Discover how strategic use of occupancy analytics and real-time data can help you reduce wasted office space, improve collaboration, and cut costs—without guesswork.
1. Benchmark Your Current Utilization
Most offices book desks in advance—but actual attendance often stays below 30%, according to usage analytics from desk booking systems. This creates costly inefficiencies.
Clients who shift to data-driven scheduling typically hit 50‑60% utilization and reduce real estate costs significantly. Include tools like check-in verification (QR codes or Teams-based) to track actual attendance instead of presumed presence.
2. Capture Real Attendance Accurately
A booking doesn’t guarantee presence. Use software that supports two-way calendar sync plus check-ins to align planned and real usage.
Accurate attendance data enables meaningful trends and insights.
3. Optimize Resource Allocation
Track usage per desk type: fixed vs flexible. If fixed desks are under-used (e.g. <60%), those can be repurposed as flex seats—based on real-time occupancy reporting.
Meeting rooms benefit from the same analytics: book patterns, idle time, and no-shows help right-size capacity.
4. Visualize Trends & Heatmaps
Use heatmaps to visualize which work zones and rooms are most used across days and teams.
Leverage this insight for workspace layout planning, consolidation, or zone creation like “quiet zones” or “team hubs.”
5. Adjust Booking Rules & Office Schedules
Identify “peak” and “quiet” days. For example, if Fridays are overcrowded, redistribute team office days across mid-week.
Use system-enforced rules: booking windows, auto-release for no-shows, and caps on visitor and team bookings.
📊 Analytics & ROI: Why It Matters
Use dashboard reporting to track user behavior and system performance.
Review performance dashboards weekly: monitor utilization, cancellations, average booking lengths, and team presence.
Case studies show: companies saving 30–50% on office expense with smarter utilization and optimized scheduling.
🌍 External Prove
As a recent study by Frauenhofer IAO reveals, over 60% of employees would prefer to work from home at least two days a week.
According to McKinsey study on hybrid work, most companies are ready to accommodate these wishes, as 50% of employees will consider quitting a job if they aren’t given a hybrid work option. With 2-3 days per week spent working remotely, office utilization should be around 50%.
But, as Berlin hybrid work SaaS specialist Yoffix reports, real office utilization remains even lower - on average below 30%.
Yoffix’s experts assess that an office optimization of ca. 50% is a realistic and easily achievable goal in the post-pandemic world for flexible offices with Shared Desks. For a company with 500 employees in Berlin, that could amount to savings of 60,000-80,000 EUR per month only on leasing costs, with direct bottom-line impact. Though some businesses have already radically downsized their office capacity, many are still hesitant in leveraging this low-hanging optimization potential.
Analyse your office use today to save costs next quarter
A flexible desk sharing concept offers significant potential to reduce expenses while creating a more comfortable and collaborative workplace for your teams. The first step is gaining transparency on real office utilization.
Run a 1–2 month proof of concept to test leading hybrid office management tools, start collecting data tomorrow, and see measurable optimization results within a few months. Book a Demo Call with the Yoffix team to assess optimization potential for your office space, explore Free Trial and POC options for your company.
Must-read: Yoffix Desk Sharing Guide 2025
Read also:
Five tips for managing a successful hybrid team