information, files, and papers being left lying around, reducing the risk of vital information ending up in the wrong hands during the downsizing process.

Organizational culture: A clear desk policy encourages employees to be more organized and attentive, an essential cultural trait in times of change, particularly when downsizing.

A clear desk policy can aid the downsizing process, making it more efficient, cost-effective, and secure.

Consider Shared Spaces

For business owners on a tight budget, shared office spaces can be an excellent option.
Shared spaces are typically less expensive than private offices, plus they provide the added benefit of collaboration and social interaction. Be sure to provide rooms for private meeting spaces.

When choosing a shared workspace, look for one that has ample space for all employees to fit comfortably, as well as plenty of natural light and a pleasant office environment.

Minimize Your Printing and Scanning Needs

In a smaller office space, it’s important to reduce the need for printing and scanning.
Investing in digital solutions can help streamline your workflow and reduce your paper consumption.

Get Help Moving

If you’re preparing to move into a smaller office space, it’s important to get help from a professional moving company in order to have peace of mind through your move. A reliable mover can make the entire process easier and ensure that your belongings are moved safely and efficiently.

Matt’s Moving is a full-service moving company that offers a range of services, including packing, loading, unloading, storage, and more. Our friendly and experienced team will help make your move stress-free and easy. Contact us today to get started!

Get Help Moving


[1] 74% of Fortune 500 CEOs expect to reduce office space. (n.d.). Fortune.

[2] Owusu. (2022, December 24). 2022 Was the Year for Working From Home, Will Things Change in 2023? TheStreet. Retrieved September 5, 2023, from

[3] Drexler, O. (n.d.). How to Accommodate Your Growing Team in the Office Space You Have. How to Accommodate Your Growing Team in the Office Space You Have.


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