As hybrid working becomes the norm, Facilities Managers across London and beyond face a growing challenge: how to manage increasingly underused office space while keeping costs under control.
With many employees now splitting their time between home and the office, traditional workspace planning no longer meets the needs of modern organisations. Office floors that were once fully occupied now sit half-empty for most of the week—but they still generate the same overheads. It's time to rethink how we use our space.
Understanding the New Normal
The shift to hybrid working has disrupted old patterns of occupancy. Businesses are seeing a significant drop in daily desk use and sporadic footfall throughout the week. In this environment, Facilities Managers must move from maintaining static, permanent workstations to creating dynamic, responsive environments.
Common issues include:
- Entire sections of office space sitting unused for days
- Meeting rooms that are overbooked or oversized for actual usage
- Full services being maintained for only partially occupied buildings
Start with a Space Audit
Before making changes, gather data. Conduct a comprehensive audit of your current space utilisation:
- Observe occupancy patterns manually or use occupancy sensors
- Track desk and room usage
- Identify dead zones and underused areas
A space audit gives you the clarity to make informed decisions and is essential for justifying changes to stakeholders.
Strategies to Optimise Your Office Layout
Once you understand how your space is used, explore practical optimisation tactics:
- Introduce desk booking systems: Give employees flexibility while aligning desk availability with actual demand.
- Reconfigure layouts: Use modular furniture and hot-desking zones to improve flexibility.
- Repurpose unused areas: Convert empty offices into quiet spaces, wellness zones, or shared collaboration areas.
- Consider shared occupancy: Sublet underused space to trusted partners, startups, or remote teams.
Reducing Overheads Without Sacrificing Quality
Smarter space use leads to real cost savings:
- Scale back cleaning, HVAC, and lighting in low-use zones
- Consider downsizing: can you consolidate floors or relocate to a smaller footprint?
- Use audit data to renegotiate service contracts and supplier scopes
These changes can significantly lower operational costs without compromising staff comfort.
Leverage Technology
Technology plays a key role in modern FM strategies:
- CAFM systems for managing bookings and tracking usage
- Smart sensors for real-time occupancy insights
- Energy management tools to automatically scale back unused areas
Investing in tech not only improves efficiency but also provides data for continuous improvement.
Don't Forget the Human Element
Optimisation shouldn't come at the expense of experience. Involve employees in the process through feedback and trials. Focus on creating an environment that supports wellness, productivity, and meaningful collaboration.
Conclusion
Hybrid working is here to stay, and the smart management of space is now critical to effective facilities strategy. By auditing space, implementing flexible solutions, and making data-driven decisions, Facilities Managers can reduce overheads while enhancing the workplace experience.
Need help rethinking your workspace?
SeeForth Services can help you assess, redesign, and manage your office space to support hybrid working models effectively.
Contact us today to discuss tailored solutions that reduce costs and improve performance.
