Air Quality in Open-Plan Offices: Managing Particles, Odours and Fresh Air

Open-plan offices bring people, printers, meeting spaces and cleaning routines into one shared air volume. That makes air quality management less about one problem and more about balancing particles, odours and fresh air across the whole workplace.

For facility managers and office managers, the best results usually come from looking at the entire system: ventilation, filter selection, maintenance access and the day-to-day activities that affect indoor air.

Why open-plan offices need a different approach

In an open-plan layout, air does not stay neatly in one zone. Dust, paper fibres, skin flakes, printer emissions and odours can move through common areas and recirculate if the system is not set up for the actual use of the space.

That means a filter chosen for a small private office may not be the right fit for a larger, busier floor. The right approach depends on the HVAC system, the amount of occupancy, the type of work being done and the dust load in the building.

Useful questions to ask include:

• •How much of the air is recirculated?
• •Are printers, kitchens or copy areas grouped together or spread throughout the office?
• •Is there a noticeable odour issue after cleaning, printing or peak occupancy?
• •Are filters easy to inspect and replace without disrupting the workplace?

If you are planning a fit-out, refresh or maintenance review, it can help to look at the system as a whole rather than treating the filter as the only control. In some projects, the starting point is simply confirming the dimensions and filter type already in use. If you need help with that, our guide on how to measure an air filter may be useful.

Managing particles from people, paper and everyday activity

Open-plan offices generate a steady background load of airborne particles. People moving through the space, papers being handled, packaging being opened and general cleaning all add to that load.

A suitable filter helps capture particles before they circulate back through the room. The right level of filtration depends on the system design and what the office is trying to manage. In many buildings, this means using a filter that suits both airflow and particle capture, rather than simply choosing the highest grade available.

Practical steps for facility teams

• •Check whether the current filter is matched to the unit and the filter frame.
• •Inspect seals, gaskets and seating to make sure air is not bypassing the filter.
• •Keep return air grilles and diffusers unobstructed so the system can move air as intended.
• •Review whether nearby activities, such as shredding or unpacking cartons, are creating local particle peaks.

If you are unsure whether a standard product will suit your plant and space, our our products page is a good place to start. For unusual sizes, we can also help with custom air filters.

Printer areas, cleaning products and odour control

Printers, copiers, cleaning chemicals and floor care products can all contribute to noticeable odours in an open office. Even when these odours are not strong, they can spread quickly if the space relies on recirculated air and limited fresh air supply.

The first step is often source control. Keep printers in a ventilated zone where possible, use cleaning products according to the supplier instructions, and avoid storing chemical products in open work areas. Strong odours are easier to manage at source than after they have spread through the office.

Filters can help with airborne particles, but odour control usually needs a broader approach. Consider:

• •Increasing fresh air where the ventilation system allows it
• •Separating printer banks from desks and meeting areas
• •Checking that cleaners are not using products with lingering odours during busy times
• •Making sure intake points are not drawing in exhaust air from car parks, loading docks or waste areas

For buildings where odour complaints are frequent, it is worth reviewing the overall ventilation arrangement with the mechanical services engineer or building owner. AS 1668.2:2024 is often part of that conversation, but site requirements still need to be confirmed for the specific building.

Fresh air, occupancy and ventilation balance

Fresh air is just as important as filtration. In open-plan offices, occupancy changes across the day can alter the demand on the ventilation system. A meeting-heavy morning, a full office on a return-to-work day or a busy end-of-month period can all affect how the space feels.

When fresh air delivery is too low for the actual use of the office, odours and stale air tend to build up. When airflow is poorly balanced, some areas may feel stuffy while others get excessive draughts.

What to check on site

• •Whether outdoor air intakes are clear and positioned away from contamination sources
• •Whether the system is delivering air to occupied areas as intended
• •Whether pressure drop across the filter is being monitored where gauges are fitted
• •Whether the filter access panels are easy for maintenance staff to reach safely

This is also where regular visual inspection matters. Replacement timing should not be set by habit alone. It depends on the system, the site conditions and the dust load, and you should follow the filter and equipment manufacturer instructions.

If you are managing a larger commercial building, our commercial filter servicing page outlines how professional servicing can support planned maintenance. We also offer filter servicing for workplaces that need practical support with inspection and replacement.

Choosing the right filter for an open-plan office

The best filter for an office is the one that suits the air handling unit, the space, the local environment and the maintenance routine. A filter that is too coarse may let more particles pass through, while one that is too restrictive can create avoidable pressure drop if the system was not designed for it.

Different projects may call for different product types, including panel filters, bag filters or pleated options. In some buildings, older EN 779 classes such as G3, G4 or F5-F9 are still referenced, while others use ISO 16890 ratings. These systems do not convert directly, so it is important not to assume one label means the same thing as another.

If a higher-efficiency solution is being considered, HEPA filters may be relevant in some applications. For reference, H13 is at least 99.95% efficient and H14 is at least 99.995% efficient at the most penetrating particle size under EN 1822. That said, HEPA products are not automatically suitable for every office system, so the fan capability and housing design need to be checked first.

A few practical selection points:

• •Confirm the filter dimensions and frame style before ordering
• •Check whether the unit needs a rigid frame, bag filter or panel style
• •Consider access, sealing and safe handling during replacement
• •Ask whether the building owner wants continuity with existing specifications or is open to an upgraded arrangement

Some filters are designed to be washable - check the product instructions before cleaning or reusing them.

Keeping maintenance workable in a busy office

In an open-plan workplace, the maintenance plan has to work around people, not just equipment. Filters that are awkward to access or difficult to identify can lead to rushed servicing or delays, especially when staff are working nearby.

Good practice includes clear labelling of filter sizes, simple access to plant rooms and a consistent process for inspections. It also helps to keep spare filters correctly identified and stored in a dry area away from damage.

If you are unsure about sizing, materials or replacement planning, it is often worth having the existing filters checked before ordering. Our contact us page is the quickest way to start that conversation, and you can also review the industries we supply to see where we work.

Talk to Total Air Filtration

Total Air Filtration is a family-owned air filter manufacturer and supplier in Hillcrest, Brisbane QLD, and we help offices choose filters that suit their systems and maintenance needs.

If you need advice, replacement filters or a custom solution, call 07 3800 3448 or request a quote. We can help supply the right filters for your open-plan office or manufacture a fit-for-purpose option when the standard product is not the best match.