Matt Bailey, workplace analytics specialist at Matrix Booking explores how data-driven insights can help organisations balance occupancy levels and adapt to changing work patterns.

Facilities and workplace managers have been at the forefront of addressing and navigating evolving challenges, from sustainability demands to the rapid adoption of hybrid work. It’s a role that requires agile and adaptable workspace strategies – something that only continues to gain momentum. 

In fact, the push for flexible work arrangements presents both opportunities and challenges for facilities and workplace managers. Initiatives like the four-day workweek, backed by Labour’s push to grant full-time workers the right to request compressed hours,^[i] offer an exciting opportunity to rethink traditional workplace models. 

However, with companies like Amazon, Barclays Bank and many more mandating a full five-day return-to-office policy, citing the value of face-to-face interactions,^[ii] facilities managers are forced to balance competing demands.

Now, with over 70% of companies reporting having excess office space due to hybrid work models,^[iii] vacant desks and underused rooms are not just a waste of space – they’re a drain on the bottom line. This leaves one pressing question: How can workplace and facilities managers effectively manage spaces to accommodate diverse working styles while aligning with organisational goals?

Competing demands in the modern workplace

Hybrid work has transformed office spaces into dynamic environments, leaving discrepancies between planned and actual workspace usage. This has left facilities and workplace managers having to negotiate between evolving work patterns and growing expectations from both employees and organisations. 

Take the UK-based online lender Starling Bank as an example, which manages 900 desks for over 3,200 staff. After its new CEO demanded more in-office requirements, some employees resigned over this mismatch, citing limited space and desk availability.^[iv]

And yet, organisations continue to advocate a return to the office, while employees demand increased flexibility and better working conditions.^[v] The findings from the Verdantix “Global Corporate Survey 2022: Smart Building Technology Budgets, Priorities & Preferences,” further underscores these tensions, with 23% of corporate facilities and real estate technology decision-makers identifying that reducing real estate costs was their top priority, followed closely by improving the wellbeing of occupants at 22%.^[vi]

This fluctuating dynamic only leads to unpredictable office occupancy, where spaces may be quiet one day and overcrowded the next. That lack of clarity about who will be in the office on any given day makes resource allocation even more difficult. Trends like “coffee badging” further complicate the issue, as employees briefly visit the office to meet attendance requirements without significant work.^[vii] What’s more, superficial tracking methods, like card scanning, also fail to provide meaningful insights into employee engagement or space usage. 

Facilities and workplace managers, therefore, find themselves in a delicate position. Without reliable data, it’s almost impossible to figure out not only who’s in the office but also for how long, or how spaces are being used.

Traditional office management methods are simply ill-equipped to handle the complexities of modern working patterns. To address this challenge, facilities and workplace managers need the right tools and strategies to efficiently manage resources and adapt to today’s workplace demands.

The power of data in balancing workstyles

In this era of unpredictable working patterns, data has emerged as the linchpin for effective space management. Verdantix reports 35% of organisations across EMEA have prioritised space utilisation monitoring – using commercial software that supports facilities and workplace processes – with 40% focusing on space planning initiatives to adapt to evolving workplace demands.^[viii]

This highlights the increasing importance of data-driven strategies and tools to manage fluctuating occupancy. By analysing the right data, facilities and workplace managers can gain valuable insights into workspace usage. However, it’s important to start in the right place. The first step is looking at historical data.

Facilities managers can understand past trends and identify inefficiencies when analysing historical data, such as office bookings or occupancy sensors. This data can show which areas are popular at specific times of the day and which are underused. In a sense, it reveals a “past view” of how spaces have been used. As an example, a recent report from Matrix Booking detailed how an NHS Trust analysed occupancy data to identify a need for more meeting rooms. From here, 30 out of 160 desks were replaced with an extra meeting room, saving about £65k per year by eliminating the cost of booking external meeting spaces.^[ix]

Next, looking at real-time data offers immediate insights or a “present view” of the space. Managers can use this information to temporarily close underused areas which can lead to energy savings or address issues like overcrowding by reconfiguring layouts. Integrating environmental sensors, for example, can also provide real-time usage reports on what’s being used and where. From here, managing wider resources such as lighting or heating can be applied only when needed – reducing costs and creating an adaptive environment that works for everyone. 

Predictive insights take this even further, enabling managers to anticipate future workspace trends while ensuring that spaces are both functional and efficient. If data suggests higher attendance on specific days of the week, facilities teams can prepare by allocating resources accordingly. Facilities and workplace managers, therefore, benefit from this proactive approach or a “future view” of workplace trends. This includes adapting to changing workplace policies, such as mandatory in-office days or a potential four-day workweek.

Ultimately, by understanding data and usage patterns, facilities and workplace managers can strike a balance between creating policies that encourage meaningful office presence rather than superficial compliance. More importantly, it provides them with the insights needed to successfully adapt to any changes that may come their way.

Finding the right balance 

Modern workspace management systems offer more than just scheduling solutions, they provide the tools to create adaptable, efficient and engaging office environments. These systems allow facilities and workplace managers to align employee preferences with organisational objectives by using real-time insights, occupancy monitoring and predictive analytics.

As the world of work transforms, organisations that embrace a data-driven approach will be the ones better equipped to balance the competing demands of the workforce. Facilities and workplace managers play a pivotal role in this journey, ensuring that workspaces not only meet today’s demands but are also prepared for tomorrow’s changes.

^[i] https://www.hrmagazine.co.uk/content/news/government-plans-right-to-request-four-day-work-week/

^[ii] https://startups.co.uk/news/companies-ordering-return-to-office/

^[iii] https://www.linkedin.com/pulse/facility-managers-guide-right-sizing-your-office-hybrid-shaik-ismail-a3fwc/

^[iv] https://www.personneltoday.com/hr/starling-bank-employees-quit-over-office-working-demands/

^[v] https://www.circles.com/gb/resources/top-uk-organisations-mandating-return-to-the-office-employees-are-challenging

^[vi] https://www.verdantix.com/report/global-corporate-survey-2022-smart-building-technology-budgets-priorities-preferences

^[vii] https://www.fastcompany.com/91158036/what-is-coffee-badging

^[viii] Verdantix, ‘Market Size And Forecast: Space And Workplace Management Software 2023-2029’

^[ix] https://www.matrixbooking.com/resources/case-studies/solent-nhs-trust/

Intelligent technology for data-based space optimisation, cost reduction and environmental sustainability

Matrix Booking, a leading provider of workplace management solutions, has announced the launch of its new Matrix Booking Sense solution. Designed to help organisations optimise their use of space, reduce operational costs and improve energy efficiency, Sense sets a new industry standard for workspace management.

Addressing the evolving needs of modern workplaces, particularly the challenges posed by hybrid work models, sustainability demands and economic pressures, Sense enhances Matrix Booking’s existing workplace analytics and resource booking software by integrating data from a wide range of occupancy and environmental sensors. 

Central to this solution is the Matrix Booking Insight workplace analytics system, which combines booking and check-in data with sensor data, providing organisations with anonymised, actionable insights into how a space is being used.

Karl Breeze, CEO at Matrix Booking said, “Many organisations are struggling to understand how their workspaces are being used, leading to wasted resources, unnecessary costs, and a decrease in overall productivity. Matrix Booking Sense is designed to tackle these challenges head-on. By providing precise, real-time data on space usage, we’re empowering businesses to make informed decisions that not only reduce costs but also create more effective and sustainable work environments. This solution is crucial for any organisation looking to thrive in the face of ongoing economic and environmental pressures.”

With accurate reporting, organisations can significantly reduce their costs related to underutilised spaces and unnecessary energy consumption. The system provides real-time visibility into space availability, enabling employees to find and book available workspaces more efficiently. This is particularly beneficial for hybrid work models, where employees need flexible, on-demand access to various workspaces.

Additionally, Sense supports health and safety compliance by helping to prevent overcrowding and by monitoring and maintaining environmental conditions within optimal ranges. This proactive approach promotes a safer and more comfortable working environment for all employees.

Sense is compatible with various sensor types, suited for both single-occupancy and multi-occupancy spaces. For single occupancy, such as desks or privacy pods, sensors can determine whether a space is occupied. For multi-occupancy areas like meeting rooms or collaboration spaces, sensors detect occupancy and provide data on the number of occupants in a space at any given time.

Environmental sensors integrated with the system further enhance workplace management by measuring factors such as temperature, noise levels, humidity, pollutants and CO₂ levels. This comprehensive data supports better decision-making regarding workplace conditions.

For more information on Matrix Booking Sense or to request a demo, please visit https://www.matrixbooking.com/product/workplace-management/occupancy-and-environmental-sensors/

Karl Breeze, CEO at Matrix Booking

For HR professionals, navigating the current landscape of flexible working and evolving employment laws feels like walking a tightrope. The mounting pressures come from balancing new legal requirements with the growing demand for flexible work arrangements.

The surge in tribunal cases related to flexible working makes it more challenging than ever to manage compliance and employee expectations^[1]. With proposals such as compressed workweeks gaining traction^[2], HR teams face the daunting task of updating policies and procedures to accommodate these changes.

This is not just a matter of paperwork. It involves rethinking how work is done to ensure that both the business and its employees can thrive. Adapting to these shifts in real-time, the role of HR becomes even more critical for transforming challenges into opportunities. From redesigning office layouts to developing closer ties with facilities management, there’s much to consider. 

The goal is clear: to build a workplace that effectively navigates and benefits from these changes.

HR pressures and legal challenges

The increasing responsibilities HR teams face stem directly from the evolving maze of employment laws and the growing demand for flexible working arrangements. The introduction of compressed workweeks, remote work options, and flexible hours adds new layers of complexity to an already challenging role. This is made more difficult by the numerous proposed changes in employment laws under the government’s Plan to Make Work Pay^[3], which add even more weight to HR’s responsibilities.

One of the most immediate challenges is ensuring that businesses’ attendance policies are adhered to. Gone are the days when swiping a badge and grabbing a coffee satisfied office attendance requirements. Now, some companies require employees to stay for a minimum period, making oversight more detailed and time-consuming. HR teams must gather more specific data on office attendance, tracking not just presence but how long employees stay, and navigating increasingly complex rules.

Alongside tracking attendance, HR must process an increasing volume of flexible work requests^[4]. This adds to the challenge of balancing employee needs with business objectives, ensuring that requests are either accommodated or clearly justified when denied to comply with the law. Handling these demands requires careful attention, as failing to do so can lead to dissatisfaction, higher turnover, and even legal disputes.

Impact on office usage

The shift towards flexible working is also reshaping how businesses use their office spaces – a development that HR professionals must also stay attuned to. The unpredictable nature of hybrid work means offices are no longer bustling five days a week. This impacts how HR, alongside facilities management (FM) teams, must reconsider office layouts to support fluctuating footfall, ensuring spaces are suited to a workforce that isn’t always present in full.

One solution lies in creating flexible, multi-purpose spaces that can adapt to varying work schedules and styles. This involves everything from enhancing booking systems for desk availability to upgrading meeting rooms and informal spaces for collaboration. As fewer employees spend their full week in the office, HR and FM must rethink how they allocate space, using occupancy data to make adjustments that reflect actual usage.

Without this data, effectively managing office layouts would be nearly impossible. It provides critical insights into how often certain areas are used, helping businesses right-size their office spaces and avoid under- or over-utilisation. For HR, understanding these patterns is key to ensuring that office space complements the company’s wider approach to employee satisfaction and flexible working policies.

Closer collaboration between HR and FM

It’s clear that the success of any flexible working model depends on seamless coordination between HR and FM. HR’s focus on legal compliance and employee wellbeing intersects directly with FM’s responsibility for creating and maintaining workspaces that support the changing demands of the workforce.

Practical collaboration starts with joint planning sessions. HR can provide insights into employee preferences, legal obligations, and attendance patterns, while FM offers data on office occupancy, technology, and workspace usage. This allows the two functions to develop integrated solutions, such as upgrading booking systems for desks or meeting rooms or improving remote working tools. 

Regular reviews of occupancy data and employee feedback will help both HR and FM adjust strategies based on real-world usage and evolving employee needs. For instance, if occupancy data shows low desk usage, this may signal an opportunity to reconfigure spaces or reduce the office footprint. 

Ultimately, this ongoing partnership between HR and FM ensures that flexible working models are practical, legally sound, and supportive of both employee satisfaction and business efficiency.

Building the future of work, together

In the face of evolving employment laws and shifting work patterns, HR professionals have a challenging road ahead. Navigating these changes requires a proactive approach, with HR teams staying on top of legal requirements, employee expectations, and the dynamic nature of office usage.

By establishing closer collaboration with FM, using occupancy data, and focusing on transparent communication, organisations can create a flexible working model that works for both the business and its employees. Flexibility, after all, isn’t just about remote work. It’s about building a workplace where everyone can thrive.

^[1] As Firms Push Back On Remote Work, Tribunal Cases Will Rise

^[2] Labour’s four-day week explained: How it will work and who can do it

^[3] Plan to Make Work Pay

^[4] Businesses could soon be deluged by flexible working requests – but that’s a good thing