The shift toward hybrid work forced organisations to rethink their real estate strategies. And the lurch back again is causing organisations to stop and think again – do we really want to go back to traditional offices, designed for full-time in-office work, which were often underutilised? In response, many companies are exploring on-demand office space—a model that allows employees to book workspaces as needed rather than relying on fixed office locations.
While the benefits of on-demand space are clear—cost efficiency, flexibility, and improved employee experience—adoption requires more than just executive approval. A data-backed business case is essential to secure investment, and a robust technology platform is the key enabler that ensures seamless implementation and long-term success.
Why On-Demand Office Space?
On-demand office models help organizations reduce real estate costs while improving workplace agility. Instead of maintaining large, expensive offices that may sit half-empty, businesses can provide employees with flexible workspace options closer to where they live or in locations that best suit their work needs.
Key Benefits of an On-Demand Model
• Cost Savings – Reduces real estate expenses by eliminating underutilized office space.
• Flexibility – Allows companies to scale office footprints up or down based on real-time demand.
• Better Employee Experience – Provides employees with choice and convenience, reducing commuting time and improving work-life balance.
• Sustainability – Optimizes workspace utilization, reducing the environmental impact of maintaining unnecessary office space.
However, adopting an on-demand office model isn’t as simple as offering flexible workspace access. Without the right technology platform, employees may struggle to find and book spaces, finance teams may lack visibility into costs, and real estate leaders may not have the data needed to optimize usage.
Building a Data-Backed Business Case
For leadership to commit to an on-demand model, the decision must be grounded in data, not assumptions. A well-structured business case should present clear financial benefits, workforce insights, and technology requirements.
Key Data Points to Support the Business Case
1. Workforce Utilization Data
• Office attendance patterns: How often are employees actually using traditional office spaces?
• Booking trends: What types of spaces (desks, meeting rooms, collaboration hubs) are most in demand?
• Geographic distribution: Where do employees live, and what are the best locations for flexible workspaces?
2. Financial Impact Analysis
• Total cost per employee under a traditional office model vs. an on-demand model.
• Potential savings from reducing long-term lease commitments.
• Projected return on investment from shifting real estate spend toward flexible workspace solutions.
3. Employee Sentiment & Productivity Insights
• Survey data on employee workspace preferences and commuting habits.
• Impact of flexible work arrangements on engagement and productivity.
• Feedback from early adopters on ease of use and satisfaction with on-demand workspaces.
4. Technology as the Key Enabler
• A seamless technology platform is essential for employees to discover, book, and access on-demand spaces with minimal friction.
• The system should integrate with collaboration tools (e.g., Microsoft Teams, Slack) and provide real-time visibility into workspace availability.
• Analytics from the platform should help optimize space allocation and track cost savings.
5. Industry & Competitor Benchmarking
• How are competitors leveraging on-demand office space?
• Are peer organizations investing in technology-driven workspace solutions to enhance flexibility?
Technology: The Critical Enabler of Adoption
Beyond the business case, technology is the single most important factor in driving adoption of an on-demand office model. Employees will not embrace a new way of working if it is difficult to access or book workspaces. A well-designed workplace technology platform ensures that:
• Employees can easily search, book, and check into workspaces across multiple locations and with more advanced platforms, see where and when their colleagues will be – maximising in person time.
• Real-time data is available to optimize space allocation and cost management.
• Finance and real estate teams have clear visibility into usage trends and spending.
• Seamless integration with existing workplace tools makes adoption frictionless
Without the right platform, an on-demand model risks becoming an underutilized initiative rather than a strategic advantage.
Executive Buy-In and Implementation
Securing leadership buy-in is critical for any major workplace transformation. As I discussed in a previous blog post on leadership alignment for change, executives need to see measurable business benefits before committing to a shift in strategy.
To gain approval for an on-demand office model, organizations should:
1. Demonstrate financial viability through cost-benefit analysis and robust business case.
2. Showcase workforce demand using real-time utilization and employee preference data.
3. Highlight competitive positioning, ensuring the company remains agile in a rapidly evolving work environment.
4. Present technology as the enabler, showing how a centralized booking and analytics platform will drive adoption and optimize decision-making.
Conclusion
On-demand office space is a powerful tool for modern workplaces, offering cost efficiency, flexibility, and improved employee experience. However, its success depends on more than just leadership approval—it requires a data-backed business case and the right technology platform to ensure seamless adoption. By leveraging real-time workforce data, financial analysis, and smart workplace technology, organizations can create a scalable, efficient, and employee-friendly office model that supports the future of work.
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