Is your office too full, too empty, or just right? A data-driven approach to workplace efficiency

For many companies, office occupancy is a guessing game. Some offices feel empty most of the week, while others struggle with overcrowded meeting rooms and limited collaboration space. With 92% of companies now operating in hybrid models, leaders are questioning whether they have too much or too little office space.

“92% of companies have embraced hybrid work models, yet most still struggle with space optimization.”

• CBRE Adaptive Spaces Report

Too much space leads to wasted costs, while too little can frustrate employees and impact productivity. So how do business leaders find the right balance? The key is measuring actual office usage and adjusting space accordingly.

Understanding office occupancy: why assumptions don’t work

Too much space: the cost of underutilization

Many companies maintain larger office footprints than they actually need. Real estate costs remain fixed, even when desks and meeting rooms sit empty for most of the day.

Signs your office has too much space:

• Low desk utilization: Employees primarily work remotely, leaving large portions of the office unoccupied.
• Underused meeting rooms: Large conference rooms are often booked but rarely filled to capacity.
• Unnecessary real estate costs: Leased office space is not aligned with actual workplace needs.

📌 Example: A global law firm maintained a 100,000 sq. ft. office despite hybrid policies reducing daily occupancy. After a two-week occupancy study, they identified that 40% of their space was consistently empty. By consolidating two floors, they cut real estate costs by 30% while still supporting employee needs.

Too little space: when downsizing goes too far

Some companies reduce office space too aggressively, creating bottlenecks in key areas. While eliminating unused desks can improve efficiency, poorly planned reductions can lead to overcrowding.

Signs your office has too little space:

• Overbooked meeting rooms: Employees struggle to find available space for collaboration.
• Crowded common areas: Shared spaces become noisy and uncomfortable, reducing productivity.
• Employee frustration: Office attendance drops because the workspace no longer supports employee needs.

📌 Example: A technology company cut its office space in half to reduce costs. However, occupancy studies revealed that collaboration zones were frequently overcrowded, leading to employee dissatisfaction. By reconfiguring the remaining space to include more reservable team areas, they improved both efficiency and employee experience.

Finding the right balance with occupancy data

Measuring what works: data-driven space optimization

The ideal office occupancy rate isn’t about maximizing density - it’s about aligning space with how employees actually use it. Business leaders need real usage data to make informed decisions.

Steps to find the right balance:

1. Measure office attendance over time to track daily and weekly usage patterns.
2. Identify underutilized spaces that can be repurposed, consolidated, or eliminated.
3. Adjust space layouts to better support how employees work - whether through more meeting rooms, focus areas, or flexible workstations.

“Companies that align real estate decisions with business objectives see higher financial returns and better employee engagement.”

• CBRE Adaptive Spaces Report

📌 Example: A financial services firm used short-term occupancy data to test different seating models. By shifting to a flexible desking system, they reduced unused office space by 20% while maintaining collaboration zones.

Q&A: Practical insights for business leaders

Q: How do I know if my office space is being used efficiently?
A: Conduct short-term occupancy studies to measure real usage patterns. Look for areas that are consistently underused or overbooked, and adjust accordingly.

Q: What if we reduce office space and later need more?
A: Test space reductions incrementally. Pilot smaller office consolidations before committing to long-term lease changes.

Q: How often should we reassess our office occupancy?
A: Ideally, every 6-12 months. Hybrid work patterns shift over time, so regular occupancy tracking ensures space remains optimized.

Why occupancy data is critical for business success

Making office space decisions based on assumptions leads to inefficiencies, unnecessary costs, and poor employee experiences. Without real occupancy data, companies risk keeping too much space or downsizing too aggressively.

This is where Vantage Space provides value. Unlike sensor-based tracking, Vantage Space offers quick, human-led occupancy studies that provide both quantitative data (how space is used) and qualitative insights (how employees interact with the space).

By conducting snapshot occupancy studies, business leaders can:

• Identify underutilized office areas before making costly real estate decisions.
• Ensure office layouts align with employee needs to support engagement and productivity.
• Measure the impact of workplace changes on financial performance.

The right office occupancy rate isn’t about filling every desk - it’s about creating a space that works for both employees and the business.

Looking to optimize your office footprint? Start an occupancy study with Vantage Space today.