Category: business,people

For Corporate Real Estate (CRE) teams, managing a company’s portfolio has always been a high-stakes balancing act of cost, location, and functionality. In the past, major decisions about leases, acquisitions, and office design were often based on headcount projections and anecdotal feedback—an imprecise science at best. Today, the rise of the intelligent workplace has provided CRE teams with their most powerful tool yet: accurate, real-time space utilization data. This data transforms portfolio management from a reactive process to a proactive, strategic function. Effective

is now a data-driven discipline that can unlock massive value for the organization.

Moving from Assumption to Certainty

How much space does your company actually need in the hybrid era? Which office layouts best promote productivity? Are your current real estate assets delivering a positive return on investment? Without data, the answers to these critical questions are merely assumptions. Workplace analytics platforms replace this uncertainty with concrete evidence. By collecting anonymous data from desk sensors, room booking systems, and visitor logs, CRE teams can see exactly how every square meter of their portfolio is being used. They can identify which buildings are over or under capacity, understand peak usage days, and see which types of spaces are in highest demand.

Optimizing the Existing Portfolio

Before making any major leasing decisions, the first step is to optimize what you already have. Utilization data often reveals surprising inefficiencies. For example, a company might be planning to lease more space because employees complain about a lack of meeting rooms, but the data might show that the existing large boardrooms are only ever 25% full. This insight allows the CRE team to make a smaller, more impactful investment in reconfiguring a large room into several smaller huddle spaces, solving the problem without adding to the portfolio. This data-driven approach ensures that capital is allocated effectively to projects that will have the greatest impact on the employee experience and the bottom line.

Informing Future Real Estate Strategy

When it comes to long-term strategy, utilization data is indispensable. It provides the business case needed to renew a lease, downsize a footprint, or invest in a new location. When negotiating with landlords, having precise data on your actual space needs gives you a significant advantage. Furthermore, as companies experiment with new workplace concepts like hub-and-spoke models or activity-based working, data is essential for measuring success. By tracking how these new environments are used, CRE teams can validate their strategies, learn what works, and refine their approach for future projects, ensuring the company’s real estate portfolio is perfectly aligned with its evolving business goals.

As companies solidify their long-term hybrid work policies, the “Return to Office” (RTO) is less of a single event and more of an ongoing, evolving strategy. The central challenge is to create an office environment that is compelling enough to warrant the commute, while also managing space efficiently in the face of fluctuating daily attendance. A successful RTO strategy cannot be based on assumptions; it must be built on a foundation of data and supported by tools that make the hybrid experience seamless for employees. A thoughtful approach to the

is crucial for balancing employee flexibility with organizational goals.

The “Why” of the Office

The first step in any RTO strategy is to clearly define the purpose of the physical office. Is it primarily for collaboration? For building culture? For focused work away from home? For most companies, it’s a mix of all three. The key is to design an experience and provide resources that support these goals. If collaboration is the main driver, then the strategy must include tools that help teams coordinate their in-office days and easily book collaborative spaces. Simply unlocking the doors and expecting people to show up without a clear “why” is a recipe for empty offices and a disconnected workforce.

Empowering Employees with Choice and Certainty

A mandatory, top-down RTO policy can often be met with resistance. A more effective approach is to empower employees with the tools they need to make intentional choices about their work location. A workplace platform that allows employees to see colleagues’ schedules and book desks gives them the certainty they need to plan a productive office day. Knowing they will have a guaranteed workspace next to their team members transforms the commute from a chore into a valuable opportunity for connection. This sense of control is critical for employee buy-in and makes the office a destination of choice, not a mandate.

Using Data to Adapt and Optimize

No RTO strategy will be perfect from day one. It requires continuous monitoring and adjustment based on real-world usage. This is where workplace analytics become indispensable. By tracking desk and room booking data, office occupancy rates, and peak usage times, leadership can get a clear, objective picture of how the RTO plan is working. Are certain days consistently more popular? Are employees using the collaborative spaces as intended? Is the current office capacity aligned with actual demand? This data allows for informed adjustments, ensuring that the workplace—and the policies that govern it—can evolve to meet the changing needs of the business and its employees.

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