Office Pods: A UK Tenant's Guide

What Are Office Pods?

Office pods are self-contained, modular workspaces designed to provide privacy, focus, and flexibility within an office environment. Unlike traditional phone booths, which are typically smaller and limited to single-person use for brief calls, office pods come in various sizes and configurations, accommodating solo work, small meetings, or video conferencing with advanced features like soundproofing, ventilation, and integrated technology. They differ from permanent meeting rooms by offering a movable, cost-effective alternative that doesn’t require extensive construction or structural changes to your office space.

With more people working from home or adopting hybrid work models, traditional office spaces often feel inefficient and inflexible. Office pods offer a solution, providing dedicated workspaces that can be tailored to your needs. This guide focuses specifically on UK tenants looking to enhance their office with pods, covering everything from choosing the right pod to regulations, brands, and potential savings. For more on how office design is evolving, explore our insights on the future of work.

Why Are Office Pods a Smart Financial Decision?

The financial decision to invest in office pods is significant, especially when compared to building traditional meeting rooms. In high-cost areas like London, constructing a meeting room can cost as much £150-£200 per square foot, often totalling tens of thousands of pounds for design, materials, and labour, plus ongoing maintenance expenses. In contrast, a pod like the Framery Four costs around £100 per square foot, resulting in a 33.5% saving upfront, as highlighted in Framery’s analysis. Pods also avoid the long-term sunk costs of fixed infrastructure, offering resale potential (up to 50-70% of original value) and tax benefits like the Annual Investment Allowance (up to £1 million). This makes them a smart, scalable investment for tenants seeking to optimise space and budget without compromising functionality.

Choosing the Right Office Pod: A Step-by-Step Guide

Step 1: Define Your Needs

With a variety of office pod manufacturers in the UK, selecting the right one for your needs requires careful consideration. Here’s a step-by-step guide to help you make the best choice:

Purpose

Start by clearly defining the primary purpose of the office pod. Will it be used for individual focused work, collaborative meetings, private phone calls, video conferencing, or a combination of these activities? This will help you determine the size, features, and configuration that best suit your needs. For example, if the pod is primarily for video conferencing, you’ll need to prioritise excellent acoustics, good lighting, and integrated technology for a seamless online meeting experience. In a busy London office, pods can serve as quiet havens and collaborative workspaces amidst open-plan chaos.

Capacity

How many people need to use the pod simultaneously? This will influence the size and layout of the pod. Single-person pods are ideal for focused tasks, while four-to-six-person pods suit team brainstorming sessions. If you need a pod for larger team meetings or collaborative sessions, you’ll need to consider a larger pod with ample space and seating capacity. The average worker loses 60 hours every month to distractions, and the average employee is interrupted 56 times per day. Consider the potential impact of these distractions on your team’s productivity and the value that a dedicated, quiet workspace could offer.

Workspace Style

Consider the type of workspace environment you want to create within the pod. Do you need a traditional seated setup with desks and chairs, a standing desk option for those who prefer to work on their feet, or a more relaxed lounge-style environment with comfortable seating for informal meetings or breaks? Some pods are designed as a booth seat with two cushioned benches surrounding a table, others simply offer a sofa to make employees feel like they’re in their home office. Think about the type of work your employees do—graphic designers might need desk space for dual monitors, while sales teams might prefer a casual setup for client calls—and the environment that would best support their productivity and well-being.

Step 2: Prioritise Key Features

Acoustics

How important is sound insulation? Do you need a pod that completely blocks out all noise, or one that allows for some ambient sound to maintain a connection with the surrounding office environment? The level of sound insulation required will depend on the intended use of the pod and the overall noise levels in your office. If the pod is for focused work or confidential conversations, prioritise pods with superior acoustic performance and sound-absorbing materials. Look for pods with high decibel reduction ratings—typically 30-40 dB—to ensure effective noise cancellation. Check out our insights on workplace acoustics for more details.

Ventilation

Adequate ventilation is crucial for maintaining a comfortable and healthy workspace within the pod. Consider whether you need a pod with natural ventilation (windows and vents) or a mechanical ventilation system with air circulation to ensure a constant supply of fresh air. The Workplace (Health, Safety and Welfare) Regulations 1992 require that workplaces be adequately ventilated, with fresh or purified air being supplied to every enclosed space in the office. The recommended rate of ventilation is 8-10 litres of fresh air per second per person. Pods with poor ventilation can lead to stuffiness, reducing comfort over long periods, so ensure your chosen pod meets these requirements to comply with UK health and safety regulations.

Lighting

Good lighting is essential for productivity and well-being. Consider the type of lighting you prefer, whether it’s natural light from windows or skylights, or artificial lighting options such as overhead lights or task lighting. If the pod is primarily for video conferencing, ensure it has adjustable lighting to optimise video quality and minimise glare. The Chartered Institution of Building Services Engineers (CIBSE) provides detailed guidelines on office lighting. According to these guidelines, the recommended level of illuminance for general office work is 300-500 lux, depending on the specific tasks being performed. Choose a pod with lighting options that meet these standards and can be adjusted to suit individual preferences.

Technology Integration

Think about the technology features that are essential for your work. Do you need a pod with integrated power outlets, USB ports, video conferencing equipment, or strong network connectivity for seamless online collaboration? Consider the types of devices your employees use—laptops, tablets, or docking stations—and the connectivity requirements for optimal performance. Some pods offer advanced technology features such as wireless charging, Bluetooth speakers, and interactive screens, which can enhance the user experience and support modern work styles. See how tech shapes workspaces in our article on technology impacts.

Accessibility

If the pod needs to be accessible to people with disabilities, ensure it has a level entrance, enough space for wheelchair users to manoeuvre (at least 1500mm turning radius), and that electrical sockets and USB ports are positioned at reachable heights (typically 450-1200mm from the floor). In the UK, as ACAS points out, offices must be accessible to all users, including all parts of the premises – ‘for example the entrance and access to things like toilets and staff rooms’. Choose a pod that complies with the Equality Act 2010 and meets the relevant accessibility standards to ensure an inclusive office design for all employees.

Step 3: Consider Design and Aesthetics

Style

The style of the office pod should complement your office environment and brand identity. Consider whether you prefer a modern, minimalist, traditional, or more unique design that reflects your company culture. Some pods offer a wide range of customisation options, allowing you to choose colours, materials, and finishes to match your office décor or incorporate branding elements like logos or company colours.

Customisation

Explore the level of customisation offered by different manufacturers. Some pods allow you to choose from a range of colours, materials (e.g., wood, glass, or fabric panels), and finishes to match your office design or incorporate branding elements. This can help you create a unique and engaging workspace that reflects your company’s identity and values. For inspiration, browse our office furniture options.

Step 4: Evaluate Practical Aspects

Size and Dimensions

Carefully consider the dimensions of the pod and whether it will fit comfortably in your office space without obstructing walkways or disrupting the flow of the office. Measure your available space and compare it to the pod’s dimensions—standard single pods are often around 1m x 1m, while meeting pods can exceed 2m x 3m—to ensure a good fit. Our guide on office space mathematics can help with planning.

Movability

If you anticipate needing to move or reconfigure the pod in the future, look for pods with features like casters or modular designs that allow for easy relocation. This can be particularly important in dynamic work environments where office layouts may change frequently, such as during a relocation. Learn more in our move management section.

Budget

Establish a clear budget for your office pod purchase. Prices can vary significantly depending on the size, features, and brand—entry-level pods start at £3,000, while premium models can exceed £15,000. Consider the long-term value and potential return on investment when evaluating the cost of different pod options. Check our office pod cost analysis for guidance.

Lead Time

Factor in the lead time for delivery and installation, as this can vary between manufacturers—typically 4-12 weeks depending on customisation and stock availability. If you have a specific deadline in mind, be sure to check the lead time with the manufacturer to avoid any delays. See our fit-out timeline tool for planning support.

Warranty

Check the warranty offered by the manufacturer—usually 2-5 years—to ensure you have adequate coverage for any potential defects or issues. A longer warranty period can provide peace of mind and protect your investment, especially for high-use pods.

Step 5: Research and Compare Brands

Explore Different Manufacturers

Research reputable brands like Framery, Spacestor and others to get a sense of their offerings and specialisations. Each manufacturer has its own unique designs, features, and price points, so it’s important to compare different options to find the best fit for your needs.

Compare Features and Specifications

Carefully compare the features, specifications, and prices of different pod models to find the best fit for your needs and budget. Consider the key features that are most important to you, such as acoustics, ventilation, lighting, and technology integration.

Read Customer Reviews

Look for reviews and testimonials from other businesses that have used office pods to get insights into their experiences and satisfaction levels. Customer reviews can provide valuable information about the quality, durability, and functionality of different pod models. Visit our testimonials page for feedback from our clients.

By following these steps, you can confidently choose the right office pod to enhance your workspace, improve productivity, and create a more engaging and flexible work environment.

UK Regulations: What Tenants Need to Know

Planning Permission

Before you install an office pod in your rented office space, it’s crucial to understand the relevant UK regulations. These regulations ensure your pod is safe, accessible, and compliant with building codes. Here’s a breakdown of key areas:

In most cases, office pods within an existing office building will not require planning permission, as they are considered internal alterations rather than new structures. However, it’s always best to check with your landlord and local council to confirm, especially if your office is in a listed building or a conservation area, where restrictions are stricter.

If you’re concerned about potential objections from neighbours (e.g., in a shared commercial space), you can obtain a ‘Lawful Development Certificate (LDC)’ to provide evidence that your pod is a legal extension to your property.

Building Regulations

Fire Safety

Your pod should have adequate fire detection and alarm systems, potentially integrated with the main building’s system. Materials used in the pod’s construction should meet fire safety classifications. This may include smoke detectors that meet BS EN 54-7 standards or multi-sensors compliant with BS EN 54-31.

For enclosed pods, sprinkler systems may need to be extended into the pod to comply with BS EN 12845. If the pod has an openable ceiling, it should have a clear opening of at least 70% and be automatically activated by localised detectors. Materials used in the pod should meet fire safety classifications, with internal walls and ceilings achieving a D-s3,d2 classification for surface spread of flame.

Ventilation

Enclosed pods must have sufficient ventilation to ensure a healthy and comfortable environment for occupants. This can be achieved through natural or mechanical systems. The recommended ventilation rate is 10 litres per second per person or 1 litre per second per square metre of floor area, whichever is greater.

Accessibility

Pods should be designed to be accessible to all employees, including those with disabilities. This includes providing level access where possible and ensuring enough space for wheelchair users to manoeuvre. If a raised threshold is unavoidable, it should not exceed 15mm in height and have a minimum number of upstands and slopes.

Any upstands higher than 5mm should be chamfered or rounded. Fixed furniture should allow sufficient space for a wheelchair user to manoeuvre, and a 300mm clear space should be provided adjacent to the leading edge on the pull side of the door. Electrical sockets and USB ports should be positioned to meet accessibility needs.

Energy Performance Certificates (EPCs)

Since pods may impact the energy efficiency of your office space, consider how they align with EPC regulations. From 2023, commercial properties in England and Wales must achieve at least an E rating, rising to B by 2030, so energy-efficient pods with good insulation and lighting can contribute positively.

Health and Safety Requirements

Workspace Ergonomics

Pods should be designed with ergonomics in mind, providing comfortable seating, adjustable desks (where applicable), and adequate lighting to minimise strain and promote workplace wellbeing. The Health and Safety (Display Screen Equipment) Regulations apply to workers who use display screen equipment (DSE) daily for continuous periods of an hour or more. Employers must conduct DSE workstation assessments, reduce risks, provide eye tests if requested, and provide training and information for workers. Read more about ergonomic furniture.

Electrical Safety

Electrical installations within the pod must meet safety standards, adhering to the Electricity at Work Regulations 1989.

Manual Handling

If the pod involves any manual handling tasks (e.g., moving furniture within it), appropriate risk assessments and training should be provided to employees.

Popular Office Pod Brands in the UK

The UK has a diverse market of office pod manufacturers. Here are a few popular brands to consider, with approximate size and cost ranges:

Framery

Framery is synonymous with high-quality, soundproof pods with a focus on design and technology. They offer a range of pods from the Framery One (1m x 1m, ~£8,000) for solo work to the Framery Six (2.5m x 2.5m, ~£20,000) for meetings. Framery pods are often praised for their sleek aesthetics, advanced technology features, and excellent acoustic performance.

Spacestor

Offers a variety of pods with a focus on sustainability and accessibility. Their Residence pods range from 1-4 person sizes (£5,000-£15,000), using FSC-certified timber and LBC Red List Compliant materials. Spacestor pods are a good choice for businesses that prioritise environmentally friendly solutions and inclusivity.

Senator

Senator, part of The Senator Group, offers two distinct ranges of office pod solutions which aims to meet the diverse needs of modern workspaces. Their CellPod range has a demountable panel system designed for versatility. It’s the ideal large meeting pod were collaboration is key. In contrast, the HideAway range are pods that create quiet zones for concentration and focused time. Both ranges are built with an emphasis on quality, sustainability, and adaptability and fit seamlessly into any office environment.

Senator CellPod Range

Senator HideAway Range

Office Pods as an Investment

Investment Benefits

Office pods are not just a purchase; they’re an investment in your workspace and your employees. Here’s how pods can provide a return on your investment:

Increased Productivity

By providing quiet, private workspaces, pods can help employees focus and be more productive. Studies have shown that providing employees with access to quiet, private workspaces can significantly boost productivity and overall performance. This increased productivity can lead to improved efficiency, higher quality work, and ultimately, better business outcomes. Dive deeper into this with office design and productivity.

Improved Employee Well-Being

Pods can reduce stress and improve employee well-being by providing a sense of privacy and control over their workspace. A comfortable and stress-free work environment can lead to increased job satisfaction, reduced absenteeism, and improved employee retention.

Enhanced Collaboration

Pods can create dedicated spaces for team meetings and creative breakout areas, leading to better communication and collaboration. Improved communication and collaboration can foster innovation, problem-solving, and a stronger sense of teamwork.

Flexibility and Adaptability

Pods can be easily reconfigured or moved as your needs change, making them a flexible and adaptable solution for the modern office. This adaptability can be particularly valuable in today’s dynamic work environment, where agile working and the ability to adapt quickly to changing demands are essential for success.

Reduced Renovation Costs

Pods can be a more cost-effective way to create private workspaces than traditional office renovations. In London, constructing a meeting room averages £150-£200 per square foot, while a pod like the Framery Four costs around £100 per square foot—a saving of 33.5%. This highlights the potential for substantial savings, especially in high-rent areas like London, where office space costs £50-£80 per square foot annually. Compare costs further in our office fit-out costs guide. Additionally, pods may qualify for tax relief under the Annual Investment Allowance (AIA) as movable plant and machinery, up to £1 million per year.

Resale Value

High-quality pods can retain their value, allowing you to recoup some of your investment if you decide to sell them later—often 50-70% of the original cost for premium brands. This can make office pods a more sustainable and financially sound investment compared to traditional office renovations. Learn about sustainable options in our sustainability section.

Netflix: Pods in an open-plan office setting.

Potential Drawbacks to Consider

Potential Drawbacks

While office pods offer numerous advantages, it’s essential to consider potential drawbacks:

Limited Space

Pods have limited space, which can be a constraint for larger teams or those requiring ample workspace for equipment or materials. Carefully consider the size and configuration of the pod to ensure it meets the needs of its intended users.

Noise and Distractions

While pods are designed to reduce noise, there can still be distractions from other pods or the surrounding office environment. The effectiveness of soundproofing varies between pod models and manufacturers, so it’s essential to choose a pod with adequate acoustic performance for your needs. See tips on reducing office noise.

Maintenance and Cleaning

Office pods require regular maintenance and cleaning, which can add £200-£500 annually depending on usage and complexity. This includes cleaning surfaces, maintaining ventilation systems (e.g., filter replacements), and addressing any wear and tear. Establishing a clear cleaning and maintenance schedule can help prevent issues and prolong the lifespan of the pod.

Criteo: Expertly installed pods enhancing a workspace.

How Can K2 Space Help?

Our Expertise

At K2 Space, we’re your partners in creating exceptional workspaces. As one of London’s premier office furniture dealers, our team brings extensive experience in delivering high-quality furniture solutions at competitive prices, backed by a personable and transparent service. With over 25,000 workspace installations across the UK, Europe, and globally, we’ve transformed offices for businesses of all sizes, from startups to major corporations like Adobe and the Roald Dahl Story Company.

Comprehensive Services

Furniture is part of our DNA, and our furniture consultancy service will help you select the perfect pod. Our dedicated team offers a range of services to support your project. In addition to Office Design & Build services we provide clients access a wide selection of furniture brands. We’re also committed to sustainability, and have supported clients on BREEAM-accredited office fit outs.