Gruppo Smau

Designing a modern office means much more than organizing desks and meeting rooms: it’s a complex process that intertwines ergonomics, aesthetics, and technology. Office design today represents a strategic step for any company wishing to improve productivity, enhance its brand, and offer an efficient and comfortable work environment.

A well-conceived office design must begin with a thorough analysis of the company’s needs, operating methods, and the type of work performed. Every decision—from the layout of the spaces to the type of furniture, to the choice of materials and lighting—contributes to creating a workplace that reflects the company’s culture and values. Design is not just a matter of aesthetics: it means shaping the way people work, communicate, and feel part of an organization

In recent years, office space design has had to evolve rapidly, responding to the new demands of hybrid working, sustainability, and environmental well-being. Today, it is essential to comply with the safety and comfort standards required by legislation, while also considering aspects such as acoustics, natural lighting, ergonomics, and versatile furniture.

In the following paragraphs, we will analyze the main rules for office design, the operational phases of a project, the most effective furnishing solutions, and the mistakes to avoid, offering a comprehensive overview for those who want to create modern, compliant workspaces designed for people.

Regulations and basic requirements for office design

Office design must include compliance with regulations governing the safety, comfort, and health of work environments. In addition to ensuring employee well-being, a design that complies with current legislation protects the company from risks and penalties, ensuring truly functional and sustainable spaces.

Regulatory framework

For example, the main provisions regarding the design of office spaces in Italy are found in Legislative Decree 81/2008 (Consolidated Law on Safety) and in the Ministerial Decree of 22 February 2006 , which defines general safety criteria in the workplace . These are complemented by UNI standards and local regulations regarding construction, acoustics, and lighting.

The main requirements include:

• Minimum heights and volume

Offices must ensure a clear height of no less than 2.70 meters in rooms intended for prolonged work. The minimum height may be reduced to 2.40 m only in secondary spaces (archives, corridors, service areas). Furthermore, an air volume of no less than 10 m³ must be ensured for each worker : this parameter is essential to ensure proper natural ventilation and a good level of oxygenation. These values represent the minimum, but in modern projects, they tend to be exceeded to improve comfort and health.

• Minimum surface area per workstation

Each worker must have at least 9 m² of floor space and sufficient space to move around freely. This often overlooked requirement directly impacts well-being and productivity.

A crowded workspace increases noise, reduces privacy, and hinders concentration. For this reason, recent designs include more open and flexible layouts , with spaced-out workstations, clear pathways, and shared common areas.

• Ventilation and air quality

The office must have adequate air exchange, ensured by opening windows or controlled mechanical ventilation (CMV) systems. Legislative Decree 81/2008 specifies that ventilation must ensure sufficient quantities of clean air, avoiding direct drafts and maintaining comfortable temperatures and humidity levels. Today, the most advanced designs integrate air quality sensors that monitor CO₂, VOCs, and fine particles, automatically activating exchange systems when values exceed safety thresholds.

• Natural and artificial lighting

Every workspace must be adequately lit, with natural light being preferred. The UNI EN 12464-1 standard establishes the minimum levels of average illumination:

• 500 lux for operating stations,
• 300 lux for passage areas,
• 750 lux for precision positions or prolonged visual inspection.

The goal is to ensure visual comfort , avoiding reflections and glare. Today, the design combines natural light, low-energy LEDs, and smart control systems that adjust light intensity based on time of day and occupancy.

• Thermohygrometric comfort

Office temperatures should be maintained at around 20–24°C in winter and 24–26°C in summer , with relative humidity between 40% and 60% . These parameters, often managed via HVAC systems, affect not only perceived comfort but also productivity and health. Proper thermal insulation , combined with an efficient system, helps reduce energy consumption and environmental impacts, in line with the most recent European directives on sustainable buildings.

• Safety and accessibility

Finally, the law requires ensuring adequate escape routes, fire-resistant materials, compliant signage, and accessibility for people with disabilities ( Ministerial Decree 236/1989 ). Every office must have clearly visible exits, obstacle-free paths, and corridors at least 1.2 meters wide.

Workstations must be configured to allow movement for all workers, including those with reduced mobility.

In conclusion, complying with regulations is not just a legal obligation, but an investment in efficiency and well-being. A compliant project reduces risks, improves productivity, and makes the environment more sustainable over time.

This is why the most attentive companies consider the regulatory phase not as a constraint, but as the foundation on which to build modern , safe and quality workspaces .

Minimal spaces and functional organization

Beyond the dimensional parameters established by law, the functional distribution of spaces is the aspect that most impacts an office’s efficiency. Regulations establish minimum requirements for safety and health, but true design quality comes from how these are interpreted to optimize routes, flows, and daily comfort. A rational organization of space helps reduce waste, improve internal communication, and ensure a balanced work environment.

• Operating surfaces

Individual work areas must provide sufficient space to perform tasks comfortably and safely. Regulations require at least 6–8 m² per employee, but more advanced designs tend to increase this to 10–12 m² to promote concentration and acoustic privacy. Desks should be arranged to maximize natural light, avoiding direct reflections on monitors. A minimum distance of 1.2 meters is recommended between workstations to ensure freedom of movement and proper ventilation.

• Service areas and common areas

In addition to workstations, every office must have complementary spaces —archives, corridors, circulation areas, meeting rooms, and relaxation areas—that ensure functionality and comfort. The minimum width of main corridors must be at least 1.2 meters , while emergency routes must always be kept clear and clearly marked. Meeting rooms must provide at least 1.5 m² per person and adequate ventilation. These spaces, once conceived as mere “service areas,” now play a strategic role: they foster collaboration, creativity, and well-being, contributing to corporate culture and productivity.

• Functional subdivision and movement flows

The internal layout must follow precise logic: grouping similar functions , reducing unnecessary movement, and ensuring clear paths. A well-designed layout distinguishes the more private operational areas from the more dynamic collaborative or circulation zones. This achieves a balance between concentration and interaction. The latest trends introduce the concept of adaptive space: modular furniture, movable partitions, and raised floors allow the office to be quickly reconfigured as needed, without invasive structural interventions.

• Acoustic comfort and environmental well-being

Acoustic comfort is one of the main critical issues in modern workplaces. Although regulations do not impose strict limits, the UNI 11367 and UNI 11532 standards recommend noise levels below 55 dB in work areas and the use of sound-absorbing solutions. Vertical panels, technical false ceilings, acoustic carpets, and porous coverings help reduce sound reverberation and improve the perceived quality of the environment. Acoustic comfort , along with the quality of light and the microclimate, is now considered an integral part of workplace safety: it is not an accessory, but a functional requirement on a par with lighting or ventilation.

Open space offices and specific requirements

3d rendering business meeting and working room on office building

From a regulatory perspective, open-plan offices are not subject to specific rules , but must meet the same requirements as any enclosed workplace: safety, health, ventilation, lighting, and acoustic comfort, as established by Legislative Decree 81/2008 and Ministerial Decree 22 February 2006. What changes is the complexity of their application : the absence of walls, the density of workstations, and the uneven distribution of light and air make it more difficult to meet the minimum standards.

The designer must therefore ensure that even in open spaces, each worker has the same air volume, lighting, and comfort as those required for separate environments. For example, regulations require constant air exchange and adequate natural light , but in an open space, these conditions must be guaranteed even in central areas and at points furthest from windows or vents. To comply with legal requirements, it is often necessary to integrate controlled mechanical ventilation (CMV) systems and diffused artificial lighting systems with automatic light regulation.

Another critical issue concerns acoustics . Although the law does not prohibit open-plan layouts, Legislative Decree 81/2008 requires that noise levels not be such as to compromise the health or concentration of workers. The UNI 11532-1 technical standards indicate reference values (approximately 55 dB for operational areas) that can be difficult to meet in an open-plan space without specific measures. In this case, solutions such as partition walls for open spaces , sound-absorbing panels, technical false ceilings, and partial glass walls allow the regulatory requirement to be met while maintaining visual continuity.

Finally, the fire prevention regulations ( Ministerial Decree 3 August 2015 ) and those relating to accessibility (Ministerial Decree 236/1989) remain unchanged, but must be adapted to a more fluid environment: escape routes must be clearly marked and always free, and escape routes cannot be interrupted by mobile furniture or temporary stations.

In short, from a regulatory perspective, an open space must be treated as a collection of individual workstations: each worker must enjoy the same levels of safety, lighting, ventilation, and comfort as traditional offices. The design challenge, therefore, is not to “extend” the rules, but to find technical solutions to comply with them even in open spaces, ensuring compliance and collective well-being.

Design Process: Key Stages for Designing an Office

Designing an office is a process that combines analysis, technical planning, and aesthetic-functional definition. It’s not just about designing spaces, but about interpreting the company’s way of working and translating it into architectural solutions that are consistent with regulations, productivity, and employee well-being. An effective project must consider structural, plant, ergonomic, and organizational aspects from the outset, avoiding costly subsequent interventions and ensuring an efficient environment over time.

The main stages of an office design process can be summarized as follows:

Preliminary analysis and definition of needs

Every project starts with a deep understanding of the business context.

At this stage, information is collected on the number of employees, departments, working methods, equipment used and future needs for expansion or flexibility .

This is where functional priorities are defined : how many workstations are needed, how many shared spaces are required, which departments need to remain in close proximity.

The analysis must also consider the building’s characteristics (natural lighting, existing systems, building regulations), so as to immediately establish whether structural interventions or simply an internal reconfiguration are necessary.

A useful tool is the project brief , a document that summarizes objectives, technical requirements, and budget: it represents the basis for discussion between clients and designers and guides all subsequent phases.

Layout development and space organization

After the analysis phase, we move on to defining the distribution layout , that is, the arrangement of workstations, paths, and functional areas. The layout must comply with legal requirements—minimum floor space, escape routes, ventilation—but also optimize flow and communication.

Modern design generally distinguishes three macro-zones:

• Operational areas , where individual or group work takes place.
• Shared areas , such as meeting rooms, informal spaces or lounge areas.
• Service areas , including archives, corridors, technical rooms and toilets.

The layout must be designed to promote efficiency and reduce unnecessary movement . For example, departments that collaborate frequently should be close together, while those requiring concentration should be isolated from noisier areas. A good layout, in addition to complying with regulations, also meets the principles of ergonomics and well-being : natural light, proper distances, accessibility, and acoustic comfort.

Choice of furniture and ergonomic solutions

Office furniture is the visible part of the project, but it must be chosen in accordance with functional and regulatory requirements. Adjustable desks, ergonomic chairs, and modular furniture allow for flexibility and comfort, adapting to different working methods. Furniture integrated with technological systems (cable management, electrical and USB outlets, dedicated lighting) also helps comply with safety standards, avoiding the use of extension cords and improvised connections.

An often overlooked aspect is the compatibility between furniture and systems : poorly positioned furniture can hinder ventilation or interfere with sensors and fire prevention systems. Therefore, the furniture design must be developed in parallel with the architectural and systems design to ensure consistency and compliance.

System integration and technical checks

During the executive phase, the project must be verified in relation to electrical, lighting, air conditioning, and security systems . Each element must comply with specific regulations (CEI for electrical systems, UNI EN for lighting, Ministerial Decree 37/2008 for technological systems). In modern offices, the goal is to achieve high-performance environments with reduced energy consumption , through automated management systems, presence sensors, and centralized climate control.

Checks must also address thermohygrometric comfort, uniform light distribution, and air quality. Only constant coordination between designers, installers, and the client can achieve truly compliant and long-lasting results.

Testing, certification and maintenance

The design process doesn’t end with the installation of the furniture. Every new office must undergo functional testing to ensure compliance with safety standards and expected performance. This phase includes checking escape routes, heights, lighting levels, air exchange, and ambient noise. Any non-compliance must be corrected before handover to avoid usability issues or fines.

Finally, a scheduled maintenance plan allows you to maintain the performance of the environment over time, ensuring that systems and furnishings continue to meet the original regulatory and functional requirements.

Office furniture design: materials, finishes, and equipment

Office furniture is n’t just an accessory, but an integral part of the design process. Every component—from desks to paneling, from cabinets to operating equipment—contributes to the functionality, safety, and durability of the work environment. Proper design of modern office furniture must therefore consider not only aesthetics, but also ergonomics, materials, maintenance, and regulatory compliance.

Material selection criteria

The materials used in office furniture and coverings must guarantee durability, safety, and ease of cleaning. The aforementioned Legislative Decree 81/2008 , in Annex IV, establishes that the rooms and furnishings must be made of non-harmful and easily washable materials .

In particular:

• Horizontal surfaces (desks, tables, worktops) should be scratch- and chemical-resistant, with non-toxic finishes.
• Vertical coverings and floors must comply with the fire reaction requirements (classes 1 or 2) according to the Ministerial Decree of 3 August 2015 and allow for easy maintenance.
• Seats and padding must be certified for resistance to wear, deformation and fire, as well as compliant with the UNI EN 1335 ergonomic standards .

Today, there is a tendency to favor recycled or recyclable materials , such as ecological laminates, painted steel and technical fabrics with low environmental impact, in line with ESG and CAM (Minimum Environmental Criteria) sustainability criteria .

Furniture for operational, executive and collaborative areas

Furniture design must reflect the company’s various functions . Office furniture requires flexible, modular, and easily reconfigurable solutions: height-adjustable desks, ergonomic chairs, and integrated storage units are now standard. Executive offices , on the other hand, place greater emphasis on representativeness, but must still meet the same safety and comfort standards (adequate lighting, safe distances, fireproof materials).

Collaborative areas and lounges represent a distinct chapter in contemporary design. Although they are more informal spaces, they must meet technical requirements for acoustic comfort and material stability. Sofas and coffee tables, for example, must have non-slip bases and easily sanitized coverings to ensure safety and long-term maintenance.

Ergonomics and adaptability

Ergonomics is a regulated and central aspect in the design of office furniture. The UNI EN 1335 standard defines the characteristics that office chairs must have : adjustable height, lumbar support, five-star stability, and breathable materials. Similarly, height-adjustable desks (UNI EN 527) allow for varying postures throughout the day, reducing fatigue and musculoskeletal disorders. Compliance with these standards is not only a technical requirement, but also an indicator of design quality.

In hybrid or open-space contexts , furnishings must also guarantee modularity and adaptability : mobile workstations, tables on wheels and free-standing dividers allow the space to be quickly redefined without losing efficiency or violating safety parameters.

Equipment and system integration

Furniture design must integrate with the office’s technological systems . The presence of digital devices, monitors, printers, and connectivity systems requires integrating cable glands, electrical outlets, and data points directly into the furniture. According to Ministerial Decree 37/2008 , each system must be installed and certified by qualified professionals, and the furniture layout must not obstruct outlets, panels, or safety devices.

Furnishings can also contribute to environmental control : sound-absorbing partitions, lighting integrated into furniture, and walls equipped with passive ventilation help improve overall comfort without structural interventions.

Maintenance, durability and safety of use

Finally, all furniture must be safe and easy to maintain. Regulations require that materials do not release harmful substances and that moving parts do not present a crushing or tipping risk . Cabinets must be anchored to the wall or floor according to office furniture safety guidelines, while metal shelving must comply with the UNI EN 15635 standard on the safety and maintenance of storage systems.

A proper maintenance plan – including periodic checks on seats, hinges and anchoring systems – is an integral part of company safety management .

Operational checklist for designing compliant offices

Completing an office project in compliance with regulations requires a thorough review of every technical and functional aspect. This checklist summarizes the main checks to be performed before construction or final testing, to ensure full compliance with applicable laws and worker safety.

General requirements

• The minimum height of the rooms has been verified (≥ 2.70 m for continuous work areas).
• Calculated air volume per person (≥ 10 m³/occupant).
• Minimum surface area per workstation ≥ 9 m² respected.
• Accessibility guaranteed according to Ministerial Decree 236/1989 (absence of architectural barriers).
• Materials and finishes compliant with the required fire reaction classes.Ventilation and microclimate
• Natural or mechanical air exchange verified (VMC system compliant with UNI 10339).
• Relative humidity between 40–60%.
• Comfort temperatures: 20–24 °C in winter / 24–26 °C in summer.
• No direct drafts on the workstations.

Lighting

• Presence of adequate natural lighting (windows or opening glass surfaces).
• Artificial lighting compliant with UNI EN 12464-1 (≥ 500 lux in operating areas).
• Uniformity of light guaranteed even in internal areas.
• Emergency lighting installed in accordance with Ministerial Decree of 22 February 2006.

Acoustics and environmental comfort

• Noise levels lower than 55 dB (UNI 11532-1).
• Sound-absorbing materials present in the ceiling or walls.
• Noisy areas separated or screened with acoustic panels.Safety and escape routes
• Clearly visible and always free escape routes.
• Maximum path length ≤ 30 m between each point and an emergency exit.
• Main corridors ≥ 1.2 m wide.
• Safety signs and emergency lighting working.
• Fire extinguishers and fire prevention equipment installed in accordance with Ministerial Decree of 3 August 2015.

Furniture and equipment

• Furnishings compliant with UNI EN standards (1335 seats, 527 tables).
• Anchored and tested shelving and cabinets (UNI EN 15635).
• Integrated cable glands and sockets, no improvised connections.
• Absence of sharp edges or cutting elements.
• Scheduled maintenance defined for seating, shelves and lighting.

Documentation and final checks

• General technical report and updated floor plans.
• Declarations of conformity for systems (DM 37/2008).
• Fireproof materials and furnishings certifications.
• Test reports and acoustic/lighting checks.
• Use and maintenance manual drawn up and delivered.

A checklist like this helps you anticipate critical issues before testing, reduce compliance costs, and ensure the office is fully compliant with regulatory and functional requirements. It’s also a useful tool for internal audits or for drafting the company’s Risk Assessment Document (RAD ).

From standard to design: the final step for an efficient and representative office

Designing an office today means reconciling functionality, well-being, and regulatory compliance . Every choice—from the layout of spaces to the selection of materials and furnishings—contributes to creating an efficient, safe, and long-lasting work environment. Regulations are not just a set of technical constraints, but a tool for ensuring quality : complying with them from the design stage means building truly sustainable spaces that enhance the people and the work that takes place there.

A good office design is born from a methodical and integrated approach , combining architectural expertise, technical knowledge, and a focus on the daily lives of those who will use those spaces. Only in this way can we achieve a result that is not only compliant, but also consistent with the corporate identity and ready to adapt to the future.

To complete the design process with quality furnishings that comply with regulations and integrate harmoniously into workspaces, specialized companies like Gruppo Smau in Rome offer a wide range of solutions for modern , operational, and executive offices. Choosing the right furniture is the final step that transforms a technical project into a truly functional, welcoming, and representative environment.

The regulations in this article apply to Italy and most of the EU area. Please check with your local authorities for any specific regulations when designing your office.

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