An office's lobby area

Designing the Office Reception: What to Consider

  • A well-designed office reception creates a positive image and enhances visitors’ experience.
  • The physical environment of the reception area impacts both employees and visitors.
  • A comfortable and welcoming reception area should be adequately sized with clear pathways and different furniture and amenities.
  • Incorporating eco-friendly elements into the office reception area is becoming increasingly popular and can save costs for the business.

The office reception is the first point of contact that clients and visitors have with your company. For this reason, it is essential to design a reception area that makes a great first impression. A well-designed reception area creates a positive image of your organization and enhances the experience of its users.

First impressions can make or break a client’s perception of a business. According to a leading business magazine, Inc. study, forming a first impression takes only seven seconds. Hence, your reception area should engage visitors and clients, set expectations and convey a sense of professionalism, instilling trust and confidence in the clients.

Another study conducted by Forbes revealed that approximately 90% of customers are unlikely to revisit a business after a negative first impression. By contrast, 63% of customers remain loyal to companies that provide excellent customer service. A well-designed and organized reception area is essential to providing outstanding customer service.

Because of the office reception’s importance to the office, you will need to pay attention to its design. Here are a few essential factors to consider when designing an ideal reception area:

Spacing and Layout

An office with a spacious layout

Spacing and layout are crucial considerations when designing an office reception area. A cramped and cluttered reception area can leave a negative impression on clients. In contrast, a well-spaced, roomy, thoughtfully arranged reception area can create an inviting and professional atmosphere.

Research has shown that the physical environment can significantly impact people’s experiences and behavior. A study by the American Society of Interior Designers found that 68% of employees are dissatisfied with the lighting situation in their workplace. In comparison, 33% are unhappy with the overall workspace design. A poorly designed reception area might contribute to the dissatisfaction of not just employees but visitors as well.

To make your reception area more comfortable and welcoming, you must allow visitors to move around freely. It should also have a layout that enables easy flow and circulation, with clear pathways for visitors. Designing the reception area to accommodate different types of visitors, such as those with disabilities or luggage, is also an essential consideration.

Furniture and Amenities

Furniture and amenities are critical components of the reception area. They contribute significantly to the site’s general ambiance and comfort level, making an excellent impression on clients and visitors. Here are a few essential furniture and amenities to have in your office reception area:

Seating Arrangement

The seating arrangement is an essential component of every reception area. The type of seating should be comfortable and appropriate for the expected number of visitors. The choice of chairs and sofas should be based on the layout, decor theme, and company branding. Comfortable seating encourages visitors to spend more time in the reception, providing engagement and relationship-building opportunities.

Refreshments Area

A refreshments area is a great way to make visitors feel welcome and appreciated. A well-stocked refreshment area provides visitors with a convenient place to get water, tea, coffee, or snacks while waiting. An in-house kitchenette or a vending machine can provide refreshments.


Decor is essential to the reception area and should reflect the company’s personality. The decor should be consistent with the company’s values, branding, and overall image. Using unique art pieces or photographs on walls adds an extra dimension of interest and can serve as a conversational piece.


In today’s world, technology is an essential component in any business setting. Providing Wi-Fi access for clients and visitors is critical to staying connected and productive. Additionally, having a television or computer can provide entertainment and a chance to catch up on current events. Another technological addition to consider is installing automatic doors. The feature can add convenience to visitors, who can enter the reception area without interacting with anyone.

Eco-Friendly Elements

Office reception with indoor plants

Eco-friendliness is an essential aspect of modern office design, and including eco-friendly elements in the office reception area is becoming increasingly popular. Incorporating eco-friendly elements into your office reception area is a way to show that your company is taking environmental responsibility seriously. Opting for products made from sustainable materials or using energy-efficient lighting can significantly impact the environment in the long run.

Eco-friendly elements can also help to save costs for your business. For example, using motion-sensing lights or automatic doors can reduce energy consumption, lowering electricity bills. Using recycled materials for furniture, decor, and amenities also reduces the costs of buying new products, saving your company money.

Eco-friendly design elements for your office reception area include using energy-efficient lighting, recycled furniture, green walls, low VOC paints, and eco-friendly cleaning products.

Final Thoughts

Designing an office reception area is a complex undertaking that requires careful consideration of several factors. With thoughtful planning and attention to detail, you can create an ideal office reception area that will make a great first impression on clients and visitors alike.

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