Here’s how to deal with the challenges of the modern workplace and satisfy both employees and management
"Nine to five" is over. Modern work has drastically changed in recent years. While remote work became normalized during COVID, many companies now seek to bring employees back into the office, for various reasons. Office presence fosters a sense of belonging and enhances team spirit. Personal communication improves collaboration and sparks innovation, while allowing employers a closer look at team productivity.
On the other hand, studies show that employees are often more focused at home than in bustling offices. The future is likely to lie in a hybrid model that seeks to meet the needs of both employees and employers. This raises questions about cost management, especially for offices in premium locations, expensive setups, and energy-efficient space usage. While these challenges are complex, modern technology offers new ways to find answers.
Challenge 1: High office costs in prime locations and yet, high vacancy
In Europe's major cities, large office buildings sit almost empty, while office space in prime areas costs up to €45 per square meter monthly—plus operational and maintenance expenses. Unused space is hard to afford.
Office utilization has dramatically changed throughout the years: from 83% in-office time in 2016 to only 46% in 2023. Many companies now face the risk of owning more office space than they need, leading to vacant meeting rooms and desks. This impacts both budgets and the environment. The Question is: How can companies reliably identify and respond to unused capacity?
Challenge 2: Returning to office – How to create incentives?
The pandemic proved that working from home is not only possible but also attractive. Employees have grown accustomed to flexibility and comfort, and often see little reason to return to the office. This becomes a problem for companies that rely on strong team dynamics and close collaboration.
But how can companies create incentives for employees to return? Understanding which factors encourage office presence is essential. Some employees prefer quiet workspaces, while others value social interaction. Without specific incentives, office returns and company culture may suffer.
Challenge 3: Biased Data from subjective perceptions and negligent behavior
In many companies, booking systems for workspaces and meeting rooms are often inaccurate. Employees often book spaces in advance but later choose not to use them due to last-minute changes, remote work options, or unexpected absences. These reservations are rarely canceled, resulting in empty rooms.
Such behavior distorts occupancy data, resulting in inefficient space management. Companies might assume their offices are fully occupied when, in reality, there is unused capacity, resulting in missed opportunities to optimize space, reduce costs, and conserve energy. We may ask: how can companies obtain reliable data to make informed decisions on space utilization?
Challenge 4: Energy Efficiency and Space Usage
Unnecessary energy consumption from lighting and heating empty rooms increases both costs and emissions. While energy reduction is often prioritized, optimizing space utilization is still largely untapped.
The challenge is to determine actual energy needs based on occupied spaces. This approach is both financially advantageous and aligns with sustainability objectives. But where can companies obtain the data needed to make informed decisions and establish energy-saving strategies?
A Solution: Space Analysis with Micro-Sensors
All these challenges share one common factor: Addressing them requires real-time, unbiased data and advanced analytical software.
Here comes the solution from IoT Fabrikken. Stamp-sized microsensors are installed at workstations to capture real-time office space usage through temperature measurements. The data is processed on the RoomAlyzer platform, which identifies unused capacity and facilitates targeted actions. Strategies such as repurpose or leasing out vacant spaces can result in substantial cost savings.
The data also supports returning employees by identifying which spaces are valued most, whether individual workstations or collaborative zones. When you know which areas the people working for you prefer, you can create an office much better suited to their needs and support a productive working environment.
In other words, IoT solutions allow companies to adjust their workplaces to align with employee needs, encouraging a return to the office.
Furthermore, these sensors eliminate biased occupancy reports by autonomously detecting temperature variations to determine desk or room usage, providing companies with accurate data without the need for manual input.
They also minimize unnecessary energy consumption by tracking room usage and adjusting heating and lighting accordingly, which significantly lowers energy costs and supports corporate sustainability. And with their stamp-size they are discreet and not in anyone’s way.
Try it Now, Risk-Free!
Curious? Try IoT Fabrikken’s sensors and software with no risk! We are conducting several pilots until the end of 2024 and are looking for companies in the DACH region. After two months, you'll receive a detailed analysis of your office space usage.
Get in touch with us - we’ll be happy to introduce our pilot in detail!
References:
Gensler - Link
Energiforumdanmark - Link
IoT-Fabrikken - Link