In today’s evolving workplace, every square foot matters. Yet, many organizations find themselves maintaining office space that doesn’t match how employees actually use it.
Some areas sit empty for most of the week, while others experience bottlenecks at peak hours. Meeting rooms remain booked but unused, while common areas go underutilized despite employees desperately need collaboration spaces. These inefficiencies waste both space and resources, drive up operational costs, and create workplaces that don’t fully support the needs of their people.
But underutilized space isn’t a problem — it’s an opportunity. With the right space planning software, organizations can identify inefficiencies, adapt layouts, and create dynamic environments that better align with evolving workstyles. The result? A workplace that works smarter, reduces waste, and enhances the employee experience.
Why space planning needs a fresh approach
For years, organizations have made space decisions based on outdated models. Leaders assumed that a certain percentage of desks, offices, and meeting rooms would always be in use, basing real estate investments on headcount rather than actual workplace behavior. But as hybrid work models take hold, the way employees use office space has changed.
Many companies still rely on manual space planning processes, gathering anecdotal feedback or conducting occasional occupancy studies. The problem is that these static methods can’t keep up with real-time shifts in employee behavior, fluctuating attendance patterns, or evolving departmental needs.
Without an accurate understanding of how space is actually being used, businesses risk holding onto excess real estate, maintaining unused areas, and making misinformed expansion or downsizing decisions.
This is where intelligent space planning software changes the game. Instead of relying on guesswork, organizations can now use real-time data and predictive insights to make strategic, cost-saving decisions — all while designing spaces that enhance productivity and engagement.
The value of smart space utilization
Space isn’t just a cost — it’s a business asset. When optimized correctly, it boosts collaboration, supports employee well-being, and improves operational efficiency. But when left underutilized, it becomes a financial burden. Companies facing rising real estate costs, increased workplace flexibility, and changing employee expectations need a data-driven approach to managing their spaces.
Smart space planning doesn’t just reduce costs — it creates environments that reflect the way people actually work. Employees need flexibility, choice, and a balance between collaboration and focus work. Through real-time occupancy tracking, AI-driven analytics, and predictive space modeling, organizations can design office environments that evolve alongside their workforce.
For example, space planning software can reveal hidden opportunities for repurposing space. If a department’s dedicated seating is consistently half-empty, that space could be transformed into a multi-use collaboration hub. If meeting rooms are frequently booked but rarely occupied, organizations can redesign layouts to accommodate spontaneous collaboration rather than scheduled, but underutilized, reservations.
Creating a space that works for everyone
One of the most significant challenges in workplace design is balancing corporate objectives with employee needs. Space planning isn’t just about maximizing efficiency—it’s about creating an environment that fosters productivity, engagement, and satisfaction.
Workplace leaders need to consider:
- What types of spaces are employees actually using?
- Where do people naturally gather, and where are they avoiding?
- How can real estate be better aligned with evolving workforce demands?
Space planning software enables organizations to answer these questions with confidence. Instead of making assumptions, businesses can leverage real-world data to ensure their spaces are adaptable, functional, and designed for the future.
For example, if certain teams thrive in open collaboration areas while others prefer quiet, enclosed spaces, leaders can redesign layouts to support these preferences. By understanding movement patterns, desk reservations, and occupancy trends, organizations can ensure every square foot serves a purpose—creating a workplace that enhances, rather than hinders, productivity.
Using data to drive smarter space decisions
Technology has transformed nearly every aspect of business operations—so why should workplace planning be any different? Space planning software integrates real-time occupancy tracking, IoT sensors, and predictive analytics to provide a clear picture of how space is being used.
With intelligent data analysis, organizations can:
- Optimize seating arrangements to match hybrid work patterns. If Mondays and Fridays see lower attendance, companies can reconfigure office layouts to better support flexible schedules.
- Identify wasted space and repurpose it for high-value functions. Underutilized private offices can become hot-desking areas, breakout zones, or wellness spaces that employees actually use.
- Make data-backed real estate decisions. If occupancy trends reveal a consistent pattern of underuse, organizations can reduce leased space, sublet unused floors, or consolidate locations—all without disrupting operations.
The power of data-driven space planning lies in its ability to create workplaces that are as dynamic as the people who use them. Instead of static layouts that fail to evolve, organizations can ensure their real estate strategy is agile, responsive, and cost-effective.
Success story: How a leading property management firm drove efficiency with flexible work and space optimization
Rendall & Rittner, a leading property management company, manages a diverse portfolio across London and beyond. As part of the Odevo Group, they are dedicated to delivering high-quality services while optimizing internal operations. With over 2,000 employees working across six office locations, the company needed a workspace strategy that supported a modern, flexible work environment.
The problem
The firm struggled with inefficient workspace management. Their fixed desk allocation system didn’t align with their hybrid workforce, leading to underutilized offices, limited collaboration spaces, and higher operational costs. Without data-driven insights, they lacked a clear strategy for optimizing space and planning future real estate needs.
The solution
To create a more flexible, data-informed workspace, Rendall & Rittner implemented Eptura’s workspace booking solution. Employees could reserve desks and meeting spaces, check in via QR codes, and coordinate in-person collaboration with the ‘team day’ feature. The seamless Microsoft 365 integration allowed staff to book workspaces directly through Outlook, ensuring easy adoption. By tracking space usage, they identified inefficiencies and restructured their office layouts accordingly.
The result
With real-time workplace data, Rendall & Rittner made strategic real estate decisions, relocating from a large central office in Aldgate, London, to multiple smaller, more efficient locations. Their redesigned Vauxhall office replaced underutilized desks with meeting spaces and a reception area for client visits, reducing costs while enhancing collaboration. Their experience highlights how smart space planning technology transforms offices into dynamic, employee-friendly environments.
Explore the full case study to see how Eptura helped Rendall & Rittner optimize their workplace strategy.
The future of workplace optimization
As the workplace continues to evolve, businesses that embrace intelligent space planning will be the ones that stay ahead. The shift toward real-time occupancy insights, flexible work models, and smart workplace design is already underway — and organizations that fail to adapt risk being left with spaces that no longer serve their workforce or their bottom line.
The future isn’t about maximizing space for the sake of it. It’s about creating workplaces that align with how people actually work — now and in the future. With space planning software, organizations can design dynamic environments that support productivity, reduce waste, and enhance employee experience.
For companies looking to optimize real estate, improve space utilization, and make smarter workplace decisions, the time to act is now. The data is there. The technology is available. The organizations that embrace smarter space strategies today will be best positioned for success tomorrow.
Let Eptura help you make every square foot count by requesting a demo.
By Gabi Bellairs-Lombard
Gabi is a London-based writer with 8 years of experience in copywriting and strategy across various verticals. She has been immersed in tech for two years, previously writing for a fintech company. Her specialities lie in long- and short-form writing, SEO writing and strategy, and market research. In her current role at Eptura, she covers the latest worktech and workplace experience trends.
