How AI Is Powering Tomorrow’s Workspaces

In 2026, companies are still figuring out how to balance hybrid workspace strategies, cost pressures, and employee experience. The era of “just showing up to an office” is over. That’s why more businesses are turning to AI office technology and workplace analytics to understand how space is used, how people work, and how offices can adapt for the future.

AI adoption isn’t just a trend – some organisations already use advanced tools to measure attendance and optimise space, while others still rely on traditional methods. The difference between these approaches is becoming a competitive advantage, particularly when evaluating managed office space solutions.

Why Data Matters More Than Ever

Hybrid work isn’t going away. A recent CBRE study shows average office utilisation has risen to 53%, the highest since before 2020, as organisations tighten hybrid strategies and align people with space more effectively.

But these averages hide two challenges:

• Attendance still fluctuates by day, team, and location
• Many companies lack reliable data on how space is used

This is where AI-driven workplace analytics help. Tools that track badge swipes, meeting room bookings, desk use, and live occupancy show teams how their office is really being used. Instead of guessing, leaders can make decisions based on real data when selecting corporate office space or reviewing their existing footprint.

Nearly half of organisations now use digital desk and room booking systems, helping employees find space while giving businesses insight into how to plan and use offices more effectively.

How AI Improves Everyday Office Operations

AI doesn’t have to be futuristic to be valuable. It helps organisations:

• See which spaces are truly used and when
• Forecast demand for desks, meeting rooms, and collaboration areas
• Reduce waste, especially in underutilised areas
• Improve employee experience via smarter scheduling and comfort systems

Examples in Action

The Edge, Amsterdam uses 28,000 sensors integrated into lighting, temperature, and movement systems to track how space is actually used. Deloitte employees don’t have assigned desks – with 2,500 staff but less than half that number of desks, workspaces are assigned based on schedules and activity type. Analytics show occupancy patterns throughout the day, allowing teams to optimise space use, cleaning, and energy.

Salesforce Tower, San Francisco leverages smart infrastructure solutions to give employees the ability to reserve desks and meeting rooms, while facilities teams gain real-time insight into occupancy and office usage. Data from IoT sensors and employee interactions helps optimise space, support hybrid work, and improve overall employee experience.

How AI-Enabled Systems Can Help with Sustainability and ESG

Sustainability goals now shape workspace decisions. Energy use, carbon tracking, and ESG reporting aren’t just compliance – they drive value for occupiers and investors.

AI-enabled systems help buildings monitor energy and suggest operational changes that cut costs and emissions. Tracking occupancy and space usage is critical for cost management and sustainability, especially as hybrid work makes demand patterns harder to predict.

What This Means for Office Occupiers

Choosing a workspace in 2026 is about more than price or location – it’s about capability today and tomorrow:

• Can the building support data-driven planning?
• Does the operator provide tools to optimise attendance and space?
• Will the space adapt as hybrid models evolve?

Even flagship hubs like Vodafone’s London headquarters reflect this shift. Businesses exploring office space in London increasingly expect adaptable layouts, collaboration areas, and flexible learning environments.

At Office Freedom, we see firsthand how these differences matter. Organisations that understand how space and technology intersect make smarter, more sustainable choices, benefiting both teams and costs.

The Growing Role of Workspace Advisors

With more data available than ever, finding the right office is more complex. Occupiers now evaluate analytics capability, tech infrastructure, flexibility for future change, and support for hybrid work patterns.

Expert advisors help decision-makers interpret data, weigh trade-offs, and secure workspace solutions aligned with both current needs and long-term strategy.

Key Takeaway

AI office technology and workplace analytics are shaping real estate decisions in 2026. Leading organisations use data to improve utilisation, sustainability, and employee experience. Occupiers who ground decisions in evidence – not assumptions – will make better choices that align with business needs and workplace realities.

Talk to an Expert

Choosing the right workspace now means balancing flexibility, technology, cost and long-term strategy. Our advisors work with businesses globally to evaluate hybrid workspace options, corporate office space and managed solutions that align with real-world data.

Call us on +44 204 502 8955 to discuss your requirements, or speak to one of our workspace specialists for tailored advice.