Wasted space, wasted energy: how sustainability leaders can reduce office carbon footprints

Unused office space is more than just a financial issue - it’s an environmental one. Every square foot of empty office space still consumes energy, requires maintenance, and adds to an organization’s carbon footprint.

“45% of desks remain unoccupied for more than 5 hours a day.”

• JLL 2024 Benchmarking Report

This presents a major sustainability challenge. Buildings account for 40% of global energy consumption, and keeping underutilized spaces lit, heated, or cooled wastes resources. Sustainability leaders must rethink how office space is used - and occupancy data is key to making informed, effective changes.

Integrating occupancy tracking with energy efficiency strategies

Identifying unnecessary energy consumption

Many buildings operate on fixed heating, cooling, and lighting schedules, regardless of actual occupancy. This leads to:

• Overheated or overcooled spaces that remain empty for much of the day.
• Office lights and equipment running in unoccupied areas.
• HVAC systems working harder than necessary, increasing both energy use and costs.

By conducting short-term occupancy studies, companies can track which areas are consistently underused and adjust energy settings accordingly.

📌 Example: A corporate office reviewed occupancy data and found that an entire floor was under 30% occupancy most of the week. They reprogrammed the HVAC system to operate at reduced levels on low-use days, cutting energy consumption by 20%.

Consolidating office footprints to reduce emissions

If an office is only using a fraction of its space, does it need all of it? Many organizations are maintaining more real estate than necessary, increasing their carbon footprint without providing real value.

Sustainability teams should:

• Use occupancy data to identify underutilized office areas that could be closed, repurposed, or subleased.
• Consider consolidating multiple office locations into a single, well-optimized workspace.
• Ensure that remaining space is used efficiently to prevent unnecessary expansion.

“Companies that integrate space consolidation into their sustainability strategy can significantly reduce emissions from building operations and employee commutes.”

• JLL 2024 Benchmarking Report

📌 Example: A large consulting firm found that 25% of their office space was consistently vacant. By consolidating two offices into one, they reduced energy costs by 35% and lowered their overall carbon footprint.

Challenges and considerations

Balancing energy efficiency with employee experience

While reducing energy use is important, employees still need a comfortable and productive workspace. Some companies make the mistake of shutting down floors or turning off systems without considering how it affects employees.

To avoid this:

• Collect qualitative data on how employees use spaces.
• Ensure sustainability strategies align with workplace needs (e.g., adjusting lighting without creating discomfort).
• Test space reductions incrementally before making permanent changes.

Q&A: Practical insights for sustainability leaders

Q: How can companies measure the impact of space reductions on carbon emissions?
A: By tracking energy consumption before and after occupancy-based changes. Comparing usage data provides clear insights into how much energy is saved per square foot of reduced space.

Q: What’s the most effective way to integrate sustainability into office design?
A: Prioritize flexible, energy-efficient spaces. Use occupancy data to guide HVAC and lighting automation, and consider reducing overall office footprint where possible.

Q: How often should occupancy studies be conducted?
A: Ideally, every 6-12 months, especially when hybrid work patterns shift. This ensures energy reduction strategies stay aligned with real office usage.

Why occupancy data is key to sustainability

Sustainability efforts must be data-driven to be effective. Without real insights into office utilization, companies risk wasting energy on empty spaces or making inefficient space reductions.

This is where Vantage Space provides value. Unlike sensor-based tracking, Vantage Space offers quick, human-led occupancy studies that provide both quantitative data (which spaces are used) and qualitative insights (how people use them).

By conducting snapshot occupancy studies, sustainability teams can:

• Identify underutilized spaces and reduce their energy consumption.
• Ensure office consolidation strategies are supported by actual usage data.
• Test energy efficiency changes before making large-scale adjustments.

Reducing carbon footprints isn’t just about cutting energy use - it’s about using space wisely. With the right data, sustainability leaders can create greener, more efficient workplaces.

Looking to make your office space more sustainable? Start an occupancy study with Vantage Space today.