3 smart office technology trends shaping office utilization in 2025

Written by Sample HubSpot User | Nov 3, 2025 7:20:11 AM

It’s no secret. Companies are struggling with efficient and employee-friendly office space utilization. Some are fighting for RTO. Many can’t decide if they need more space or less space.

According to McKinsey, $800 billion in corporate real estate is at stake by 2030 due to falling demand. In 2025, we expect these challenges to persist. Luckily, the market for office space technology is shifting priorities to help.

Trend #1: Companies want correct office space utilization metrics

Perceptions of office space utilization aren’t enough. That’s why over the past few years, many companies have wanted more ways to measure office space occupancy.

This helps company leadership to understand how their offices are actually being used. In some cases, this was done through consulting services or in-house teams that manually count people. Now, sensors and office space utilization software can do this work for you.

However, even with occupancy sensors, many companies are now realizing that the accuracy of their office space usage data is paramount. Not all data will do. Some data—if it does not accurately reflect space utilization—is simply unreliable and provides no basis for the confident decision-making that companies want.

In 2024, we saw many companies beginning to evaluate the quality of their office space usage data and look for options that allow them to measure and trust space utilization metrics. In 2025, we expect this trend to continue.

Trend #2: Workplace space utilization platforms are opening up

Companies today are collecting mountains of data about their workplaces. In fact, it might be too much to handle. Indoor climate data. Badge data. Occupancy data. Attendance data. Room booking data.

The list goes on. Up until now, all this data has been stored in different locations. Luckily, workspace utilization platforms —and must—open up.
Companies are desperate for a more holistic view of their workplace usage, and drawing conclusions about their office space occupancy will be impossible without easy ways to combine data sources in a single platform for workplace space utilization.

This will require further API integrations from data providers, and more strategic ways of using workplace analytics metrics to make decisions about employee experiences, facility management, and their real estate portfolios.

Trend #3: Smart workplace technology is closing the expected office utilization gap

There is a noticeable gap between employer expectations for office attendance and actual employee behavior and occupancy today. A 2024 survey from CBRE found that in North America, 60% of respondents wanted employees in the office 3+ days a week. However, only half said employees actually attended. Workplaces in Europe and Asia are experiencing a similar difficulty in aligning total attendance and attendance patterns with employer preferences. (CBRE, CBRE)

Why does this gap between expected office utilization and actual attendance exist? And what can we do about it? We see that more and more companies are turning towards smart office technology to address the gap. Occupancy data is one way, since it makes it simpler to determine if your company has the right amount of office space, the right type of space, and that the spaces are easy to use.

But more companies are also looking at technologies that adjust utilization in real time to gently encourage a proper use of spaces. For instance, many people complain about desk and room availability, and people failing to show up. By integrating workplace sensors with booking software, workplaces can release bookings if people don’t show up.

Of course, smart office technology can’t solve workplace culture alone. As Darja Smite points out in her webinar on hybrid work trends, creating a company culture around hybrid working and using hybrid spaces is everyone’s responsibility—not just the responsibility of upper management.

FAQ

View full post