As hybrid work becomes the norm, corporate real estate (CRE) leaders face a new challenge: understanding how office space is actually being used. Gone are the days of fixed seating and static headcounts. Today, workplace occupancy varies by the hour, the day, and the team. Without accurate data, it’s nearly impossible to make smart decisions about office space planning, including downsizing, reconfiguring, or repurposing space.
According to JLL’s Global Occupancy Planning Benchmark Report, 87% of companies have adopted a hybrid work program. While hybrid work has become the dominant model, many companies are still in the early stages of developing effective occupancy strategies. That gap creates both risk and opportunity — and makes the need for smarter, data-driven space planning stronger than ever.
The solution lies in a connected, data-driven approach to space utilization in the hybrid workplace.
Why Traditional Space Planning No Longer Works
In a hybrid model, assumptions about space needs often fall apart. A team of 50 might only have 20 people in the office on any given day. Meeting rooms may sit empty while collaboration zones overflow. And without clear data, real estate teams may continue leasing square footage that simply isn’t needed.
The consequences of poor office space planning go beyond wasted space. This means:
- Higher operating costs
- Missed opportunities to consolidate or sublease
- Poor workplace experiences for employees
- Difficulty achieving sustainability and ESG goals
Organizations require real-time insight into how, when, where, and by whom their spaces are utilized. An Integrated Workplace Management System (IWMS) like Nuvolo Connected Workplace provides this level of visibility—a topic we’ll explore further in this blog.
What Is Space Utilization in the Hybrid Workplace?
At its core, space utilization measures how effectively office space is used. In a hybrid workplace, that includes:
- Desk and room occupancy rates
- Daily headcounts by department or team
- Peak vs. off-peak usage
- Reserved vs. actual attendance
- Space-to-employee ratios
Tracking these metrics helps workplace and CRE leaders identify underutilized areas, overbooked rooms, and changing patterns of workplace behavior — all of which are essential for proactive workplace optimization.
Data-Driven Approach to Hybrid Office Strategy
To stay agile in a hybrid world, CRE teams need a platform that connects real-time occupancy data with space inventory, lease information, and workplace services. That’s where Nuvolo Connected Workplace stands out.
“Some of our largest customers are using sensors not just to measure real-time occupancy, but to actively inform how their workplaces are designed,” says Bob Mostachetti, VP of Workplace at Nuvolo. “These insights influence the overall portfolio strategy, which is supported by Nuvolo Connected Workplace.”
With Nuvolo, organizations can:
- Monitor space usage trends live and historically
- Plan space layouts based on actual demand
- Operate and maintain spaces more efficiently based on real-time utilization
- Support flexible seating and hot desking
- Align space needs with lease decisions and capital plans
- Improve employee experience through better space access and availability
This integrated approach helps teams align their hybrid office strategy with long-term business goals — from cost reduction to employee satisfaction.
The ROI of Smarter Space Utilization
Optimizing space utilization in the hybrid workplace doesn’t just save money — it unlocks strategic value. Hybrid work commonly offers space optimization opportunities that can yield between 10% and 50% in space savings, according to CBRE. For organizations with large portfolios, that’s not just a line item — it’s a chance to redirect capital into areas that drive growth and employee engagement.
For example:
- Repurposing unused space into collaboration zones or client-ready meeting areas
- Investing in energy-efficient upgrades that reduce emissions and operating costs
- Using occupancy data to guide smart decisions on consolidations, expansions, or relocations
- Enhancing employee satisfaction by aligning workspace types with actual work needs
Whether you’re evaluating your current portfolio or designing your future workplace, accurate space utilization data is essential to getting it right.
Space Strategy That Scales With You
Today’s workplace isn’t one-size-fits-all—and your tools shouldn’t be either. Nuvolo gives you the flexibility to build a workplace strategy that grows with your business. With one connected platform for space planning, real estate, asset management, and capital projects, your teams can stop guessing and start making decisions based on real-time data.
Learn More About Nuvolo’s Space & Workplace Product
Nuvolo’s Space & Workplace product helps manage every part of the employee experience — from occupancy insights to desk booking and move management. Whether it’s rethinking floor plans, reducing unused space, or giving employees easy tools to find a desk and get to work, we help you stay ahead of workplace trends.
