Kazimierz Piotrowski, Starszy Konsultant w JLL Polska

Did you know that even in modern warehouses in Poland, on average, as much as 20-30% of space is unused or poorly developed? Meanwhile, precise calculation of warehouse space and capacity is the basis for effective management of inventory, costs and company development. Find out how to calculate how much space you really have at your disposal in a few steps&nbsp;- and how to avoid common mistakes when planning space.<h2>How is the warehouse area calculated?</h2>The basis is an accurate measurement of the total warehouse area, expressed in square meters. It is best to start by collecting plans of the facility or measuring the length and width of the hall yourself. Remember to include all rooms - including those that will not be used for storage (e.g. offices, changing rooms, bathrooms, loading areas).&nbsp;To calculate the area intended for storage, subtract the area occupied by these zones from the total warehouse area.&nbsp; Example:&nbsp;If your warehouse is 5,000 m² and your office and staff space is 800 m², you have 4,200 m² of storage space at your disposal.<h2>How many m² is a warehouse?</h2>A typical warehouse in Poland has from 500 to even 50,000 m². The most common medium-sized facilities are between 2,000 and 10,000 m², but modern logistics centres can be much larger.<h2>How do I calculate storage capacity?</h2>Warehouse capacity is the volume you can safely use to store goods. Two parameters are key here: the usable area&nbsp;(i.e. the one you have just calculated) and the maximum storage height.&nbsp;Note: this is not always the height of the entire building! You must subtract the space occupied by installations, lighting or fire protection systems - what counts is the so-called "clean" storage height.Warehouse capacity formula: <img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png 245w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png 500w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png 750w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png 1000w" sizes="100vw" width="459" height="17" v:shapes="_x0000_i1025" uploadprocessed="true">Example: &nbsp;You have a warehouse with a storage area of 4,200 m² and the maximum storage height is 7 m² (minus the ceiling installation).&nbsp; Storage volume = 4,200 m² × 7 m = 29,400 m³<h2>How to calculate the real usable capacity?</h2>In fact, not all the warehouse volume will be used for storage - part of the space is occupied by aisles, picking zones, aisles or storage places. Therefore, it is worth calculating the so-called storage capacity utilization rate.&nbsp;In modern warehouses, the optimal level of space utilization is usually 22-27% of the total warehouse volume.&nbsp;Too high a rate means traffic and safety problems, too low - wasted space.You can also calculate the capacity for specific racking systems, e.g. by adding up the volume of all shelves or pallet spaces.<h2>How to calculate the area needed to store pallets?</h2>If you plan to store goods on pallets, you can use a simple formula:<ol><li style="tab-stops:list 36.0pt;">Count the number of pallets to store.</li><li style="tab-stops:list 36.0pt;">Determine how many layers you can safely place vertically (e.g. 3 horizontals on a rack).</li><li style="tab-stops:list 36.0pt;">Calculate the area of one pallet (e.g. Euro pallet: 1.2 m × 0.8 m = 0.96 m²).</li><li style="tab-stops:list 36.0pt;">Divide the number of pallets by the number of layers - this is the number of pallet spaces on the floor.</li><li style="tab-stops:list 36.0pt;">Multiply by the area of one pallet - you will get the minimum area needed to store pallets.</li></ol>Don't forget to add space for aisles and trolley service!<h2>What affects the effective use of warehouse space and capacity?</h2><ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Racking type and storage system (high-bay, shelf, moving, mezzanine racks).</li><li style="tab-stops:list 36.0pt;">Characteristics of the goods (size, shape, stackability).</li><li style="tab-stops:list 36.0pt;">Number of assortments and type of pallets.</li><li style="tab-stops:list 36.0pt;">Warehouse layout and aisle width.</li><li style="tab-stops:list 36.0pt;">Health and safety and fire regulations.</li><li style="tab-stops:list 36.0pt;">The method of order picking and the seasonality of work.</li></ul><h2>What to keep in mind when planning the area and capacity of a warehouse?</h2>Precise calculation of warehouse space and capacity is the basis for effective inventory and cost management. It is worth regularly analyzing how the space is used - and looking for ways to optimize it, e.g. by changing the layout of racks, implementing a mezzanine or choosing modern storage systems.&nbsp;Remember that too much space "reserve" means unnecessary costs, and too much density - the risk of a decrease in efficiency or safety.

Designing construction plans with pencil on a brightly lit desk

How to calculate the area and capacity of the warehouse?

According to data from the Polish Institute of Logistics, in the last five years, as many as 40% of medium and large companies in Poland have had to expand their warehouses due to growing sales and changes in supply chains. Expanding the warehouse is not only about building new halls - it is also about several decisions that can determine the efficiency of the company's operations for years to come. So how to expand the warehouse or increase its area&nbsp;to make the investment profitable and everyday work more convenient and effective?<h2>How to expand the warehouse?</h2>Warehouse expansion is a process that requires not only financial investment, but above all good planning. The most important thing is to audit the current needs and analyze whether it is necessary to build a new hall, or whether better use of the existing space is enough. In practice, expansion may mean:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">adding a new part of the warehouse hall,</li><li style="tab-stops:list 36.0pt;">raising the roof and installing higher racks,</li><li style="tab-stops:list 36.0pt;">adaptation of adjacent rooms or rental of additional modules in the warehouse park.</li></ul>It is worth remembering that each extension requires obtaining appropriate building permits, consulting an architect and adapting the design to current health and safety and fire protection regulations. It is also a good practice to consult the plans with the team in advance - employees often have practical comments that can facilitate their daily work after the expansion.<h2>How to increase warehouse space without building a new hall?</h2>It is not always necessary to invest in new walls right away. Often, it is enough to optimize the layout of the warehouse or implement solutions that will allow you to make better use of the available space.&nbsp;In many companies, just changing the arrangement of racks or better marking of storage locations allows you to increase the storage capacity by up to 20-30%,&nbsp;without the need to expand the building.&nbsp;&nbsp;As a rule, the following works well:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">installation of high-bay racks,</li><li style="tab-stops:list 36.0pt;">use of warehouse mezzanines (additional levels on the existing area),</li><li style="tab-stops:list 36.0pt;">reorganization of receiving, picking and shipping areas,</li><li style="tab-stops:list 36.0pt;">implementation of WMS (Warehouse Management System) systems that help to better manage locations and inventory.</li></ul><h2>When is it worth renting additional warehouse space?</h2>If expansion on your own premises is not possible or unprofitable, it is worth considering renting additional space, e.g. in a logistics park or distribution center. This solution is particularly popular during periods of seasonal sales increases or when the company does not want to invest in permanent construction.&nbsp;Leasing allows you to flexibly increase or decrease warehouse space depending on the needs, and at the same time transfers some of the administrative responsibilities to the facility manager.<h2>What formalities and costs are associated with the expansion of the warehouse?</h2>Expanding the warehouse is not only the cost of materials and labor. It is necessary to consider the expenses for the project, obtaining permits, possible adaptation works and equipping the new part of the hall. Costs may vary significantly depending on the location, standard and size of the investment – it is estimated that the construction of 1 m² of modern warehouse space in Poland in 2025 is an expense of PLN 2,500 to 4,000 net. Renting additional modules costs from PLN 18 to 30 / m² per month, depending on the region and the standard of the facility.Expanding a warehouse is not only about building new halls – often better use of the available space&nbsp;or a flexible approach to renting is enough. Good planning, needs analysis and openness to modern solutions are crucial. Thanks to this, the investment will pay off quickly and the warehouse will be ready for further development of the company.<h2> What is the key principle for optimizing warehouse space?</h2>The most important rule is to make the most of the available volume, not just the floor space. In practice, this means that it is worth thinking not only about how many square meters the racks occupy, but also how high you can safely and comfortably store goods.&nbsp;For example, in one of the e-commerce warehouses near Warsaw, after analyzing the flow of goods, it was decided to replace classic racks with high-bay racks and add a mezzanine. As a result, the capacity of the same warehouse space has been increased by over 30%,&nbsp;without the need to expand the hall. It was crucial not only to implement new racks, but also to regularly analyze the arrangement of goods and adapt the warehouse layout to seasonal changes in the assortment. This approach allows even a small hall to accommodate much more and better handle the growing number of orders.

Digital warehouse visualization on tablet with holographic elements

How do I enlarge my storage? Practical strategies for expanding and optimizing space

Building your own warehouse is a breakthrough moment for many companies - the first step to greater independence, better logistics and business development. But how do you go about it if you have no experience in construction investments? What materials are worth building with, what does the whole process look like and what should you pay attention to in order not to get stuck at the planning stage or not to overpay for execution errors? In this article, I answer the most important questions that everyone who is thinking about their own warehouse asks themselves - from the choice of technology, through the construction stages, to practical tips for getting started.<h2>What materials and structures should be chosen to build a warehouse?</h2>The choice of technology depends on several key criteria:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Purpose of the warehouse – will it be a high-bay hall, cold store, e-commerce warehouse, or universal storage space?</li><li style="tab-stops:list 36.0pt;">Expandability – steel structures are easier to enlarge, concrete gives greater durability and resistance.</li><li style="tab-stops:list 36.0pt;">Lead time – steel and prefabricated warehouses are built faster; classic reinforced concrete halls require more time.</li><li style="tab-stops:list 36.0pt;">Budget – steel and precast elements are usually cheaper at the start, concrete gives lower operating costs in the long run.</li><li style="tab-stops:list 36.0pt;">Local conditions – e.g. in humid climates concrete will work better, in dry and warm climates - steel.</li></ul>The most common solutions:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Steel structure – quick assembly, flexibility, easy expansion.</li><li style="tab-stops:list 36.0pt;">Reinforced concrete structure – durability, fire resistance, good insulation.</li><li style="tab-stops:list 36.0pt;">Prefabricated elements&nbsp;– ready-made elements of walls and roofs that shorten the construction time and minimize the risk of errors.</li></ul><h2>What does the process of building a warehouse look like step by step?</h2>Building a warehouse consists of several key stages, each of which should be well thought out and planned. Don't forget to prepare a cost estimate and&nbsp;cooperate with the architect or project contractors on an ongoing basis.&nbsp;<ol><li style="line-height:normal;tab-stops:list 36.0pt;">Planning and design First, you determine the function of the warehouse (storage, distribution, production?), choose the location and commission the architectural design. This is the moment to decide on the size, height, number of docks, logistics systems and possible automation.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Obtaining permits and preparing the site Before the excavator enters, you must have a building permit and conduct geotechnical surveys. The area needs to be levelled; drainage must be taken care of and the ground for the foundations must be prepared.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Construction of foundations Foundation slabs&nbsp;or strip footings are most often used - the choice depends on the size of the warehouse and ground conditions. For large halls, piles or deep foundations are also used.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Assembly of the supporting structure This is where steel (columns, girders, trusses) or prefabricated concrete elements come in. At this stage, the "backbone" of the warehouse is created.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Installation of walls and roof Most often these are steel panels, sandwich panels with an insulating core, sometimes brick or concrete. Warehouse roofs are usually steel structures with trapezoidal sheet or sandwich panels.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Installations and interior finishing Electrical installations, LED lighting, heating (if necessary), ventilation, fire protection systems and monitoring are installed. Floors are usually concrete with a hardened surface, sometimes covered with resin or epoxy.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Technical acceptance and commissioning of the warehouse After the completion of construction, acceptances, tests of the installation are carried out and an occupancy permit is obtained. Only then can you start entering the item and running the operations.&nbsp;</li></ol><h2>How much does it cost to build and finish a warehouse?</h2>The cost of building a warehouse depends on many factors, and the price range can be surprising.&nbsp; The most important elements of the budget are:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Purchase or preparation of land – prices vary greatly depending on the location.</li><li style="tab-stops:list 36.0pt;">Design and permits – the cost of architectural design, obtaining permits, geotechnical surveys.</li><li style="tab-stops:list 36.0pt;">Hall structure – steel or concrete, prefabricated or traditionally built.<ul style="list-style-type:circle;"><li style="tab-stops:list 72.0pt;">A simple steel hall: 1000–2000 PLN/m²</li><li style="tab-stops:list 72.0pt;">Reinforced concrete warehouse: 1500–3000 PLN/m² (approximate prices, depending on location and standard)</li></ul></li><li style="tab-stops:list 36.0pt;">Interior finishing – industrial floors (concrete, resin), racks, gates, docks, lighting, heating, ventilation, offices and social facilities.</li><li style="tab-stops:list 36.0pt;">Installations and systems – electrics, monitoring, fire protection systems, WMS.</li><li style="tab-stops:list 36.0pt;">Insurance, technical acceptance, provision for unforeseen expenses.</li></ul>Example: The construction of a warehouse with an area of 1000 m² in the basic standard (steel structure, without cold storage and automation) costs about PLN 1.2-2.5 million. Finishing (racks, docks, offices, systems) is an additional 10-30% of the investment value.Tip:&nbsp; It is worth preparing a provision for unforeseen expenses - in practice, it is rare for the final cost to be lower than originally assumed.<h2>What modern technologies are used in the construction of warehouses?</h2>More and more investors are opting for prefabrication and modular solutions - ready-made elements are made in a factory and assembled on the construction site like building blocks. This reduces lead times and allows you to better control quality. Energy-efficient warehouses&nbsp;with good insulation, windows and skylights illuminating the interior, photovoltaic panels on the roof and heat recovery systems are also gaining popularity.It is also worth thinking about the future - a warehouse that is "just right" today may need to be expanded in a few years. Therefore, halls are increasingly often designed with the possibility of easy expansion or adaptation to new needs (e.g. adding cold stores, mezzanines, picking zones).<h2>The most common mistakes and practical lessons from building a warehouse</h2><ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Underestimation of the budget and lack of a reserve for unforeseen expenses.</li><li style="tab-stops:list 36.0pt;">Too hasty choice of location or technology (e.g. saving on insulation, which then generates high heating/cooling costs).</li><li style="tab-stops:list 36.0pt;">No plan to expand or change the function of the warehouse in the future.</li><li style="tab-stops:list 36.0pt;">Ignoring safety issues (fire protection systems, ventilation, monitoring).</li><li style="tab-stops:list 36.0pt;">Hiring contractors with no experience in the construction of industrial facilities.</li></ul><h2>What should you keep in mind before&nbsp;breaking ground?</h2>Building a warehouse is an investment that requires not only money, but also time, patience and good organization. The better you plan each step - from the choice of technology to the interior finish - the fewer surprises you will encounter along the way. It is worth using the experience of proven designers and contractors, compare offers and not be afraid to ask questions.&nbsp;A well-designed and constructed warehouse will serve for years, and mistakes made at the start can cost much more than savings on materials or construction time. Remember - it really pays to think long-term here.

Steel structure of warehouse hall under construction

Warehouse construction – what and how to build it?

Opening a warehouse is more than just finding an empty hall and ordering a few racks. It's a decision that could completely change the way your business operates - or simply allow you to finally sort out the chaos in your inventory. If you're wondering how to go about it and what really matters at the start, you've come to the right place. Below I have collected the most important questions that arise when you want to open a warehouse - and I answer them in a simple way.<h2>How to open your own warehouse?</h2>Opening a warehouse starts with a good plan. First, think about what kind of warehouse you need&nbsp;- is it to be a high-bay hall, a simple closed warehouse, or maybe self-storage?The next step is to choose the location. It is worth being guided not only by the price, but also by availability for suppliers, customers and employees.&nbsp;Once you've found the right place, it's time to prepare the space: plan the layout of the shelves, reception and release areas, take care of signage and security systems.&nbsp;Only then can you think about launching the operation, i.e. the first receipt of goods and the implementation of the team.<h2>How to set up a warehouse step by step?</h2>Start by analysing your own needs: what goods you will store, how often you plan deliveries, whether you need special conditions (e.g. cold storage, ADR warehouse). Maybe the simplest open or closed warehouse will be sufficient for you? Then choose the type of storage - own, rented, or maybe a container or a self storage box?&nbsp;The next stage is to choose the location and negotiate the terms (if you rent). After signing the contract, take care of the equipment: racks, trolleys, information system (WMS), monitoring. Train your team and prepare procedures&nbsp;- even the simplest, but clear to everyone.&nbsp;Finally, conduct a trial receipt and release of the goods - this will allow you to catch any mistakes at the start.<h2>What do I need to open a warehouse?</h2>The list of things to do depends on the scale of the project, but in practice it will always be useful to:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">appropriate space (hall, box, container - depending on the needs),</li><li style="tab-stops:list 36.0pt;">racks or other storage systems,</li><li style="tab-stops:list 36.0pt;">internal transport equipment (trolleys, pallet jacks, sometimes overhead cranes),</li><li style="tab-stops:list 36.0pt;">an IT system for recording goods (even a simple Excel at the beginning, although WMS makes life much easier),</li><li style="tab-stops:list 36.0pt;">marking zones and shelves,</li><li style="tab-stops:list 36.0pt;">protection: monitoring, alarm, fire protection systems,</li><li style="tab-stops:list 36.0pt;">warehouse and goods insurance.</li></ul>Don't forget to train your employees and implement basic safety and work organization procedures.<h2>How much does it cost to open a warehouse?</h2>The cost of opening a warehouse is a topic that always arouses emotions - and it is hardly surprising, because the price range is huge. Renting a small self-storage warehouse or container is an expense of several hundred zlotys per month. Renting a large warehouse hall is already a few thousand zlotys per month (plus service charges and utilities). In addition, there are the costs of equipment (racks, trolleys, IT system), security and insurance.&nbsp;You can read more about the costs of renting warehouse space in the article: <a target="_blank" rel="noopener noreferrer" href="https://magazyny.pl/en/poradnik-magazynowy/how-much-does-it-cost-to-rent-a-warehouse-factors-affecting-the-price">How much does it cost to rent a warehouse? Factors affecting the price</a>Your own investment in the construction of a warehouse is already an expense counted in hundreds of thousands or millions of zlotys. In practice, it is worth preparing for an expense of several to several thousand zlotys if you start with rental and basic equipment.<h2>How to prepare a warehouse for work?</h2>Preparing the warehouse for operation is a stage that often determines the subsequent success. Start by planning the layout of racks and zones (receiving, storage, picking, shipping). Take care of signage, safety systems and convenient transport paths. Choose a system for recording goods – even a simple solution will avoid chaos. Train your employees, establish clear procedures, and regularly check that everything is working as planned. A well-prepared warehouse means not only order, but also real savings in time and money.<h2>How to run warehouse operations?</h2>The start of the warehouse is the moment when theory meets practice. It is worth starting with a trial receipt and release of goods - this will allow you to catch any errors in the organization of space or procedures. Make sure your team has a clear division of responsibilities and regularly check in to make sure everything is working as planned.Don't be afraid to make changes - the warehouse is a living organism that will change along with your company. It is also worth analyzing costs, inventory turnover and process efficiency on an ongoing basis. Sometimes even a small change (e.g. moving the picking zone closer to the exit) can significantly improve the work.&nbsp;<h2>The most common mistakes when opening a warehouse - and how to avoid them</h2><ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">A hasty choice of location – guided only by the price - can take revenge if access is difficult or there are no employees.</li><li style="tab-stops:list 36.0pt;">No plan for development – a warehouse that is "just right" today may turn out to be too small or impractical in a year.</li><li style="tab-stops:list 36.0pt;">Underestimating the role of IT systems – even in a small warehouse, it is worth having at least a simple program for recording goods.</li><li style="tab-stops:list 36.0pt;">Skipping training and safety procedures is not only a matter of regulations, but also of the real safety of people and goods.</li></ul>Setting up your own warehouse is quite a challenge, but also a great satisfaction when everything starts working according to plan. The most important thing is not to be afraid to ask questions, learn from the experience of others and leave nothing to change - even if the list of actions to do seems overwhelming at first. Each next step will be easier, and a well-organized warehouse will quickly become one of the pillars of your business. Good luck!&nbsp;

Warehouse project in 3D visualization on architectural plans

author Kazimierz Piotrowski

author Kazimierz Piotrowski