Occupancy data has been an essential tool in the design of commercial spaces. Factors such as square footage, desk counts, and head counts are used by architects, designers, and facility managers (FMs) to create or adjust office layouts and amenities to suit different tenant needs. As more workers return to the office, changing employee expectations dictate that those traditional utilization standards won’t work in today’s dynamic office environment.
According to IFMA1, “FMs must consider how to design spaces that facilitate spontaneous interactions, support various types of collaborative work, and still provide quiet areas for focused individual tasks. This requires a deep understanding of employee work patterns and preferences, which can vary widely across teams and individuals. The challenge is compounded by the need to make these spaces flexible enough to accommodate varying group sizes and work styles on different days. This shift demands a reimagining of office layouts and resources.”
To assist facility managers (FMs) with these tasks, consider the following essential factors for commercial spaces.
Office Occupancy Challenges
The first step is to reevaluate the existing office layout. Most commercial office spaces fall into one of four categories, each with its unique benefits and drawbacks.
Traditional office floor plans typically include groups of individual offices connected via a series of corridors. While this layout provides improved employee comfort and privacy, it can hinder collaboration and communication efficiency.
Open-plan offices use larger work areas to reduce operational costs while maintaining future adaptation and usage options. However, this option provides the least amount of employee privacy.
Cubicles are often used in an open office environment to address privacy concerns, but they must be arranged to align with the existing data and power distribution systems.
Remote and hybrid work options must also be considered as part of this reimagining process for future usage and tenants. According to USA Today2, as of early 2025, 13% of American workers are fully remote, and another 26% are utilizing a hybrid work environment or schedule.
Assessing Current Occupancy Levels
FM teams should integrate advanced technologies such as automatic employee check-in via access control or Wi-Fi system integrations, IoT sensors, and AI-driven predictive analytics. Unlike traditional desk counts, these tools can provide real-time occupancy data and help forecast future space needs.
The collected data can help predict emerging trends, enabling teams to create more functional and adaptable spaces with flexible furniture solutions and on-demand office services. These technologies also allow FM teams to streamline their workflows, further reducing operational costs.
Leveraging Technology
While occupancy data is essential for effective facility management, it’s also a primary concern for most commercial office tenants. As a result, a robust and flexible data cable infrastructure is essential for properties to remain competitive across their lifespan.
However, many existing commercial buildings rely on a system of cable trays hidden above the ceiling to support the power and data cabling running from point to point. Any cabling changes needed to accommodate different business needs are expensive and time-consuming. Access flooring systems, like the Gridd® Adaptive Cabling Distribution® System, are installed on top of the existing floor to create a more accessible and flexible data cabling solution. With the cabling system underfoot, cable changes or a complete reconfiguration require removing the modular floor finish (typically carpet tiles) for immediate access without the cost or inconvenience of traditional construction services.
Gridd is a win-win solution for busy facility teams and commercial property owners. Gridd provides the flexible infrastructure needed for future IoT connectivity and Building Management Systems (BMS), with the simple access needed for tenants’ changing data needs.
With Gridd Power®, facility teams can add the same accessibility and flexibility to power management systems via an integrated 50-amp modular bus system. Gridd Power is available in three different configurations to meet the needs and budgets of various companies, while maintaining the flexibility required for future growth and remodels.
Sustainability Considerations
Green building codes and LEED scores are critical components of today’s commercial office design process. Unlike other raised flooring systems that utilize plastic components, Gridd is made from 100% U.S. Steel for superior strength and durability. Steel is one of the most recycled materials on the planet, which aligns with the circular economy business model. Gridd is a GreenSpec-listed product with approval from BuildingGreen. Over the years, Gridd’s unique modular design and construction haven’t changed. Components installed in 1999 are backward compatible with those used today, or twenty-five years from now. These features allow property owners to endlessly reconfigure commercial spaces as tenant needs change, without the cost and disruption of traditional construction services.
The Ability to Adapt to Meet the Needs of the End User
The four points listed above should be considered when interpreting occupancy data to improve office design and employee satisfaction levels. While FM teams can expect in-person employee occupancy numbers to increase, nearly one-third of the workforce will continue to use hybrid or remote working arrangements. Since no two companies or tenants will have identical technology requirements, a flexible and adaptable data cabling system is paramount for property owners and facility teams. This allows companies to improve employee satisfaction levels, which in turn affect collaboration, communication, and productivity. Gridd requires no special fasteners or tools and provides a superior return on investment (ROI) due to its backward compatibility and exceptional durability.
To learn more about The Gridd Systems, contact a Gridd Advisor.
Resources:
- https://fmj.ifma.org/the-evolution-of-office-occupancy
- https://www.usatoday.com/story/money/2025/04/25/best-worst-states-remote-work-2025/83274883007/
