The Data-Driven Blueprint For Optimizing Corporate Real Estate In The Hybrid Work Era

The Role of Data in Space Utilization

Organizations can’t achieve portfolio optimization without understanding how (and when) their spaces are being utilized. Today, companies should no longer be asking “Do we have enough space?” and rather, “Is the space being used well?”

Utilization rates — the percent of time individual seats are occupied over a specific time — are continuing to improve across the globe, with the Latin America region achieving 60% utilization in 2025, the highest of all regions. North America comes in the lowest at 48%. “Average daily peaks” is the most popular utilization calculation method, focusing on maximum daily attendance.

Myriad decisions should be driven by office utilization data, yet many organizations don’t have a handle on what data they currently have, what data they still need and how to turn that data into action.

In JLL’s report, it is noted that sixty-eight percent of survey respondents name “improving space data accuracy” as their primary goal, indicating a greater understanding of the important role data plays in workplace strategy decisions.

Many companies already have important infrastructure in place that can tell them how spaces are being used. However, most of these same companies are not leveraging those data sources to draw conclusions or adapt a strategy.

Some of the most underutilized data sources for space utilization analysis include:

• IP connectivity / WIFI tracking: Detects when connected devices enter or move within a space, supporting measurement of movement patterns and dwell time

• Desk and room booking systems: Growing in popularity as organizations implement more formal booking processes for shared spaces

• IoT/AI sensors: A cost-effective solution for companies to understand how desks and common areas are actually being used

• Room cameras: Many video conferencing systems include built-in sensors or AI features to confirm if and when meeting rooms are being used

• Badge data: Remains the most common utilization tracking method, offering a cost-effective tool that leverages existing security systems

• Visual observations and anecdotal floor ambassador intel: Useful despite the growth of more precise and automated tracking methods

The first step in this process is to assess what you already have. Even incremental bits of data can help make a step change in how companies understand their occupancy and how they provision space to support it.

Not all data sources tell a complete story, however.

Badge swipes, for example, tell when someone is swiping in, but don’t supply much insight as to how various spaces are used throughout the day. In fact, it’s possible the swiper arrives, enjoys a cup of coffee, and then leaves. Adding IoT / AI sensors to the technology mix can help analyze workplace usage, including desk occupancy and office density.

You must first have conversations with IT, AV vendors and facilities teams to understand what tracking methods are already in place and where the data sits.

With Data in Hand, Spaces are Evolving

When armed with real data, companies can design their spaces to support different workstyles and encourage a productive, in-office culture.

One of the most prominent changes noted in JLL’s report is the shift from permanent, assigned spaces to open seating. Shared open workstations, “touchdown” spaces and bench seating have become more prevalent, while dedicated offices and workstations have seen the most reduction.

More than 20% of survey respondents indicated they have increased the amount of shared open workstations in their office.

Organizations are also adjusting their allocation of shared amenity and function spaces. Thirty-five percent of respondents to the JLL report indicated a year-over-year increase in collaboration areas and phone rooms to their spaces, with focus rooms following closely behind.

Companies are beginning to understand the importance of not only collecting, analyzing and listening to data, but of taking action by redesigning their spaces to better support their occupants.

Your Space Strategy is now a Talent Strategy

Hybrid work is here to stay, but companies have a responsibility to foster the next generation of talent and provide a setting that supports career growth, visibility, and belonging.

Sadly, a sizable percentage of today’s workforce has had most of their professional career conducted through a video screen. Physical presence still matters for building relationships and advancing careers.

But now, as many companies find themselves at an evolutionary crossroads, they also have the power to leverage their real estate portfolio as a value driver.

When accurate data is merged with intentional hybrid strategies and inspirational workplaces, you have the recipe for business success.