By implementing a unified platform, organizations can leverage data from across the enterprise to fully capitalize on the productivity benefits of AI, unlocking a chain of increasing value. Some industry professionals, however, report challenges deploying AI, according to recent research from Eptura. A closer examination, though, reveals how a unified solution helps overcome possible obstacles through improved data capture and AI-backed features.
The 2025 Workplace Index report integrates research with data from 25 million users of the Eptura platform and findings from a survey of 200 VP and C-suite executives from departments across the enterprise, including IT, operations, HR, finance, and real estate, within large companies that have more than 5,000 employees.
In-office attendance is up, but hybrid remains a popular work model
A key finding in the report is that more people are coming to the office — and they’re coming more often. In fact, 33% of global desk bookings for more than three days a week have already increased year over year, and 34% of businesses plan to increase in-office days. It’s not only employees who are coming back. in the past three years, visitors per location have nearly doubled across all regions.
The report also reveals, however, just how strongly many remain committed to the hybrid work model. Desk bookings are still most frequent Tuesday through Thursday, forming a mid-week mountain, and this trend is consistent across the Americas, Asian-Pacific, and Europe, Middle East, and Africa.
Although there are some industry-based differences in office attendance, hybrid as a work model appears to be an enduring trend, which means facility and workplace leaders need better ways to provide a great employee experience while also making the most efficient use of office space.
Platforms with embedded AI help facility managers support employee experience and maximize space
By unlocking the value chain with AI-embedded features, there are many ways organizations can better automate processes and allocate resources to fully support employee productivity while improving facility efficiency.
Visitor management
AI-embedded workplace management solutions improve visitor management by automating and streamlining the check-in process. Facial recognition and pre-registration features in a visitor management system (VSM) reduce wait times and improve security, ensuring a smoother and more efficient employee and visitor experience. Workplace and facility leaders can then use AI to leverage the data captured through VSM into actionable reports on occupancy and utilization. By identifying peak times, they can adjust staffing and resources to ensure office staff have the amenities they need to be productive, while maintenance teams have uninterrupted access to assets and equipment.
Real estate analytics
By automating data collection and analysis, these systems support informed decisions about space allocation and layout. For example, organizations can use sensors to track which areas of the office are most frequently used and at what times, allowing managers to leverage AI to then optimize the workspace to better meet the needs of employees. This leads to more efficient use of real estate, reduced costs, and a more productive and comfortable work environment.
By looking at overall trends, organizations can gain actionable insights into how best to rightsize their portfolios. Depending on the data, they might choose to expand or consolidate office space. Smaller moves can be just as impactful. For example, moving departments that often work together onto the same floor supports collaboration while reducing real estate overhead.
Predictive maintenance
AI-embedded solutions can help facility and maintenance teams predict when equipment is likely to fail or require repairs, allowing managers to address issues proactively, reducing downtime and maintenance costs, ensuring that the office environment remains functional and comfortable for employees. For example, the teams can use AI to monitor HVAC systems, lighting, and other critical infrastructure, so they know about potential problems before they become disruptive. A proactive approach helps in maintaining a high standard of facility operations, even as the number of people in the office increases.
Implementing a unified platform helps overcome perceived AI challenges
When asked “What challenges do you face implementing AI across your organization?”, many responses focused on silos and skills. In fact, the three most common answers in the report are:
- 48% Inconsistent data for AI to deliver meaningful values: Organizations can have data that is not uniform or reliable, which can make it difficult for AI to deliver accurate and useful outputs. The challenge can arise from data management issues or the presence of data from multiple sources that are not well-aligned, leading to issues in data quality and consistency
- 52% Insufficient cross-platform integration or data consolidation: Organizations can struggle to integrate AI tools into their current infrastructure, particularly in enterprise-level organizations with complex IT environments where ensuring that all systems communicate and share data effectively can be a larger project
- 58% Insufficient employee skill sets and knowledge: Companies can feel their workforce lacks the necessary training and experience to effectively implement and utilize AI technologies. This perception could be linked to a lack of internal expertise in data analysis, machine learning, and technology management
Implementing a unified platform with embedded AI helps organizations address these reported challenges directly.
A unified worktech solution supports AI implementation with reliable data capture
By eliminating data silos, a unified platform ensures all workplace and facility data from workplace is centralized and integrated, including information related to workplace management, facility operations, and employee activities, all stored in a single, comprehensive system. By consolidating data from various sources, the platform guarantees that information is consistent and up to date, which is essential for reliable AI results.
With real-time data access, the platform enables quick and informed decision-making — both from managers and AI. For example, AI can automatically adjust room bookings based on current occupancy levels or monitor energy usage to reduce costs, all thanks to reliable and centralized data. The seamless integration and real-time access make AI recommendations more accurate and actionable, ultimately leading to better outcomes and less manual effort.
Embedded AI streamlines and simplify workflows with an easier, more intuitive user experience
Most employees don’t need more training to enjoy the value of AI. Instead, because AI automates many of the steps in existing workflows, employees achieve the same goals while inputting less information and making fewer decisions. They’re also able to use more natural, intuitive ways of interacting with the platform. In fact, AI acts as a sort of behind-the-scenes assistant, simplifying processes by taking on many of the repetitive, error-prone admin tasks.
For example, pattern-based reservations simplify workspace reservations by automatically reserving spaces based on employee preferences and selecting desks near colleagues. It eliminates the need for employees to manually search for and book workspaces, ensuring they can easily find and reserve spaces that meet their needs.
With automated team days, another strong example, employees can plan office days with their teams by automatically booking desks and considering seating preferences. Backed by AI, this process streamlines the process of organizing team schedules and workspace arrangements, while with natural-language reservations, employees can use natural language commands to find and book workspaces, making the reservation process intuitive and user-friendly. The feature helps reduce the need for employees to navigate complex booking systems, saving time and effort.
Intelligent worktech helps deliver AI across the enterprise
More people are coming to the office — and they’re coming more often — but the persistence of the midweek mountain trends means facility and workplace leaders need new ways to support hybrid workers while optimizing real estate portfolios.
“Often, the technologies organizations own are disconnected and the data is not able to flow between separate systems. That makes it difficult for executives to get the insights they need to make informed decisions, and to maximize productivity with a greater use of AI,” explains Brandon Holden, CEO Eptura, in the 2025 Workplace Index report.
“With the right technology in place, we believe organizations can now unlock unrivaled value by harnessing the power of one unified solution, cross-platform data analytics, and embedded AI,” Holden explains.
Download the full 2025 Workplace Index report to learn more about these trends and how they directly affect your organization.
By Erin Sevitz
Erin has 15 years of experience, including 10 years in thought leadership on workplace management and the built environment. In her current role she oversees teams responsible for worktech insights and engaging Eptura’s 16,000 customers worldwide. Previously she led communications for the International Facility Management Association, a global industry nonprofit dedicated to professional development for workplace strategists, building managers, and corporate real estate.
