In the current context of work transformation, many organizations are opting to downsize their real estate, moving to smaller offices, and promoting hybrid models.
These types of measures respond to the sustained decline in in-person occupancy following the widespread adoption of remote work. This strategy is based on operational efficiency and structural cost reduction criteria, allowing for the optimization of the cost per square meter used and the adjustment of space to actual occupancy demand.
In this Use Case, we show you how one of our clients, a mid-to-large company with more than 500 employees and a national presence, decided to implement a permanent hybrid work model after seeing its effectiveness during the pandemic. This strategic shift presented an opportunity to reduce its office space and rethink its use, which had previously been oversized for the new in-person model.
The goal
Our client’s goal was to reduce the real estate area and optimize the cost per square meter used, adjusting the space to actual occupancy demand without compromising the equipment’s operational capacity and ensuring flexibility, efficiency, and employee satisfaction.
To achieve this, they considered it essential to adopt space management software that would allow them to manage the work environment flexibly and based on real-world data.
The challenge: efficient management of available spaces
Reducing office space isn’t simply about “doing the same thing in less space.” The real challenge is intelligently managing a more limited infrastructure without sacrificing functionality, well-being, or team cohesion.
The company had three full floors of offices that, after switching to a hybrid model (an average of three in-person days per week), began to be used at only 50–60% of their actual capacity.
Among the main challenges we find:
- Variability in office attendance, with peak occupancy on Tuesdays and Thursdays, leading to overcrowding in certain spaces.
- Underutilization of meeting rooms and individual workstations during certain time slots.
- Lack of visibility into which teams were present in the office and when, making it impossible for the company to foster collaboration through team dynamics or meaningful and productive cross-functional meetings.
- The need to ensure a good employee experience in the office, avoiding frustration due to a lack of available workstations, reserved but unoccupied rooms, or poorly equipped spaces that can hinder well-being and productivity.
- Need for accurate, up-to-date, and accessible information that enables the company to make decisions based on real data.
The solution: cutting-edge technology as an enabler of hybrid models
In this context, the use of technological tools not only facilitates management, but also becomes essential. Space management software allows you to anticipate demand, analyze usage patterns to avoid bottlenecks, and distribute resources fairly and efficiently.
Our client company adopted KALENA as its Space Management Software with the following key features to drive improvements in its hybrid work model and in the daily organization of its workspaces:
- Real-time booking of workstations and rooms, with personalized views of the spaces.
- Interactive floor plans with updated availability.
- Automatic check-in using QR codes or sensors to free up unoccupied spaces.
- Capacity monitoring and daily/weekly usage analysis to anticipate demand and optimize office capacity by enabling or blocking required spaces.
- Management of usage policies: maximum reservation time, equipment priority, reserved slots, etc.
- Integration with the corporate calendar and building access systems.
- Advanced analytics and reporting: A powerful dashboard with detailed reports and comprehensive usage statistics for long-term strategic decision-making.
Results obtained: the impact goes beyond savings
Thanks to hybrid work, companies can optimize their workspace without impacting operations. In fact, it’s estimated that implementing a smart booking system can reduce the required surface area by 25% to 40%, especially through strategies such as hot desking and the flexible use of rooms and common areas.
But in addition to real estate savings, the implementation of these solutions has direct positive effects on employee productivity and engagement. In our Use Case, after six months of implementation, the quantified benefits for the company were:
| Reduction in usable area | −30% (one complete floor freed up) |
| Estimated annual savings | +€350,000 in real estate costs |
| Average occupancy rate | +25% efficiency in actual space use |
| Employee satisfaction | +22% (according to internal survey) |
| Staff turnover | −18% after 6 months of operation |
Lessons learned: aligning space, people, and technology
Reducing square footage doesn’t necessarily mean losing capacity, as long as it’s done with intelligence and data.
By opting for space management software like KALENA, companies can align their physical environment with their organizational strategy and new ways of working, enabling the hybrid model to function.
Furthermore, the use of real-time data overcomes intuition and improves decision-making in Facility Management, and the employee experience undoubtedly improves when there is autonomy, flexibility, and visibility into available space.
In this case, this company’s adoption of a space-booking app like KALENA was the key enabler for transforming an infrastructure overhang into an operational and cultural competitive advantage.
If your company is considering downsizing its office space, opting for a technological solution like KALENA for hybrid work management will be your best ally for a successful transition to a more sustainable, agile, and people-centered environment.
Request a free demo and join the efficient management of your corporate spaces with KALENA now.
