Office Space Standards and Guidelines

VERSION 1.
4, DECEMBER 2012
PublicWorksandServices
GovernmentoftheNorthwestTerritories
Office Space
Standards and
Guidelines
Government of the Northwest
Territories
2012 GNWT OFFICE SPACE STANDARDS AND

VERSION 1.4, DECEMBER 2012
2012 GNWT OFFICE SPACE STANDARDS AND

VERSION 1.4, DECEMBER
Project Team and Committee Member

GNWT Office Space Standards and Guidelines
Public Works and Services (PWS), Asset Management Division

Pat Slighte Facility Programmer, Asset Mgmt. Yellowknife
Consultant
Marji Tanner Facility Planner Consultant to PWS Edmonton
2012 GNWT OFFICE SPACE STANDARDS AND PAGE


Table of Contents
1. Executive Summary 1
Purpose 1
The Changing Workplace 2
What is New? 2
2. Introduction 4
Background and Purpose 4
Office Space Standards 6
3. Authorities 9
Authority 9
Compliance 9
Non-Compliance 9
Responsibilities 10
4. Office Space Standards 11
Overview 11
Workstation Allocations 11
Support Spaces 15
5. Planning Principles and Guidelines 20
Macro Planning 20
Support Spaces 22
Planning Template – Micro Allotment Calculations 23
Calculating Total Net Assignable or Useable Area 25
APPENDICES
A. Workstation Configurations 28
B. Office Support Space Configurations 36
C. Example Work Planning Templates 45
D. Acronyms and Definitions 51
E. Form: Request for Accommodation Project 55
F. Form: Request for Non-Compliance Accommodation 59

LIST OF FIGURES
Figure 1.1: Collaborative Workspaces with Integrated Technology 1
Figure 1.2: The New Office 2
Figure 1.3: Standard Base Workstations Allow “Box” Moves 3
Figure 2.1: A Variety of Collaborative Spaces 5
Figure 2.2: Providing a Culture of Team Work and Productivity 6
Figure 2.3: Base Workstation 7.4 m² 7
Figure 2.4: Touch-Down Workstation – ‘L’ Layout, 3.9 m² 8
Figure 2.5: Touch-Down Workstation – ‘V’ Layout 8
Figure 4.1: Base Workstation TYPE D/E 13
Figure 4.2: Workstation TYPE C-1 with “Barn Door” 13
Figure 4.3: Workstation TYPE C-1 with Low Screens 13
Figure 4.4: Let the Light In 13
Figure 4.5: Meeting Spaces with Modular Tables 16
Figure 4.6: Quiet Rooms Provide Space for Heads-Down Work and Telephone Conversations 16
Figure 4.7: Friendly Gathering Places
Figure 4.8: Equipment Work Centres 17
Figure 4.9: File Storage Tops Provide Layout and Workspace 18
Figure 5.1: Dual Use Support Space 21
Figure A.1: Workstation TYPE A, Enclosed 29

Figure A.2: Workstation TYPE B, Enclosed 30
Figure A.3: Workstation TYPE C, Enclosed 31
Figure A.4: Workstation TYPE D, Open 33
Figure A.5: Workstation TYPE E, Open 34
Figure A.6: Workstation TYPE F, Open 35
Figure B.1: Small Meeting Rooms 37

Figure B.2: Medium Meeting Room 38
Figure B.3: Provide a variety of Meeting Spaces Areas 38
Figure B.4: Large Meeting Room 39
Figure B.5: Quiet Rooms and Beverage Counter 40
Figure B.6: Beverage Counter and Informal Meeting 40
Figure B.7: Equipment/Work Centre 41
Figure B.8: Auxiliary Office Support Spaces 41
Figure B.9: File Storage Supports Shared Layout and Workspaces 42
Figure B.10: Reception/Waiting Areas 43
Figure B.11: Reception – Waiting Function 42
Figure B.12: Special Purpose Space – Interview and Intake Rooms 44

Executive Summary
1
Purpose
The Department of Public Works and Services (PWS) is responsible for developing and monitoring new and
renovated office installations for the Government of the Northwest Territories (GNWT) and ensuring office
space allocation is based on a consistent standard. The Office Space Standards and Guidelines (the
Standards) has been in use over the last twenty years in their current version. It is crucial that PWS redevelop
new standards in order to address how office environments have evolved over the past two decades.
The goal of the new version of the Standards is to optimize space and resources while providing suitable office
accommodation to GNWT workgroups and staff. The new Standards take into account the following
considerations:
 functionality – meeting the needs of the employee and the program and providing workstations
and shared support facilities that allow staff to work more effectively and efficiently;
 cost effectiveness – maintaining consistency in design of office spaces by using equal office
elements, thereby ensuring that PWS can develop reliable and reasonable budgets for new and
renovated tenant improvements;
 flexibility – when developing the workplace, choosing components that are adapted easily to
meet changes to programs and staff;
 sustainability – adopting universal office and workstation footprints comprised of standardized
components, which allows flexibility in adapting the occupancy of an installation without
extensive renovation;
 consistency – basing office components (workstations and support-function areas) on one
standard and applying the standard to the design of all GNWT office installations; and
 equitability – providing every employee and GNWT workgroup with an equal level of workspace
and support-function areas, applied throughout the organization.
Figure 1.1: Collaborative Workspaces with Integrated Technology

The Changing Workplace
What are the risks the GNWT will encounter if office accommodation standards are not renewed? The norm
will continue to be: time needed to demolish, construct or reconfigure spaces; costly new installations and
renovations; and confined workspaces that limit collaborative work arrangements. Being flexible and optimizing
resources—staff, workspaces, and technology—allows the GNWT to provide the best possible office
accommodation for its staff and programs.
In the past, space standards served the static worker; however, current work strategies look to a more
collaborative approach among teams and employees now have new choices in the way they work—alternative
work arrangements (AWA) are as likely as traditional dedicated workstations. Furthermore, four generations of
workers, each with different requirements and work styles, must be accommodated in the new workplace.
Today’s graduates anticipate that they will be working in a culture of equal participation and teamwork, and in a
business environment that allows them personal engagement and participation in their organization.
Figure 1.2: The New Office
What is New?
How can the Standards reflect recent developments in the way an office functions and the new technologies and
materials available to its workers? It must address the way organizations work and how new products and
technology change our office workplace. PWS must analyze core the GNWT’s goals and business practices while
determining whether its current office accommodation meets the GNWT’s needs.
To do this, PWS looked at office space standards and guidelines used by similar public organizations and
found recent sweeping changes made to their standards and their office environments. PWS chooses to
pursue a more moderate path, which maintains the GNWT’s current average utilization of area (m²) required
to accommodate an employee. The Standards acknowledge the transformation of the office workplace, but
also aim to provide each employee with a functional workstation.

The new version of the Standards is based on a core workstation allocation:

 A screened, 7.4 m² open-area workstation (TYPE D/TYPE E) becomes the base workstation for the
GNWT; this station accommodates 90% of GNWT employees, including professional, technical, and
administrative support positions.
 With the exception of workstation TYPE A/TYPE B (enclosed stations restricted to upper management),
allocation of an enclosed workstation and/or a station greater in area than TYPE D/TYPE E is
discretionary, based on a case by case review. Allocation of a TYPE C (enclosed) or C1 (semi- enclosed)
workstation is based on the quantity and sensitivity of confidential conversations a particular position
must participate in during work hours.
Offering an alternative to the core workstation and meeting the needs of a worker who spends less than 50% of
their time working within a dedicated station, Workstation TYPE F provides basic work surface and storage
functions in a 3.9 m² screened space.
Can the new base workstation provide the functional individual workspace needed to support GNWT
employees? The volume of staff-held resource materials and files is declining as workers become familiar with
using the web-based information sources and electronic storage capabilities available to them. This new way
of working requires less space in the workstation to accommodate equipment and layout space.
What benefit will be achieved by adoption of the new base the workstation? PWS’s goal is to create
functional dedicated and shared spaces, designed to support the way employees work and provide a standard
office template. With only minor renovation, this design allows GNWT departments to relocate, expand, or
reduce their workgroups. The Standards accomplish this by:
 Reducing the amount of area dedicated to individual workstations while maintaining the current
target density so that PWS planners can accommodate collaborative and quiet work/meeting
facilities;
 Promoting a screened workstation as the base standard, which allows “box moves” (moves completed
by relocating only equipment and paper resources); and
 Reducing or eliminating demolition, thus ensuring less wastage, optimizing use of PWS resources,
and contributing to the principles of sustainability.
Figure 1.3: Standard Base Workstations Allow “Box” Moves

Introduction
2
Background and Purpose
An effectively designed work environment enables staff to work more efficiently and the employer to attract
and retain qualified staff. Leveraging the workplace environment leads to increased productivity, motivation,
creativity, and efficiency. Design standards are the foundation of office space accommodation planning, and
they assist the employer to provide a suitable work environment that is based on an equal distribution of
resources. The corporate application of space standards is the primary way in which consistent office workplace
densities are achieved. Without equal application of the standards throughout the organization, density targets
and project budgets are not achieved.
The Department of Public Works and Services (PWS) is responsible for the development and monitoring of the
Office Space Standards and Guidelines (the Standards) and for applying the Standards to all Government of the
Northwest Territories (GNWT) new and renovated office accommodation installations. The Standards were
developed a number of years ago with the intent to provide consistent, equitable, and functional
accommodation for all GNWT office-based employees. Application of the Standards contributes towards PWS’s
goal to ensure that all GNWT staff are treated fairly and are provided with functional space, designed to
support the performance of their duties. In addition, universally-applied standards assist the government in
providing cost-effective and flexible space. New installations, based on the Standards, meet budget projections
and are converted easily to provide accommodation for subsequent accommodation of other GNWT
workgroups.
Furthermore, the Standards help to limit the reconfiguration, demolition, and renovation of office partitions and
furniture layouts. Installations based on universal standards allow the GNWT to control the cost of renovations
while responding quickly to accommodation requests and resourcefully meeting program or occupancy changes.
The purpose of this project is to develop office space standards, which reflect a commitment to employees by
providing appropriate individual workstations and support functions. The Standards contribute towards
meeting the organization’s business needs and achieving a collaborative and functional workplace setting. They
address development of work areas that support concentration and productivity, but also encourage team
work. The Standards focus on equitability, but also seek ways to achieve a balanced approach in meeting the
needs of GNWT workgroups.
The purpose of this report is to develop new GNWT Office Space Standards and Guidelines (the Standards),
which will:
 support today’s staff and contribute to staff retention;
 acknowledge advancements in technology and trends in the way an office functions;
 allow employees to work more effectively;
 enable the GNWT to fully use or optimize its space; and
 ensure that the design of new office installations is based on sustainable design principles.

Figure 2.1: A Variety of Collaborative Spaces
Changing Work Place
Change in the workplace is ongoing, and both the public and the private sectors are responding by aligning
their standards to support the new ways we work and manage facilities. Advancements in technology allow us
freedom to work in different ways. Integration of technology permits freedom of movement which, in turn,
contributes to the trend towards smaller workstations that integrate new technologies and meet the need for a
variety of meeting, collaborative, and quiet work areas. Employees today can work in a traditional office
environment, but they also work in alternative work arrangements (AWA)—working from home, in other
GNWT offices, or in shared collaborative or quiet workspaces provided within their workgroup’s office area.
Previous standards, based solely on position classification with the assumption that each employee worked
primarily in a single setting, are no longer relevant as space standards evolve to reflect the time spent away
from the worker’s assigned workstation and the tools needed to work efficiently.
Four generations of workers, each with different requirements and work styles, must be accommodated in
today’s office environment. An office offering a sense of community and supporting a socially friendly as well
as a productive workplace atmosphere, meets the requirements of today’s graduates. These new workers
anticipate that they will be operating in a culture of equal participation and team work, and in a business
environment that allows them personal engagement and participation in their organization.
Technology allows reduction of paper resources and files. The web offers the worker immediate access to
the world’s resources and internal systems provide electronic storage capabilities that make the use of paper
storage redundant. Layout space is minimized and files can be accessed from a variety of locations, without
physically transporting them.

Figure 2.2: Providing a Culture of Team Work and Productivity
Office Space Standards
This document records the newly developed office space standards (the Standards). The previous standards
targeted an overall area utilization (m²) per staff of 18.6 m² (200 ft²). Based on the same utilization, the new
version of the Standards provides more area-efficient dedicated workstations and accommodates a wider
variety of support facilities, including functional spaces designed to support collaboration and individual work
styles. Installations accommodating 10 or less employees have a lower utilization rate in order to provide
standard office program functions.
Workgroup Space Footprint Calculation Chart

Current Space Utilization Proposed Space Utilization
Number of Staff (staff per useable space) (staff per useable space)
m² ft² m² ft²
1 to 5 22.9 246.5 22.0 236.8
6 to 10 20.5 220.7 20.0 215.3
11 to 20 18.9 203.4 18.6 200.3
21 to 40 18.0 193.8 18.6 200.3
40 plus 18.0 193.0 18.0 193.8
Objectives
The GNWT developed the Standards to address the changing office work environment and to ensure an
efficient, objective, and consistent approach to the planning and quality of its work environments. The new
version of the GNWT’s space standards is intended to be used as a living document—one that will continue
to be updated in order to meet the needs of the changing workforce and to incorporate advancements in
office technology, furniture systems, and building construction methods and materials.
Purpose
PWS will apply the Standards to new tenant improvement installations as well as major renovations to existing
GNWT owned or leased office space, including headquarter, regional, and district office installations.

The Standards acknowledge recent developments in public sector facility management. Public service
organizations are moving towards office installations with:
 more than 90% of workstations accommodated within an open area;
 more support spaces—specifically, meeting rooms, quiet or concentration work rooms, and
casual breakout function areas such as kitchenettes combined with eating/casual meeting
spaces;
 more options for staff work areas—dedicated workstations, quiet rooms, lounge areas, etc.;
 the ability to meet the needs of AWA, where employees work a portion or all of their day from
home or from other sites; and
 a high staff-to-net-area utilization rate (often much less than 18 m² or 190 ft² per staff member).
What is New?
PWS developed the Standards, in part, to ensure that the goal utilization rate does not exceed 18.6 m² while
at the same time acknowledging that one utilization rate cannot be applied to all office installations. Small
workgroup spaces must be developed on the premise of reduced utilization rates. These reduced utilization
rates provide small workgroups with typical support spaces such as equipment/work, meeting, storage, and
reception spaces, which larger office installations can more easily accommodate within the target 18.6 m².
The Standards provide a sliding scale for the utilization rate, ranging from 22.0 m² per staff member (for a
one-to- five-staff workgroup) up to 18.0 m² (for a 40-plus-staff workgroup). [Refer to Chapter 5.]
The Standards presents a variety of individual work and collaborative workspaces. These additional support
spaces can be accommodated if the office plan arranges the majority of dedicated workstations in an open-
area workspace and, with the exception of senior management, assigns enclosed workstations or private
offices only to meet the acoustical privacy requirement for positions participating in frequent meetings.
The variety of workstation types and areas in the Standards is reduced from the previous guidelines. This
standardization encourages “box” moves and substantially reduces renovation work, down-time,
telecommunication installation and moving costs, as well as project management fees and time required to
plan.
The new GNWT base workstation is 7.4 m² area (Workstation TYPE D/TYPE E), serving 90% of the GNWT’s
professional, technical, and administrative support staff. Workstation TYPE F provides basic work surface and
storage functions in a 3.9 m² screened space and is developed to meet the needs of workers who spend less
than 50% of their time working within a dedicated station.
Figure 2.3: Base Workstation 7.4 m²

Figure 2.4: Touch-Down Workstation – ‘L’ Layout, 3.9 m²
Screened workstations can be configured in a variety of formations. Screens, unlike full-height gypsum board on
steel stud interior partitions, are not restricted to adhering to the building module and suspended ceiling grid.
Figure 2.5: Touch-Down Workstation – ‘V’ Layout

Chapter
Authorities
3
Authority
The Deputy Minister of Public Works and Services will review each project submission for inclusion in the
budget and—in collaboration with the Deputy Minister (DM) of the client department that is putting forth the
call for a tenant improvement and/or new leased space project—will submit the related request for funding to
the Financial Management Board (FMB). Projects identified as “minor works” [refer to Glossary in Appendix D]
are exempt from this process.
Compliance
Monitoring
The Standards provide a formula to determine the macro allotment (the target utilization rate) required to
accommodate any given workgroup. The macro allotment is expressed as square metres per staff member. It
includes space for each staff member’s workstation and allows a portion of the allocation to be applied to
general office support areas (accommodating collaborative functions, files, reference, equipment/work areas,
and beverage counters) as well as associated circulation.
Requests for special purpose space are submitted to PWS. Each request is reviewed and possible solutions for
accommodation of the support space are discussed. The PWS planner will consult with the workgroup to
develop and fully assess viable options.
Non-Compliance
PWS allocates a target macro allotment based on the number of staff in an identified workgroup [refer to
Chapter 5], and the calculated area provides adequate space to accommodate both staff and support
functions. If the majority of employees are accommodated in the base workstation (TYPE D/TYPE E), the office’s
allocated area allows a variety of collaborative spaces to be included in its plan. Conversely, an office
installation comprised of enclosed or larger workstations is not able to accommodate as extensive a variety of
meeting, team work, and gathering spaces.
The PWS planner adds special purpose space (SPS) to the macro allotment calculation. SPS is identified as a
function that is fundamental to the workgroup’s program requirements. Laboratory, security, and training are
examples of SPS functions. These spaces are identified on the project request. [Refer to Appendix E.]
When the client is not in agreement with PWS’s office area calculation, a “non-compliance” request for an
increase to the workgroup’s office area allotment may be submitted to PWS. [Refer to Appendix F for the “non-
compliance” form requesting an enclosed private office.] The request is to be approved by the workgroup’s DM,
and the submission to PWS must include a description of the functions contributing to the area increase as
well

as a listing of risks associated with not meeting the request and/or benefits realized from providing the
additional area and tenant improvements.
Criteria for Evaluating Requests for Non-Compliance
When evaluating requests for special purpose space and tenant improvement costs, PWS considers the
following criteria:
 Does the space serve a program requirement?
 Will the facility be used regularly throughout the week/month/year for the purpose intended?
 Does the request address a health and safety issue or a security concern?
 Have alternative solutions been considered? Can the space accommodating the function be found
elsewhere in the GNWT inventory and/or can the facility be shared with other workgroups?
 Will the addition of the space compromise flexibility and functional considerations relating to
the office installation?
 Is the request based on sound economic planning?
Responsibilities
PWS Responsibilities
 Develop and maintain space standards that can be applied to all GNWT office accommodation.
 Assess requests for changes in current GNWT accommodation, including proposed major
renovation projects and requests for new and additional space.
 Identify accommodation options that may provide more efficient, functional, and
economical accommodation for GNWT departments.
 Monitor GNWT leased and owned office space inventory for:
o efficient utilization of space;
o suitability of function;
o level of maintenance; and
o compliance with health and safety guidelines and with applicable building, fire, and municipal codes.
GNWT Workgroups (Departments, Branches, Divisions, etc.) Responsibilities

 Identify space requirements and submit (to PWS) a request for renovation of existing space,
addition of space, and/or acquisition of new space. Submissions are to include:
o a listing of all staff positions (FTE, casual, term, seasonal and unfilled);
o a DM-approved organization chart (a summary of job descriptions also may be requested);
o functional support space requirements;
o security and telecommunication needs; and
o program descriptions along with a program-based rationale to initiate the accommodation project.
 Identify program changes which explain the need for any additional special purpose spaces
and/or anticipated changes in staff numbers.
 Consider options to accommodate new and existing program requirements efficiently.

 Ensure that storage and reference materials, not essential to daily operations, are removed from
site and that file management practices adhere to the GNWT established records retention
schedules.
Chapter
Office Space Standards
4
Overview
The new GNWT Office Space Standards and Guidelines (the Standards) provide a consistent approach to office
space allocation. The Standards ensure space assignments are equitable, efficient, and reflect functional work
requirements. The Standards are based on a strategy that ensures a consistency in project planning and
budgeting. Though “churn” [refer to Glossary in Appendix D] is inevitable, application of the Standards reduces
the extent of physical reconfiguration of office components and contributes to the lessening of the GNWT’s
ecological footprint.
Workstation Allocations
The Standards include seven workstation types (TYPES A through F), each developed to meet the functional
needs of GNWT employees. The seven types fall within either the “enclosed” or “open” category and
represent five standard sizes. [Refer to the Workstation Allocation Chart (page 14) for more details on the
workstation types.]
Enclosed Workstations
Enclosed workstations are assigned only to resident employees who occupy their workstations more than
50% of the day, on average, throughout the year. All enclosed private offices are situated adjacent to office
interior perimeter walls, allowing an open and flexible floor space located between the natural light source
and partitioned rooms.
Three types of enclosed workstations or private offices (TYPES A through C) accommodate resident staff.
TYPES A and B are restrictive and are limited to senior management. TYPES C (enclosed) or C1 (semi-enclosed) are
discretionary and based on job function. TYPE C/TYPE C1 workstations can be assigned only to resident staff who
have frequent unscheduled meetings within their offices and require acoustical privacy. The Standards
recommend limited assignment of this workstation type.
The Standards encourage employees to use a variety of meeting spaces, including quiet rooms suitable for
unscheduled meetings. The collaborative meeting and quiet workspaces must be equipped with
communication services and staff must be provided with the technology (i.e., laptops, mobile phones) that
allows an employee to work at numerous locations throughout the office area.
Open (Systems) Workstations
The Standards include four types of open workstations developed to accommodate both resident and touch-
down/rover staff. Open TYPE C-1 or TYPE D/TYPE E workstations are assigned to full-time staff occupying their
workstation more than 50% of the work day. As well, full-time casual or term employees, occupying the station

more than 50% of the work day, can be assigned a TYPE D/TYPE E workstation; however, the station must be
occupied throughout the year. (Over the course of the year, a number of casual or term or seasonal
positions must be assigned to the workstation, and the client workgroup must outline the requirement in their
project submission.)
Touch-down or rover workstations are designed to accommodate seasonal, part-time, and full-time workers
who occupy the workstation for less than 50% of their workday. These stations are suitable for staff working
under AWA, including those who work from home or from other GNWT or public/private sector
accommodation. A touch-down station provides appropriate accommodation for Counselors who, for the
majority of their day, meet with clients in a therapy or interview room but who require a separate work place
to complete administrative tasks.
Acoustical sound masking systems can reduce the conversation transfer throughout the open office area and,
conversely, can be installed above meeting spaces with the purpose to mask conversations originating from
the facility. For staff working within the open office area, a quiet room provides a space for confidential
telephone conversation. Office etiquette also plays a role in eliminating distractions in an open work area;
workers should be reminded to conduct meetings or team work within the enclosed collaborative spaces
provided and limit both the volume and the duration of one-to-one conversations within their open
workstations. Workers must also develop awareness of the way telephone conversations, teleconferencing,
clutter and disorder can affect fellow workers. Supervisors should reinforce the need for all employees to
respect their colleagues’ privacy and their need for concentration as well as the importance of locking
confidential documents within secure storage cabinets.
Base Workstation
The Standards recommend that the majority of GNWT staff be accommodated within open-area, screened
TYPE D/TYPE E (7.4 m²) workstations. Unlike enclosed offices, open workstations are developed without
restrictions pertaining to the building grid (columns, ceiling grid, and window mullions). This characteristic
frees
the designer to develop fully the office area available, which in turn allows more efficient and flexible use of
floor space. The space savings allow additional support functions to be provided within the workgroup’s total area
allocation.

Figure 4.1: Base Workstation TYPE D/TYPE E
The larger screened workstation (TYPE C-1) is allocated to staff needing collaborative meeting and team space
within the workstation and/or additional layout space. An option for configuration of the workstation
incorporates taller, glazed screens with a pull-across “barn” type door.
Figure 4.2: Workstation TYPE C-1 with “Barn Door” Figure 4.3: Workstation TYPE C-1 with Low Screens

Workstation Configurations
Refer to illustrations of recommended workstation configurations in Appendix A, where alternative layouts

are included for enclosed and semi-enclosed workstations. (Two alternative layouts are shown for TYPE F, open
systems furniture workstation). Workstations TYPE D/TYPE E are alternatives for the base 7.4 m² workstation
footprint.
Enclosed workstations are furnished with freestanding desks and cabinets or shelving units, while open
workstations are configured with screen-mounted work surfaces and storage cabinets. Placement of screen-
mounted overheads must be considered carefully so that natural light is not blocked to interior workstations.
Use of primarily lower storage is recommended.
Installation of lower height (1320 mm) screens:

 allows natural light to reach all workstations;
 reduces the perception of a “confined cubical” appearance prevalent in past open area office
layouts; and
 encourages an open, collaborative environment.
Figure 4.4: Let the Light In
Workstation Allocation Chart
The following chart outlines the workstation types and areas recommended by the Standards. The seven
types represent only five workstation footprints, as two sets (TYPE C/TYPE C-1 and TYPE D/TYPE E) are equal in
area and shape. TYPE C is enclosed and TYPE C-1 is open; both are accommodated within a 9.3 m² area.
TYPE D/TYPE E are 7.4 m² open area workstations. TYPE D configuration supports two-person meetings and
reference storage, while TYPE E provides increased layout surface, suitable for staff requiring concentration to
perform multi-tasking or intensive work or who need additional layout and/or equipment surfaces.
TYPE F, a 3.9 m² workstation, is designed to accommodate “touch-down” workers who spend more than half of
their day away from the workstation. These employees may be working off-site or elsewhere in the office,
such as attending interview or counselling sessions in a designated facility.

Workstation Allocation Chart

Workstation Space
Workstation Description Allocation
Functional Assignment
TYPE
Enclosed Open m² ft²
A √ Resident: typical assignment to a Deputy Minister or equivalent 22.5 240
Resident: typical assignment to an Assistant Deputy Minister,
B √ Director, or Regional Superintendent
13.9 150
Resident: typical assignment to staff responsible for a district
office or a department included within a regional or district office,
C √ senior management or positions dealing with sensitive or
9.3 100
confidential issues [refer to notes]
Resident: restrictive assignment to staff regularly requiring space
C-1 √ for unscheduled meetings, or professional and technical 9.3 100
positions needing increased layout and storage space
Resident: typical assignment to professional and technical
positions; can be assigned to casual/term/part time positions if
D √ the workstation is occupied throughout the year and for more
7.4 80
than 50% of the work day [refer to notes]
Resident: typical assignment to administrative support (AS)
positions with a job function not requiring unscheduled meeting
E √ space but needing layout surface; the workstation is occupied 7.4 80
throughout the year and for more than 50% of the work day ;
[refer to notes]
Touch-down: typical assignment for staff who use their
F √ workstations less than 50% of their work day, and for 3.9 42
casual, part-time, and seasonal work assignments [refer to
notes]
Resident Staff Term refers to staff using their workstations more than 50% of their workday.
Touch-down or Term refers to staff using their workstations for less than 50% of their work day. Their duties could include site
Rover Staff inspections or site work, or they may work under an alternative work program (AWA), working from home or at
two separate sites. Casual, term, part-time and seasonal positions are included in this category.
Resident Non-FTE positions are assigned either (1) TYPE D or E, if the station is occupied throughout the year by one
Casual/Term/ or more staff members and the staff use their workstations more than 50% of the work day, or (2) TYPE F, if
Part-Time Staff the staff use the workstation less than 50% of their work day and the workstation is occupied
intermittently throughout the year.
TYPE C Enclosed FTE staff can be allocated an enclosed workstation if the position deals with sensitive issues (telephone or
person-to-person meetings that cannot be conducted in a meeting or quiet room) regularly throughout the
day.

Support Spaces
The Standards are based on an average macro allotment space utilization of 18.6 m² or 200 ft² per staff. The
allotment reflects the planning formula used to develop current and past GNWT office installations. The area
allotment for offices accommodating 10 or less staff is calculated by applying a greater area per staff member.
The increase in area is needed to provide standard office support spaces including equipment/work, storage,
and meeting facilities. [Refer to Chapter 5.] Conversely, the area allotment for offices with more than 40 staff is
based on 18 m² per employee.
The Standards advance three key recommendations for space allocation:

1. Limit the allocation of enclosed workstations (private offices).
2. Assign TYPE D/TYPE E open workstations to the majority of staff.
3. Assign TYPE F (“touch-down” or “rover”) open workstations for those who do not occupy their
stations more than 50% of the work day throughout the year.
Implementing these recommendations allows more space to be assigned to collaborative support functions,
including more and varied meeting areas.
A planning template included in the Standards lists a number of options for support space selection.
Application of the template in the planning process is discussed in Chapter 4 (page 23). Support space
configurations are shown in Appendix B of this document, and for some of the functions, the Standards
provide typical configurations suitable for either a 600 (610) mm x 1200 (1220) mm or a 1500 (1525) mm x
1500 (1525) mm building grid.
Meeting Spaces
The planning template includes a selection of three types of meeting facilities:

 small (9.3 m² to 13.9 m²), seating 4 to 7 persons;
 medium (26 m² to 27.9 m²), seating 14 to 15 persons; and
 large (55.7 m²), seating 30 to 32 persons.
The rooms are developed on a module, allowing flexibility in space planning: the area of two medium
meeting rooms equals that of one large meeting room; a medium meeting room can be divided into two
small meeting rooms. If a medium meeting room is under-utilized, then its space can be converted to two
small meeting rooms or as a small meeting room and an office or other function.
The Standards recommend that the large meeting room be designed with an acoustical mobile room divider,
allowing temporary division into two medium-sized meeting rooms. A further recommendation is that meeting
rooms be provided with multiple telecommunication service outlets and be equipped with modular furniture,
allowing the table layout to be reconfigured.

Figure 4.5: Meeting Space with Modular Tables
Quiet Rooms
Quiet rooms are intended to serve as unscheduled meeting or workspaces, accommodating private
telephone calls or teleconferences. Two types of quiet rooms are included in the planning template:
 a two-person meeting room, equipped with lounge-type chairs; and
 a space suitable for use on work requiring temporary, focused concentration.
It is important to note that staff must be able to access electronic files wherever they work; therefore, the
rooms must be developed with standard telecommunication services and staff must have access to portable
devices.
Figure 4.6: Quiet Rooms Provide Space for Heads-Down Work and Telephone Conversations
Beverage Counters, Kitchenettes
The Standards increase the area allocation for this function in order to incorporate a code requirement for a
double sink as well as space for a refrigerator, microwave enclosure, water cooler, and refuge/recycle
containers. In many offices, the beverage counter function has evolved into an informal meeting place where
staff exchange information and generate ideas. Larger office installations are allocated with more than one
beverage station, which can be combined to create an office hub with a counter and seating. Another option is
to include the station with a meeting space allotment, creating a free-flow open-area function space. To
reduce noise disruption for workers, the Standards recommend that planners separate beverage counters from
workstations and locate them near other support spaces (specifically, collaborative facilities).

Figure 4.7: Friendly Gathering Places
Equipment/Work Centre
The Standards recommend a 13.9 m² (1500 mm x 1500 mm grid) to a 14.9 m² (600 mm x 1200 mm grid)
module for equipment/work centres. A smaller workgroup is allotted half of this area. For larger offices, an
allotment also is included for auxiliary equipment stations needed to reduce congestion and travel time within
the office. These spaces can be located throughout the office or combined with the equipment/work centre.
Figure 4.8: Equipment Work Centres
Storage
An allocation for storage space needed to accommodate stationery, forms, IT equipment, and general bulk
storage is incorporated into the planning template. Space for either a free-standing or an enclosed closet also
is provided for visitor coat storage.
File Storage
The planning template allots one (lateral) file cabinet area (1 m²) per staff member. Workgroups are
encouraged to use high-density storage if their location has suitable floor loading. Three-drawer-high lateral
cabinets will meet all floor-loading requirements within the GNWT’s property inventory. Adding a countertop
to a grouping of these cabinets provides layout for informal meeting and teamwork surfaces. If a workgroup
finds that it requires less paper files, then the area allocation can be applied to other functions.

Figure 4.9: File Storage Tops Provide Layout and Workspace
Reference Storage
The planning template does not include a specific area allocation for reference materials. Provision for
large libraries would be addressed under special purpose areas.
Stationery Cabinets
The template includes a stationery storage allocation of 1 m² per cabinet—up to four cabinets, depending
on the workgroup’s number of staff. This allocation can be combined with an auxiliary equipment station
or can be incorporated into the equipment work centres.
Reception Areas
All stand-alone office suites require an entry and reception function. The planning template includes a selection
of open-area reception facilities:
 small (4.2 m²), seating 1 to 2 persons;
 medium (8.6 m²), seating 3 to 4 persons; and
 large (13.4 m²), seating 5 to 6 persons.
Application of Support Spaces
Chapter 4 includes a planning template (page 23), which provides recommendations for support space
allotments that are based on the workgroup’s staff number. The template is a guideline for assignment of the
remaining macro area available after workstations are accommodated. If larger and/or enclosed workstations
are planned, less support space is available. If the macro allotment for the workgroup is not exceeded, each
category of support function area allocation can be reduced, increased, or combined with other functions
during the planning process.
Special Purpose Spaces
Special purpose spaces are not addressed by the macro allotment; the need for these spaces is assessed
individually for each project. Specialized spaces include secure intake and interview rooms, libraries,
laboratories, large storage facilities, specialized equipment spaces, lecture halls, hearing and court rooms,
dedicated training facilities, and washrooms that are separate from public facilities provided by the building.
Area for special purpose spaces that are used on a continuous basis (and generally throughout the year) are
added to the calculation for the workgroup’s macro allotment. Where standard support spaces can be used
to

accommodate the special purpose function, additional area will not be added to the office installation’s total
area.
Appendix B includes illustrations for two special purpose functions: the secure interview room and the intake
room. A workgroup dealing with clients who might present a security concern requires specialized facilities in
order to ensure staff and client safety. Such a workgroup might require either one or both functions. The
rooms are designed with two entrance/exits: one for client use and one allowing staff members to exit the
room into a secure space. Both rooms are equipped with emergency alert devices. The intake room includes a
secure barrier separating the staff member and the client.
Interview rooms are suitable for meeting with income support and mental health clients, while intake rooms
are designed specifically to meet the needs of Justice Probation Services. Non-secure interview rooms also can
be used for Human Resources functions, allowing HR officers to be accommodated within open systems
workstations when not participating in an interview. Telecommunication services must be installed within these
facilities and staff must be provided with communication devices allowing them mobile access to their
electronic files. Use of separate interview rooms also ensures that the client is not given access to the work area
and sensitive documents.
PWS planners design large conference and training spaces to be multi-purpose and shareable by a variety of
GNWT workgroups. They also locate these facilities so that after-hour and public access is possible.

Chapter
Planning Principles and Guidelines
5
This chapter provides the planning tools to assist in determining the office installation project area, design,
and budget. The tools include macro planning standards, recommendations for allocation of support spaces,
and a planning template.
Macro Planning
A macro allotment or macro standard is the area allocated per position. It includes the position’s workstation
and an allowance for typical office support space as well as a circulation factor applied to both the
workstation and support spaces. The Standards recommend a circulation factor of 25%.
The macro calculation is based on the number of FTE staff in the workgroup. In addition, a workstation
allocation can be added to account for a workstation that accommodates casual, term, part-time, and
seasonal workers throughout the year. (If a workstation serves as a workplace for three non-FTE positions
during the year, then one position may be added to the macro allotment calculation.) The Standards
recommend that seasonal and other rover or touch-down staff members be assigned a TYPE F workstation (3.9
m²). If the workgroup experiences a seasonal influx of workers who are resident within the office throughout
the day, the Standards recommends temporary conversion of other support spaces (such as meeting rooms)
to address this need.
A strategy to maintain an average base macro allotment of 18.6 m² (200 ft²) per FTE-equivalent throughout
the GNWT is crucial to PWS’s management of its accommodation inventory; however, the number of staff in a
defined workgroup dictates the actual macro allotment for its office installation. Every office, large or small,
requires access to similar support functions: reception/waiting, meeting space, beverage counter, and storage
and equipment area. However, for a smaller office, the ratio of staff to needed support spaces is lower;
therefore, an office with fewer workers requires a greater macro allotment, while an office serving a large
number of staff requires less than the overall average 18.6 m² macro allocation. Following is a chart listing five
ranges for workgroups and their macro allotments.

m² ft² m² ft²
1 to 5 22.9 246.5 22.0 236.8
6 to 10 20.5 220.7 20.0 215.3
11 to 20 18.9 203.4 18.6 200.3
21 to 40 18.0 193.8 18.6 200.3
40 plus 18.0 193.0 18.0 193.8

Definition of a Workgroup
To determine an accurate macro allotment, it is vital to define the group to be accommodated in an office
installation. A workgroup is described as a group of GNWT employees who routinely function as a team, often
are interdependent, and are working towards achieving a common goal. In terms of office space, a
workgroup is defined as a collection of component workgroups that share common support spaces. Following
are example workgroups recognized by the Standards:
 a department occupying all or a portion of a floor or multiple floors within a single structure;
 when a department’s staff and operations are located in separate structures, each structure
accommodates a “workgroup,” each with its assigned macro allotment based on that
workgroup’s staff number;
 a regional or district office consisting of representatives of more than one department; and
 a workgroup located in the same structure as a regional or district office but
functioning independently of the main office and having greater than five staff.
Space allocations of different workgroups can be combined to provide shared support spaces such as meeting or
training facilities. One of the goals of the Standards is to promote full and/or dual usage of all functional spaces,
and sharing of collaborative and workspaces will assist in achieving this objective.
Figure 5.1: Dual Use Support Space

Support Spaces
By providing more and a greater variety of collaborative spaces, the Standards aim to meet the needs of today’s
employees and to take advantage of technology that allows staff to work from many locations. The macro
allotment includes area both for workstations and for typical office support space, including collaborative
(meeting), equipment, layout, and storage functional components.
The following chart provides a guideline for determining the support spaces that can be sustained by the macro
allotment. The area assignable to support functions is based on a typical allocation of workstations and assumes
that less than 10% of the workstations accommodated in enclosed or private offices and TYPE D/TYPE E are the
majority of workstations assigned.

Guideline: Allotment of Support Space
Support Space Workgroup Staff Number Category

Name m² 1 to 5 6 to 10 11 to 20 21 to 40 40 plus
Meeting Number of Recommended Support Spaces
 small 13.9 1 1 0 2 2
 medium 27.9 0 0 1 2 1
 large 55.7 0 0 0 0 1
Quiet Room
 work/telephone 5.2 1 1 1 2 2
 2-person meeting 5.2 0 0 0 1 2
Office Use
 beverage counter 4.5 1 1 1 2 2
 equipment/ work centre 14.9 .5 1 1 2 2
 auxiliary equipment or 4.6
0 1 1 3 3
reference station
Reception
 small (seats 1-2) 4.2 1 1 0 0 0
 medium (seats 3-4) 8.6 0 0 1 1 0
 large (seats 5-6) 13.4 0 0 0 0 1
Storage
 bulk 13.9 0 .5 .5 1 1.5
 storage cabinet 1.0 1 1 2 3 4
 file/reference cabinet or
1.0 1-5 6-10 11-20 21-40 40+
shelf (1 per staff)
Notes:
 Special support spaces are not supported in the Macro Allotment, and must be approved on an individual basis by the
PWS.
 Support space allotments can be altered to meet the needs of the workgroup; however, area (m²) cannot be increased
unless a special circumstance is determined.
 The Macro standard area (m²) includes workstations and support space; therefore, increased allocation of enclosed or
Type C-1 workstations could reduce the amount of area able to be dedicated to typical office support space.
 Meeting rooms are based on a module; therefore; a workgroup with a recommended medium meeting room allotment,
instead can develop 2-small meeting rooms, and with a large meeting room allotment, can develop 2- medium meeting
rooms.
Planning Template – Micro Allotment Calculations

The planning template tool is developed to assist project participants in determining the total office area
needed by a defined workgroup to accommodate its functional requirements. It lists the micro area
requirements for workstations and support functions that can be supported by the macro allotment.

Example Planning Templates developed for workgroups included in each of the macro ranges are recorded in
Appendix C.
PLANNING TEMPLATE – MICRO

Calculation
TARGET: Macro Allotment Workstations (m²)
4 staff x 22.0 m² = 88.0 m² Total
Mgmt / Super / A.S. / Touch-
(planning and growth factor area Staff Sr. Mgmt
Prof / Tech Tech down
additional to macro allotment)
WORKSTATIONS
Workstation Allocation
Total Workstation Allocation
25% Circulation TYPE B TYPE C, C-1 TYPE D, E TYPE F
Subtotal Workstation Allocation m²
Allocation (m²)
SUPPORT SPACES Allocation is based on a # to # staff office.
Meeting DESCRIPTION
 Small (#) seats 5 - 8
 Medium (#) seats 14 - 15
 Large (#) seats 30 - 32 (can be divided into 2 medium rms)
Quiet Work
 Quiet Work (#) work surface, task chair & mobile pedestal
 2-Person Meeting (#) 2 meeting chairs
Office Use
 Beverage counter (#) double sink, microwave enclosure, fridge
 Equipment/ work centre (#)
 Auxiliary equipment (#) printer/copier/fax, layout surface and refuge/recycle
Reception
 Small (#) seats 2 with coat tree
 Medium (#) seats 4 with coat closet
 Large (#) seats 6 with coat closet
Storage
 bulk (#)
 storage cabinet (#)
 file /book cabinet (1 per staff)
Total Support Space Area m²
25% Circulation
Subtotal Support Space Allocation m²
NET ASSIGNABLE AREA m²
Comparison Allotment The micro allotment calculation is # m² ABOVE/BELOW the macro
Micro vs. Macro allotment, which is based on # m² (# ft²) per staff member
accommodated

Calculating Total Net Assignable or Useable Area

The total net assignable space (useable area) includes the following:
 Net assignable (useable) space, based on the macro allotment (as recorded on the planning template);
 Special purpose space (functions not included in the typical office support spaces such as
intake rooms, labs, large training facilities, specialized IT and security requirements);
 Building or planning efficiency factor (the Standards apply a factor of 5%), accounting for the
building module and the floor plate’s shape and dimensions, as well as limitations due to placement
of duct spaces and building columns; and
 Growth or swing space factor, accommodating growth for a one-to-five-year time frame—it
also provides space to assist in construction of minor tenant improvements or reconfiguration
of workstations.
Useable area (um²) differs from rentable area or gross floor area. Rentable area includes the tenant’s share of
common building spaces. Gross floor area (GFA) is the total floor area including tenant space, perimeter walls,
columns, stairwells, floor common corridors and lobby, common washrooms, and core services and shafts. The
Standards do not include percentage factors for determining rentable or gross floor areas.
Use the following template to determine the amount of useable space needed to accommodate an identified
workgroup:
TOTAL NET ASSIGNABLE AREA TEMPLATE

WORKGROUP DESCRIPTION
Macro Standard
Staff Number
Formula Allotment per staff*
#
18.0 to 22.0 m²
TOTAL NET ASSIGNABLE AREA CALCULATION m² m²
Macro Allotment ( 18.0 to 22.0 m² x # of staff) X
Special Purpose Space(s) Y
Special Purpose Space circulation (25%) Y x 25%
Subtotal Net Assignable Space (X + Y + Y x 25%) Z= (Z)
Planning Factor (5%of net Assignable) Z x 5% = (A)
Growth or Swing Space Factor (5% of Net Assignable Area) Z x 5% = (B)
TOTAL NET ASSIGNABLE AREA (Z + A + B) = (C)
*NOTE: Refer to Workgroup Space Foortprint Calculation Chart to determine macro standard category (based
on number of staff).

Inearly
Appendices
Appendix A – Workstation Configurations
Appendix B – Office Support Space
Configurations
Appendix C – Example Workgroup Planning Templates
Appendix D – Acronyms and Definitions
Appendix E – Form: Request for Accommodation Project
Appendix F – Form: Request for Non-Compliance Accommodation


Appendix
A Workstation Configurations
The new GNWT Space Standards and Guidelines include seven workstation types. The following workstation
configurations are illustrated in this appendix.
Enclosed Workstations
TYPE A: Resident, restrictive; typical assignment – Deputy Minister or equivalent
TYPE B: Resident, restrictive; typical assignment – Deputy Minister, Director, or Regional Superintendent
TYPE C: Resident, discretionary; typical assignment – staff responsible for a district or a department
included in a regional or district office, positions with functional requirements for meeting space
needed a number of times throughout the day.
Open (Systems) Workstations

TYPE C-1: Resident, discretionary; typical assignment – staff needing collaborative in-workstation meeting
space.
TYPE D: Resident; typical assignment – professional and technical FTE staff. If the station is occupied
throughout the year, can serve as a work place accommodating a number of casual, term, part-
time, and seasonal positions. (TYPE D configuration supports two-person meetings and reference
storage.)
TYPE E: Resident, typical assignment – technical services and administrative support (AS) FTE staff. If the
station is occupied throughout the year, it can serve as a work place accommodating a number
of casual, term, part-time, and seasonal positions. (TYPE E configuration provides increased work
surfaces for layout and/or equipment.)
TYPE F: Touch-down or Rover; typical assignment – staff occupying their workstations less than 50% of
their workday. Can serve casual, term, part-time, and seasonal positions.

6096mm
3658m
4617mm
4922m
ENCLOSED WORKSTATION TYPE 'A'

240 ft2, 22.5 m2
- DEPUTY MINISTER OR EQUIVALENT
Figure A.1: Workstation TYPE A, Enclosed

3810mm
3658m
ENCLOSED WORKSTATION TYPE 'B'

150 ft2, 13.9 m2
- ADM EXECUTIVE
- INTERVIEW TYPE LAYOUT
3048mm
4572m
ENCLOSED WORKSTATION TYPE 'B' 150

ft2, 13.9 m2
- ADM EXECUTIVE
- MEETING TYPE LAYOUT
Figure A.2: Workstation TYPE B, Enclosed

3048mm
3048m
ENCLOSED WORKSTATION TYPE 'C'

100 ft2, 9.3 m2
- MANAGEMENT + SUPERVISORY
- MEETING TYPE LAYOUT
3048mm
3048m
ENCLOSED WORKSTATION TYPE 'C'

100 ft2, 9.3 m2
- INTERVIEW TYPE LAYOUT
Figure A.3: Workstation TYPE C, Enclosed

3048mm
3048m
1219mm
OPEN WORKSTATION TYPE 'C-1'

100 ft2, 9.3 m2
- PROFESSIONAL / TECHNICIAN
- ADDITIONAL MEETING
3048mm
3048m
1219mm
OPEN WORKSTATION TYPE 'C-1'

100 ft2, 9.3 m2
- PROFESSIONAL / TECHNICIAN
- ADDITIONAL LAYOUT
Figure A.4: Workstation TYPE C1, Open

2438mm
3048m
1524mm 915mm
OPEN WORKSTATION TYPE 'D'

80 ft2, 7.4 m2
- RESIDENT STAFF
- PROFESSIONAL TECHNICIAN
Figure A.5: Workstation TYPE D, Open

2438mm
915m
3048m
2438mm
OPEN WORKSTATION TYPE 'E'

80 ft2, 7.4 m2
- RESIDENT STAFF
- ADMIN SUPPORT
Figure A.6: Workstation TYPE E, Open

2133mm
1828m
610mm
OPEN WORKSTATION TYPE 'F'

42 ft2, 3.9 m2
- ROVER STAFF
- OCCASIONAL WORKER
2133mm
1828m
610mm
OPEN WORKSTATION TYPE 'F'

42 ft2, 3.9 m2
- ROVER STAFF
- OCCASIONAL WORKER
Figure A.7: Workstation TYPE F, Open

Appendix
B Office Support Space Configurations
The new GNWT Space Standards and Guidelines address basic office support functions that can be
accommodated within the macro allotment. This appendix includes layouts for the following spaces.
Collaborative Spaces
 Small Meeting Room: Seats 4 to 7 persons
 Medium meeting Room: Seats 13 to 15 persons
 Large Meeting Room: Seats 30 to 32 persons
 Quiet Room: 2-person meeting or workspace
Shared Office Spaces

 Beverage Counter or Kitchenette
 Equipment / Work Centre
 Auxiliary Equipment
Public Spaces
 Small Reception: Seats 1 to 2 persons
 Medium Reception Seats 3 to 4 persons
 Large Meeting Room Seats 5 to 6 persons
A range for support area and enclosed support spaces’ dimensions is included for the small and medium
meeting rooms as well as the equipment work centre. The range provides options for a 600mm x 1200mm
and a 1500mm x 1500mm building grid.
Two special purpose spaces, not supported by the macro allotment, also are included.
 Secure Interview and Intake Rooms (with legend)

3658mm 3048mm
3658m
4572m
SMALL MEETING ROOM
144 ft2, 13.4 m2
- SEATS 6 - 7
- SUITABLE FOR A 600mm X 1200mm
(2' x 4') CEILING GRID
SMALL MEETING ROOM

3048mm
150 ft2, 13.9 m2
- SEATS 6 - 7
- SUITABLE FOR A 1500mm X 1500mm
3048m
SMALL MEETING ROOM

100 ft2, 9.3 m2
- SEATS 4 - 5
- SUITABLE FOR 600mm x 1200mm
(2' x 4') AND 1500mm x 1500mm (5' x 5') CEILING
GRIDS
Figure B.1: Small Meeting Rooms

6096mm
4267mm to
MEDIUM MEETING ROOM

280 ft2, 26 m2
- SEATS 14 - 15
- SUITABLE FOR A 600mm x 1200mm
300 ft2, 27.9 m2

- SEATS 14 - 15
- SUITABLE FOR A 1500mm x 1500mm
Figure B.2: Medium Meeting Room
Figure B.3: Provide a Variety of Meeting Space Areas

6096mm
4572m
9144m
4572m
LARGE MEETING ROOM

600 ft2, 55.7 m2
- SEATS 30 - 32
(2' x 4') AND 1500mm x 1500mm (5' x 5')
CEILING GRID
- CAN BE DIVIDED TO CREATE TWO
MEDIUM MEETING ROOMS
Figure B.4: Large Meeting Room

2134mm 2134mm
2438m
1525mm mobile pedestal with seat top
QUIET ROOM
52 ft2, 5.2 m2
- 2 PERSON MEETING
- QUIET WORK
3658mm
762mm 2134mm 762mm
762m
1828m
double
microwave sinkmachineenclosure
coffee
m
refrigerator
refuge recycle
STAN
DING
BEVERAGE COUNTER
84 ft2, 4.5 m2
- LOWER CABINETS & COUNTER
- UPPER MICROWAVE ENCLOSURE
- UPPER CABINETS AS REQUIRED
Figure B.5: Quiet Rooms and Beverage Counter
Figure B.6: Beverage Counter and Informal Meeting

4572mm to 4877mm
refuge recycle work centre

built in counter with upper and lower storage
3048m
610m m
EQUIPMENT / WORK CENTRE 160

ft2, 14.9 m2
150 ft2, 13.9 m2

Figure B.7: Equipment/Work Centre
2134mm
low storage
work centre
2134m
refuge recycle
AUXILIARY EQUIPMENT STATION

49 ft2, 4.6 m2
Figure B.8: Auxiliary Office Support Spaces

Figure B.9: File Storage Supports Shared Layout and Workspaces
Figure B.10: Reception – Waiting Function

2743mm
1524m
SMALL RECEPTION
coat tree 45 ft2, 4.2 m2
- 2 VISITORS
- SUITABLE FOR A
1 TO 20 STAFF OFFICE
3505mm
2438mm 1067mm
2438m
MEDIUM RECEPTION
92 ft2, 8.6 m2
- 3 TO 4 VISITORS
- SUITABLE FOR A
21 TO 40 STAFF OFFICE
3658mm
2133mm 1525mm
3658m
MAIN RECEPTION
144 ft2, 13.4 m2
- 5 TO 6 VISITORS
- SUITABLE FOR A
41 + STAFF OFFICE
Figure B.11: Reception/Waiting Areas

15
18
18.1
19 9
3442
23
14
INTERVIEW #2.4
18 INTAKE #2.3a
INTAKE #2.3b 19
15.1 14
11
20
2527
10 17
8
9
3048mm
INTERVIEW ROOM
100 ft2, 10.3 m2 INTAKE ROOMS
80 ft2, 7.4 m2
LEGEND
8 Computer
9 Printer
10 Built-In Work Surface
11 Inquiry Window with Metal Frame, Pass-Thru, Speaker & Shelf Client
14 Door: Metal Door & Frame with Small Door Light
15 Staff Door: Solid Core Wood Door & Hollow Metal Frame with Door
Light and Lockset with Thumb Latch and Electronic Release Solid Core
15.1 Wood Door & Hollow Metal Frame without Door Light, and with
Standard Lockset
17 Microphone, 2-Way
18 Door Lock Release to Client Door
18.1
19 Door Lock Release to Staff Door
Emergency Alarm Activates Strobe Light & Audio Alert CCTV
20 Video Surveillance Unit, Wall MTD.
23 915mm Deep x 1830mm Wide, Table / Desk
Figure B.12: Special Purpose Space – Interview and Intake Rooms

Appendix
C Example Work Planning Templates
Chapter 5 – Planning Principles and Guideline (page 20) includes the Planning Template. For reference
purposes, we repeat the Workgroup Space Footprint Calculation Chart here. The chart records a sliding
scale target for space utilization, based on staff density.

m² ft² m² ft²
1 to 5 22.9 246.5 22.0 236.8
6 to 10 20.5 220.7 20.0 215.3
11 to 20 18.9 203.4 18.6 200.3
21 to 40 18.0 193.8 18.6 200.3
40 plus 18.0 193.0 18.0 193.8
Chapter 5 also includes the Planning Template - Micro Calculation (page 23), which is a tool that allows
planners to determine the support spaces able to be carried by the macro allotment calculated for an identified
workgroup.
Five example calculations, based on the Micro Calculation template, appear on the following pages. These are:
 Workgroup 1-to-5 staff – example developed for a 4-person office;
 Workgroup, 21-to-40 staff – example developed for a 33-person office; and
 Workgroup, 40-plus staff – example developed for a 45-person office.
Using a corresponding spreadsheet, support spaces can be substituted to apply greater or less space to types of
support space.
At the bottom of the Micro Calculation form, a check is included where the target macro allotment (recorded at
the top of the form) can be compared to the actual net assignable area. This offers an alert to the planner: if
the difference between the target and actual area is less or greater than 2-3 m², consider substituting or
eliminating a function. A possible solution might be to include assigning a TYPE F versus a TYPE D/TYPE E
workstation in order to provide space to accommodate an additional collaborative function.

EXAMPLE 1 to 5 STAFF OFFICE – MICRO Calculation

TARGET: Macro Allotment 4 Workstations (m²)
staff x 22.0 m² = 88.0 m² Total
Sr. Mgmt Mgmt/Super/ A.S./ Touch-
( planning and growth factor area Staff Prof/ Tech Tech down
additional to Macro Allotment)
WORKSTATIONS 4 0 3 1 0
Workstation Allotment 0 9.3 7.4 3.9
Total Workstation. Allotment 35.3 0 27.9 7.4 0
25% Circulation 8.8 Type B Type C, C-1 Type E Type F
Subtotal Workstation Allocation m² 44.1
Allocation (m²)
SUPPORT SPACES Allocation is based on a 1 to 5 staff office.
Meeting DESCRIPTION
 Small (1) 13.9 seats 5 -8
 Medium (0) 0 seats 14 - 15
 Large (0) 0 seats 30 – 32 (can be divided into 2 medium rms)
Quiet Work
 Quiet Work (0) 0 work surface, task chair & mobile pedestal
 2-Person Meeting (0) 0 2 meeting chairs
Office Use
 Beverage counter (1) 4.5 double sink, microwave enclosure, fridge
 Equipment/ work centre (.5) 7.5
 Auxiliary equipment (1) 4.6 printer/copier/fax, layout surface &refuge/recycle
Reception
 Small (1) 4.2 seats 2 with coat tree
 Medium (0) 0 seats 4 with coat closet
 Large (0) 0 seats 6 with coat closet
Storage
 bulk (0) 0
 storage cabinet (1) 1.0
 file /book cabinet (1 per staff) 4.0
Total Support Space Area m² 32.2
25% Circulation 8.1
Subtotal Support Space Allocation m² 43.8
NET ASSIGNABLE AREA m² 87.9
Comparison Allocation vs. Macro .1 Micro Allocation calculation check: difference between
target and actual net assignable area

EXAMPLE 6 to 10STAFF OFFICE – MICRO

Calculation
( planning and growth factor area Staff Prof/ Tech Tech down
Workstation Allotment 13.9 9.3 7.4 3.9
Total Workstation. Allotment 80.7 13.9 37.2 29.6 0
Allocation (m²)
SUPPORT SPACE Allocation is based on a 6 to 10 staff
office.
Meeting DESCRIPTION
 Small (1) 13.9 seats 5 -8
 Medium (0) 0 seats 14 - 15
Quiet Work
 Quiet Work (1) 5.2 work surface, task chair & mobile pedestal
Office Use
 Equipment/ work centre (1) 14.
 Auxiliary equipment (1) 4.6 printer/copier/fax, layout surface &refuge/recycle
Reception
 Small (1) 4.2 seats 2 with coat tree
Storage
 bulk (.5) 7.0
25% Circulation 16.0
Comparison Allocation vs. Macro -1.2 Micro Allocation calculation check: difference between

EXAMPLE 11 to 20 STAFF OFFICE – MICRO

Calculation
( planning and growth factor area Staff Prof//Tech Tech down
Total Workstation. Allotment 119.9 13.9 65.1 37.0 3.9
Allocation (m²)
SUPPORT SPACES Allocation is based on 6 to 20 staff office.
Meeting DESCRIPTION
 Small (0) 0 seats 5 - 8
 Medium (1) 27.9 seats 14 - 15
Quiet Work
 Quiet Work (1) 5.2 work surface, task chair & mobile pedestal
Office Use
 Equipment/ work centre (1) 14.9
 Auxiliary equipment (1) 4.6 printer/copier/fax, layout surface & refuge/recycle
Reception
 Small (0) 0 seats 2 with coat tree
 Medium (1) 8.6 seats 4 with coat closet
Storage
 bulk (.5) 7.0
Subtotal Support Space Allocation 110.8
m²
Comparison Allocation vs. Macro -.3 Micro Allocation calculation check: difference between

EXAMPLE 21 to 40 STAFF OFFICE – MICRO

Calculation
TARGET: Macro Allotment Workstations (m²)
33 staff x 18.6 m² = 613.8 m² Total
Sr. Mgmt Mgmt/Supe A.S./ Touch-
( planning and growth factor area Staff r/ Prof/Tech Tech down
Allocation (m²)
SUPPORT SPACES Allocation is based on 21 to 40 staff office.
Meeting DESCRIPTION
 Small (2) 27.8 seats 5 - 8
 Medium (2) 55.8 seats 14 - 15
Quiet Work
 Quiet Work (2) 10.4 worksurface, task chair & mobile pedestal
 2-Person Meeting (1) 5.2 2 meeting chairs
Office Use
Reception
 Medium (1) 8.6 seats 4 with coat closet
Storage
 bulk (1) 13.9
 file /book cabinet (1 per staff) 33
Comparison Allocation vs. Macro 2.2 Micro Allocation calculation check: difference between

EXAMPLE 40 PLUS STAFF OFFICE – MICRO

Calculation
Sr. Mgmt Mgmt/Super AS/ Tech Touch-
( planning and growth factor area Staff /Prof/Tech down
25% Circulation 96.0 Type B Type C, C- Type E Type F
1
Allocation (m²)
SUPPORT SPACES Allocation is based on a 40+ staff office.
Meeting DESCRIPTION
 Small (2) 27.8 seats 5 - 8
 Medium (1) 27.9 seats 14 - 15
 Large (1) 55.7 seats 30 – 32 (can be divided into 2 medium rms)
Quiet Work
 Quiet Work (2) 10.4 worksurface, task chair& mobile pedestal
 2-Person Meeting (2) 10.4 2 meeting chairs
Office Use
 Beverage counter (2) 9.0 double sink, microwave enclosure & fridge
Reception
 Large (1) 13.4 seats 6 with coat closet
Storage
 bulk (1.5) 20.9
Comparison Micro Allocation .2 Micro Allocation calculation check: difference between
vs. Macro target and actual net assignable area

Appendix
D Acronyms and Definitions
a.f.f. above finished floor

AS administrative support
AWA alternative work arrangement
BAS building automation system
BF barrier-free
CCTV closed circuit television
DM Deputy Minister
ft² square feet
F&E furniture and equipment
FMB Financial Management Board
FTE full-time equivalent
GFA gross floor area
GNWT Government of the Northwest Territories
HR Human Resources
IT information technology
LAN local area network
LEED Leadership in Energy and Environmental Design
m² square metres
NBC National Building Code
NFC National Fire Code
NGO non-government organization
NGU non-government user
NIC noise isolation class
OHS Occupational Health and Safety
PWS (Department of) Public Works & Services
SPS Special Purpose Space
STC sound transmission co-efficient
TI Tenant Improvement
TBD to be discussed
um² useable area in square metres
WAN wide area network

Definitions – Terminology
Building Efficiency / Planning Factor

A building efficiency / planning factor is applied to the net assignable area in order to account for the building
module and the floor plate’s shape and dimensions, as well as limitations due to placement of duct spaces and
building columns.
Building Common Area

Floor area located within the tenant’s floor and throughout the building that is not under the tenant’s control
and not available for dedicated use by the tenant. Such spaces include lobbies and public corridors.
Circulation Factor
A circulation factor is applied to each functional component within a workspace. Calculation of the
workstations, support spaces, and their circulation factors will yield the net assignable area required to
accommodate a workgroup. The circulation factor can vary between 15% (straightforward facilities) to 45%
(courthouses). Open-area workstations require a higher circulation factor, and enclosed facilities have a smaller
factor applied. The Standards provide an average circulation factor of 25%, which accommodates an adequate
level of access and travel through the facility.
Collaborative Spaces
Spaces where two or more staff and visitors gather to meet or work. Such spaces include formal meeting
rooms or informal spaces such as beverage/lunch and lounge areas.
Churn Rate
The number of reconfigurations, moves, and renovations a specific space under goes during a specific period.
Ecological Footprint
A standardized measure of demand for natural capital that may be contrasted with the planet’s ecological
capacity to regenerate.
Enclosed Area
An area enclosed by full-height partitions (to underside of a suspended ceiling or the building structure)
Functional or Facilities Programme

A detailed statement (written and graphic) of accommodation requirements for a specific workgroup. It defines
the functional requirements for accommodation of a specific workgroup or function and also defines the
criteria for design of a facility—including area, configuration, service, performance, and aesthetic
requirements.
Floor Plate
The size and configuration of a floor located within a specific building.

Functional Area or Component

A functional space – either an enclosed or open area – that serves a specific function such as:
 Staff workstation – enclosed office or open systems workstation;
 Collaborative spaces, including meeting spaces;
 Office support, including equipment /work centres; and
 Storage, including bulk, reference, stationery/form, and files.
Macro Allotment or Macro Standard

The area allocated to a workgroup range. The macro area is multiplied by the FTE and equivalent staff in
order to determine the maximum area (m²) required to accommodate a workgroup.
The area allocated per position, including the position’s workstation and an allowance for typical office
support space as well as a circulation factor that is applied to both the workstation and support spaces. The
circulation factor applied in the Standards is 25%
Micro Allotment or Micro Standard

The area required to accommodate a workstation, support function, or furniture and equipment (F&E) items.
It includes the footprint of the F&E to be accommodated as well as access or operational space and circulation
space throughout the area.
Minor Work
A request to PWS is not required for tenant improvement work which is of a smaller scale. Such work might
be: reconfiguration of less than five systems workstations; electrical and communication work needed to
change or augment the function of a space or serve workstations.
Net Assignable Area

The area, based upon the macro allotment assigned to a workgroup range (based on the workgroup’s staff
complement). It includes workstations, support spaces, and required circulation.
Office Space
Includes workstations, support spaces, and associated circulation to accommodate staff in an individual or
collaborative work setting.
Program Area
The area determined by the space allocation standards determined to accommodate the workgroup’s functional
requirements. The program area can consist of a number of sub-components such as a work section or team
including their workstations and dedicated support space.
Rentable Area
Leases are based on rentable area, a measure of all internal space accommodated on a floor or floors within a
building, excluding vertical penetrations (stairwells, elevator shafts, ducts, etc.). The rentable space for a tenant
is calculated by applying a percentage factor to the tenant’s suite area in order to account for a portion of
building and floor common space. The factor or multiplier will vary according to type of building and type of
tenancy (single tenant floor, multiple tenant floors, whole building tenant, or a tenant occupying a portion of a
floor)

Resident
An employee who occupies his/her workstation for more than 50% of their work day, on average, and
throughout the year.
Rover
An employee who occupies his/her workstation for less than 50% of their work day, on average, and
throughout the year.

Functional areas that normally cannot be supported by the macro allotment. Functions include intake rooms,
large training functions, dedicated washrooms, laboratories, hearing rooms, libraries, etc. Additional area
accommodating the special purpose space, with PWS approval, is added to the workgroup’s net assignable
area.
Swing Space
Temporary office space provided to accommodate temporary placement of workstations and support spaces, in
order to facilitate renovations of existing tenant improvements or acquisition and fit-up of new space.
Open (Systems) Workstation

A mobile screen panel and/or screen-mounted furniture system used to create open workstations. Use of
freestanding furniture offers an option for development of the open workstations.
Tenant Improvement
All interior work required to demolish or construct permanent partitions and accompanying electrical,
communication, and HVAC services, as well as removal and application of finishes. Provision or removal of
electrical and telecommunication services is included in Tenant Improvements; however, installation or
reconfiguration of system workstations is not.
Touch-Down Workstation
A small workstation which may or may not be dedicated to a specific employee who requires use of a
workstation for less than 50% of his/her work day.
Useable Area
BOMA Standard: Generally includes lobby, service, and life safety corridor for a single floor tenancy. The figure
includes building columns, shear walls, and heating convectors. It is measured to the window pane surface
and, therefore, includes the window ledge.
Government of Canada Standard: Office floor area that is available to the tenant. Does not include building
columns.
Workstation
Workspace accommodating an employee. It includes directly associated partitions, screens, furniture, and
equipment.

Appendix
E Form: Request for Accommodation Project
The following form is to be used by GNWT departments to request an accommodation project that may include:
 New office space;
 Additional office space;
 Additional space in conjunction with renovation of existing office space;
 Amalgamation of office space; and
 Renovation of existing office space.
The request is to be approved by the department’s DM, and the submission to PWS

REQUEST FOR ACCOMMODATION

USER IDENTIFICATION
NAME CONTACT
Department:
Division:
Branch:
CURRENT LOCATION
Community:
Building Name:
Floor:
Useable Area (m²):
PROJECT TIME LINE

MILESTONES DATE DISCUSSION
Request Submitted
Proposed Project Start
Proposed Project Completion
CURRENT SITUATION
Program Description /Services
Provided
Number of FTE and other
staffs are affected by the
current
accommodation concern?
What steps have been taken to
solve the space requirement?
Gage the success or the
problems associated with the
current
solution?

PROJECT DESCRIPTION
√ PROJECT TYPE PROJECT MEASUREMENT QTY
Renovation of existing space including Number of spaces:
demolition and construction
Reconfiguration of systems or Number of stations:
screened workstations and associated
electrical/telecommunication services
Renovation to electrical Number of spaces/workstation
/telecommunication/HVAC services, only effected:
Renovation to include only new architectural Number of spaces/workstation
elements without reconfiguration of partitions effected:
Development of separate new space Estimated useable area (m²):
Development of new space in conjunction with Estimated useable area (m²) – new and
renovation of existing space portion to be renovated:
PROJECT RATIONAL
√ CAUSE DESCRIPTION
Overcrowding
Low utilization (staff per m²)
or vacant space
Inefficient use of space
Unequal distribution of space
New program or change to
program
Improve proximity between
functions or workgroups
Increased or decreased staff
numbers
Confusing and/or
unattractive environment
Insufficient collaborative
spaces
Special purpose function
required/altered
Security upgrade
Improved service to the
public
Upgrade to electrical/
telecommunications
Code or regulatory issues

PROJECT JUSTIFICATION AND MEASUREMENTS

Current accommodation
weakness:
Current accommodation
strengths:
Gap between current and target
accommodation:
Risk associated with not
proceeding with the project:
Benefits associated with
proceeding with the project:
Key success measures expected if
the project is completed:
Opportunities available:
Proposed Solution:
PROJECT FUNDING
AMOUNT ($) PROVIDED FOR PROVIDED BY
Planning
Lease Costs
Design
Project Management
Demolition / Construction
Furniture
Telecommunications Equipment
& Installation
Moves
ASSESSMENT OUTCOME
APPROVALS
DATE TITLE SIGNATURE

Appendix
Form: Request for Non-
F Compliance
Accommodation
Enclosed workstations (private offices constructed with full-height partitions) TYPES A and B are restrictive and
are limited to senior management. TYPES C (enclosed) or C1 (semi-enclosed) are discretionary and based on
job function. TYPE C/TYPE C1 workstations can be assigned only to resident staff who have frequent
unscheduled meetings within their offices and require acoustical privacy. The Standards recommend limited
assignment of this workstation type.
Using the following form, a client workgroup wishing to assign an enclosed office to a position that is
allocated under the Standards, an open (systems) workstation, a “non-compliance” request may be
submitted to PWS’. The form also can be used to request an enclosed office greater in area than 9.3 m².
The request is to be approved by the workgroup’s DM, and the submission to PWS must include a description
of the functions contributing to the area increase as well as a listing of risks associated with not meeting the
request and/or benefits realized from providing the additional area and tenant improvements.

APPLICATION: FOR NON-COMPLIANCE ACCOMMODATION

DATE APPROVALS NAME AND POSITION
Submitted by:
Department Approval:
PWS Approval:
WORKGROUP IDENTIFICATION POSITION IDENTIFICATION

Department: Name:
Division: Position:
Branch: Classification:
Workgroup: Duties:
Location: Supervisor:
CURRENT m² CURRENT WORKSTATION TYPE

NON-COMPLIANCE DESCRIPTION
ALLOCATED ALLOCATED
Require enclosed (partitioned) private office for
a position allocated an open area workstation
Require larger enclosed (partitioned) private
office than provided by the PWS allocation
RATIONAL – ENCLOSED PRIVATE

OFFICE
A position, which does not fall in the senior management category, can be assigned an enclosed office
only if justified by the position’s need for acoustical confidentiality. The following questions pertain only
to
unscheduled meetings that take place in the position’s workstation.
QUESTION YES/NO COMMENTS
How many meetings take place per day?
What is the average duration of the meeting?
How many persons, including the position,
attend?
Can the meeting be conducted in an
unscheduled-use, shared meeting or
quiet
room?
Is a shared meeting or quiet room located
near to the position? What is the distance
separation?
Do the discussions concern confidential issues
such as negotiations involving financial loss
or gain, legal liability, or exchange of
confidential information that cannot be
heard by fellow
staff?

RISKS / BENEFITS
Risk(s) if enclosed, private
workstation is not
provided:
Benefit(s) if enclosed,
private workstation is
not provided:
Risk(s) if larger enclosed,

not provided:
Risk(s) if larger enclosed,

not provided:
REQUESTOR’S COMMENTS
ASSESSMENT OUTCOME

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VERSION 1.

2012 GNWT OFFICE SPACE STANDARDS AND

2012 GNWT OFFICE SPACE STANDARDS AND

Project Team and Committee Member

Public Works and Services (PWS), Asset Management Division

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

Figure A.1: Workstation TYPE A, Enclosed 29

Figure B.1: Small Meeting Rooms 37

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

Figure 1.1: Collaborative Workspaces with Integrated Technology

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

The Changing Workplace

Figure 1.2: The New Office

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

The new version of the Standards is based on a core workstation allocation:

Figure 1.3: Standard Base Workstations Allow “Box” Moves

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

Figure 2.1: A Variety of Collaborative Spaces

Changing Work Place

2012 GNWT OFFICE SPACE STANDARDS AND PAGE

Figure 2.2: Providing a Culture of Team Work and Productivity