In a rapidly evolving work landscape where hybrid and remote work have become the new normal, understanding how to best utilize office space has become a pivotal challenge for companies worldwide. VergeSense’s 2025 Workplace Occupancy & Utilization Index offers a comprehensive analysis of global trends in commercial real estate space utilization and design strategies for the future workplace. This report, drawing data from over 190,000 spaces across more than 200 customers and covering a staggering 156 million square feet globally, sheds light on how organizations can optimally design their workplace environments.
Inefficiency in Current Space Mix
Overemphasis on Desk Spaces
One of the most notable insights from the VergeSense report is the inefficiency of the current office space mix. Even as flexible work behaviors are on the rise, desks continue to occupy more than half of the available office space. This overemphasis on desks does not align with the actual usage patterns, as employees increasingly favor more private environments for work. The report reveals that enclosed spaces such as offices, conference rooms, and collaboration rooms are among the most utilized areas. This trend points to a significant shift in employee preferences, with a growing demand for spaces that provide privacy and focused work environments.
While there is a slight increase in active time usage at desks—from 14.4% to 15.6%—this does not justify the large proportion of space dedicated to individual desks. As more employees transition back to in-office work, albeit in a hybrid capacity, there is a need for workplace leaders to reconsider the allocation of space. By optimizing the mix, integrating more private and flexible workspaces, and reducing the number of underutilized desks, companies can create a more efficient and employee-friendly office environment that aligns with modern work habits.
Inefficient Meeting Room Sizes
The VergeSense report also highlights the inefficiency of current meeting room sizes. With hybrid and virtual collaboration becoming prevalent, the number of in-person attendees for meetings has significantly decreased. Despite this shift, many meeting rooms remain excessively large for their actual use. This discrepancy points to an opportunity for workplace leaders to reassess the size and layout of meeting spaces to better align with contemporary work dynamics. By right-sizing meeting rooms, companies can not only enhance space utilization but also create environments that foster more effective and engaging collaboration.
Additionally, reducing the size of meeting rooms can free up space for other valuable office functions. For instance, smaller, more efficient meeting rooms can make way for additional private workspaces, huddle rooms, or social areas where employees can connect and recharge. By adapting the workspace to better suit current and future work patterns, organizations can improve overall productivity and employee satisfaction. This proactive approach to space management is essential in a landscape where flexibility and adaptability have become key drivers of workplace success.
Regional Differences in Office Attendance
North America’s Low Capacity Usage
The VergeSense study underscores significant regional differences in office attendance, highlighting how cultural and economic factors influence workspace utilization. North America, in particular, exhibited the lowest average capacity usage at 7.6%. This figure contrasts sharply with regions such as Asia Pacific, which reported a 10.7% average capacity usage, and Europe, the Middle East, and Africa (EMEA) with a 10.8% average. This disparity suggests a higher resistance to in-office mandates in North America compared to other regions. Given the varying levels of comfort and preference for remote work, companies operating in North America might face greater challenges in persuading employees to return to the office.
This year-over-year trend highlights the importance of adopting a data-driven approach to space management. By analyzing regional differences in office attendance, companies can tailor their strategies to meet the unique needs and preferences of their workforce. For example, while North American companies may benefit from investing in hybrid work solutions and remote collaboration tools, organizations in Asia Pacific and EMEA might prioritize in-office amenities and communal spaces to better support their employees’ return to the office. Understanding these nuanced regional behaviors is crucial for creating workplace environments that enhance productivity and employee well-being across different geographies.
Impact on Workplace Design Strategies
The regional differences in office attendance also have significant implications for workplace design strategies. In regions with higher in-office attendance, companies might focus on creating vibrant, engaging, and collaborative environments that attract employees back to the office. This could involve redesigning office layouts to include more common areas, huddle rooms, and innovation spaces that encourage spontaneous interactions and collaboration. In contrast, regions with lower in-office attendance might prioritize flexible and adaptive spaces that cater to both in-person and remote work.
These insights from the VergeSense report can guide workplace leaders in making informed decisions about their office design and space utilization strategies. By understanding the specific needs and behaviors of their regional workforce, companies can create tailored solutions that enhance the employee experience and drive organizational success. Whether it’s optimizing desk allocation, right-sizing meeting rooms, or adapting to regional occupancy trends, the key lies in leveraging data to create adaptable and efficient workspaces that align with modern work dynamics.
Leveraging Data for Adaptable Spaces
Enhancing Productivity and Collaboration
Dan Ryan, CEO and Co-Founder at VergeSense, emphasizes the crucial role of data in creating adaptable workspaces that enhance productivity, collaboration, and overall employee experience. By utilizing data-driven insights, organizations can make strategic decisions that optimize space utilization and meet the evolving needs of their workforce. This approach not only improves operational efficiency but also fosters a more engaging and satisfying work environment that supports employee well-being and performance. As companies navigate the complexities of hybrid work, leveraging data becomes essential in designing workspaces that are both functional and flexible.
Data-driven decision-making allows companies to continuously refine and adapt their workspace strategies based on real-time usage patterns and employee feedback. This iterative process ensures that office environments remain relevant and effective in a rapidly changing work landscape. By actively monitoring and analyzing space utilization data, companies can identify trends, anticipate future needs, and implement targeted interventions that enhance the overall work experience. In this way, data becomes a powerful tool for creating workspaces that not only meet the demands of today but also prepare organizations for the challenges and opportunities of the future.
Ensuring a Dynamic Work Landscape
In today’s rapidly changing work environment, where hybrid and remote work are now the standard, companies worldwide face the crucial challenge of effectively using office space. The 2025 Workplace Occupancy & Utilization Index by VergeSense provides a thorough analysis of global trends in commercial real estate and offers strategic insights for future workplace design. This comprehensive report is based on data gathered from over 190,000 spaces representing more than 200 customers and spans an incredible 156 million square feet across the globe. As organizations navigate the complexities of current work trends, this report serves as an invaluable guide for designing optimal workplace environments that cater to both present and future needs. With the increasing shift towards flexible work arrangements, the insights from VergeSense’s index highlight critical factors that organizations must consider as they plan their office spaces to enhance productivity, collaboration, and employee well-being.