Designing for the future: How architects can optimize spaces for hybrid work

Hybrid work has permanently changed how people use office space. Employees are no longer coming in just to sit at desks - they’re coming in for collaboration, focused work, and social connection. But many offices weren’t built with this in mind. Architects must rethink how they design workspaces to reflect fluctuating occupancy patterns, changing collaboration needs, and new ways of working.

Recent data from the XY Sense Workplace Utilization Index (Q3 2024) highlights a key shift:

• Collaboration spaces are in higher demand than desks, with enclosed meeting rooms seeing 55% occupancy, while open collaboration areas sit at 25%.
• Desks remain underutilized, with a significant percentage of employees using them for only part of the day or not at all.

These insights suggest that office design must prioritize flexibility, varied workspaces, and data-informed space planning.

Understanding the shift in space utilization

The decline of assigned seating

Traditional office design relied on assigned desks for every employee. In a hybrid model, this approach leads to wasted space. Many companies now find that a large portion of their desks remain unoccupied for much of the day.

“Many workplaces report that 45% of desks are occupied for less than one hour per day.”
— XY Sense Workplace Utilization Index (Q3 2024)

For architects, this means moving away from static desk arrangements and toward activity-based working, where employees choose their workspace based on tasks. This shift requires a mix of:

• Hot desks and shared seating to accommodate varying attendance patterns.
• Small enclosed rooms for focused work and video calls.
• Reservable workspaces that allow teams to plan their office time effectively.

📌 Example: A consulting firm conducted a two-week occupancy study and found that their assigned desks were underused, while employees often searched for quiet areas to take video calls. They converted part of their floor plan into reservable focus pods, increasing utilization and improving employee experience.

Rethinking meeting and collaboration spaces

As employees come to the office for in-person collaboration, meeting spaces must be designed to support hybrid work dynamics.

• Large conference rooms often go underutilized, while small meeting spaces are in high demand.
• Informal collaboration spaces, like lounges and breakout areas, often lack structure or privacy, leading to lower utilization rates.

“Large meeting rooms are often only at 30-40% capacity, leading to wasted space.”
— Occupancy Intelligence Index (Q3 2023)

To create effective collaboration spaces, architects should:

• Increase the number of small meeting rooms and enclosed collaboration spaces.
• Design flexible layouts that allow spaces to be repurposed as needs change.
• Use acoustic solutions to balance open areas with private meeting spaces.

📌 Example: A law firm found that employees were holding private conversations in open lounge areas, leading to noise and confidentiality concerns. A short-term occupancy study showed that enclosed two-person rooms were booked 90% of the time, while large conference rooms sat empty. The firm reconfigured its space, replacing underutilized boardrooms with smaller, reservable collaboration rooms.

Balancing open space and focused work areas

While open office layouts are popular, many employees need quiet areas for focused work. Simply providing more open collaboration zones isn’t enough. The key is balance.

“55% of enclosed meeting rooms are occupied regularly, while open collaboration areas have much lower usage at 25%.”
— XY Sense Workplace Utilization Index (Q3 2024)

To improve space utilization, architects should:

• Incorporate semi-enclosed workstations that provide some privacy without full isolation.
• Include dedicated quiet zones for deep work.
• Ensure that open spaces have clear functions to encourage use.

📌 Example: A marketing agency introduced an open collaboration area but found that employees avoided it due to distractions. After a short-term utilization study, they added soft partitions, strategic furniture placement, and improved soundproofing. The space quickly became a well-used team hub.

Challenges and considerations

Cost vs. adaptability

Retrofitting an office can be expensive. Many organizations hesitate to invest in large-scale changes without clear data to support the decision. This is why short-term occupancy studies are critical - they provide quick, actionable insights before committing to long-term redesigns.

Unpredictable occupancy patterns

Even with thoughtful planning, office utilization fluctuates. Collecting periodic data on how spaces are used allows businesses to adapt as hybrid work patterns evolve.

Q&A: Practical insights for architects

Q: How can architects design for changing occupancy trends without overhauling entire layouts?
A: Prioritize flexibility. Use movable partitions, adaptable furniture, and reservable workspaces that allow businesses to adjust as needed.

Q: How do we balance collaboration and quiet workspaces?
A: Offer variety. A mix of enclosed rooms, semi-private spaces, and open collaboration areas ensures employees can choose the right setting for their work.

Q: How do companies measure the success of an office redesign?
A: Use data. A short-term occupancy study before and after a redesign helps identify whether employees are using the space as intended.

Why occupancy data is essential for architects

Architects play a critical role in shaping workplaces that support how people actually work. But without data, design decisions rely on assumptions rather than real-world behavior.

This is where Vantage Space provides value. Unlike sensor-based tracking, Vantage Space offers quick, human-led occupancy studies that capture both quantitative data (space utilization) and qualitative insights (how people are using the space).

With snapshot studies conducted over a short period, architects and workplace strategists can:

• Identify underutilized areas before making design changes.
• Understand how different spaces are being used - for focus work, collaboration, or informal meetings.
• Test new layouts before committing to costly redesigns.

By collecting the right data at the right time, businesses can make informed decisions that improve both space efficiency and employee experience. And when the workplace evolves again, another quick study can measure the impact and guide further refinements.

Looking to understand how your office space is really being used? Start an occupancy study with Vantage Space today.