Office makeovers: giving employees what they want

Without proper data on how employees utilize the space, companies risk creating over-customized and underutilized workspaces. “We have to avoid falling into the trap of adopting too many variations that are either impractical or superfluous for core work tasks,” Portellano warns.

The ideal solution lies in maximizing space flexibility and modularity by creating multi-functional spaces that serve up to three or even more purposes.

A common example is informal work cafes that can double up as collaboration areas for ad-hoc meetings, internal and external events, or a wellness or leisure activity. "We shouldn't limit our thinking of office spaces to just the 9-to-5 workday," says Portellano. “After all, rent is paid 24/7, all-year round, so why not design them for multiple functionalities?"

Companies with larger office footprints can also take advantage of low occupancy rates to experiment with new layouts in pilot spaces. This can be conceived as pop-up areas with adaptable furniture configurations — in collaboration with designers and suppliers — to deliver unique experiences in a controlled environment.

Take cloud-based software giant Salesforce which implemented a "hoteling" concept in some offices, reducing the number of dedicated workstations. Employees now reserve shared workspaces as needed, allowing for the closure or repurposing of underutilized areas for other uses.

Despite the solutions available, a lack of clear metrics for the return on investment on workspace improvements is holding companies back, Portellano suggests.

Many still rely on the 3-30-300 rule, which allocates fixed costs per square foot for utilities, rent, and payroll. However, this focus overlooks the benefits of human-centric design and its impact on employee well-being and, ultimately, productivity.