Modern offices have transitioned from the old "people per square metres" system. With hybrid work patterns reshaping how employees use office spaces, organisations have been forced to address critical questions, like ‘What is the right amount and type of space needed to maximise both productivity and cost efficiency?’

In our research, we highlight how understanding the difference between occupancy and utilisation can be key to unlocking significant cost savings. Companies have discovered that employees prefer to huddle in cubicles for smaller meetings as appropriately sized spaces are constantly booked. This, in turn, leaves large conference rooms considerably underutilised.

The solution to maximising utilisation and minimising costs lies in data-driven workplace strategies. Data from security badges allows utilisation tracking while room-booking software and wireless sensors provide comprehensive insights into actual space usage patterns. This intelligence enables organizations to shift from dedicated workspaces to flexible, reservation-based systems, freeing valuable space for collaboration areas and amenities.

Forward-thinking companies are redesigning their space mix, allocating less area to individual workstations and more to collaboration zones that support team activities. Activity-based design principles create adaptable environments with quiet zones for focus, collaboration areas for teams, and social spaces for informal interactions.

Choosing an office location is an important part of your workplace strategy—but it’s only the beginning. How you design and use that office could unlock cost savings, enhance collaboration and support your evolution for years to come. With the right tools and approach, you can make the best use of both your space and your money while future-proofing your workplace for the next generations of work and talent.

This guide dives into the most important questions to ask when creating an adaptive workplace strategy. From practical ways to analyse work behaviours and tips for designing welcoming office spaces to strategies for using data and technology, this guide is your one-stop-shop for future-proofing your office.