Not so long ago, offices (and desks) were filled with employees. Then the pandemic arrived, and with it came remote work and empty office space. These days, global occupiers are focused on portfolio optimization through better data usage, an increase in office utilization targets and more attention to desk sharing and higher density, according to JLL’s just-released Global Occupancy Planning Benchmark Report 2025.
The report, now in its tenth year, revealed responses from 99 organizations representing 745 million square feet of commercial real estate portfolios across multiple global regions. “The findings suggest that organizations are attempting to balance flexibility with structure, and acknowledging that hybrid work involves thoughtful implementation, rather than simply reducing office footprints,” JLL Senior Director, Occupancy Planning and Management Matt Quadro told Connect CRE.
Focus on the Portfolios
Quadro explained that portfolio optimization ended up as the leading CRE objective for occupancy planning; last year, it had the No. 3 spot. “It’s intrinsically linked to hybrid work models and space utilization efficiency, marking a significant evolution from 2015, when the focus was on traditional cost-cutting measures,” he said.
Hybrid work means a decrease in office attendance and needed space so that organizations can offer a more efficient footprint. “By effectively tracking utilization and occupancy, we can advise our clients on how to best manage their square footage,” Quadro said.
However, this requires data.
Wrestling with Data
The report said that comprehensive occupancy metrics support effective workplace management. However, “many organizations continue to struggle with their data efforts.” Quadro said this challenge is connected to “technological limitations and data quality issues.” Hybrid work means space utilization tends to be more difficult to track and predict, and rudimentary systems like badge data don’t offer the granularity needed for effectiveness.
Another issue is that there’s no standardization when it comes to the definition and calculation of data. “This highlights the need for better industry standardization when comparing data across organizations for accurate benchmark insights,” Quadro said. Furthermore, organizations might consider implementing “regular data auditing, better leveraging of digitized tools, and AI-powered visualization platforms” to handle data efforts, he added.
Is Sharing Caring?
Another issue addressed by the report is an increase in desk sharing. While the concept isn’t new, “the prevalence of hybrid work and continued focus from organizations to enhance space utilization has made this a continuous journey,” Quadro said. According to JLL’s numbers, desk-sharing employees represented 5% of American workers in 2017. These days, close to one in three employees (31%) are visiting the office one or two times a week, further boosting desk-sharing usage. Added Quadro: “Agile seating will be key to driving space utilization and overall efficiencies.”
Now, The Takeaway
The report issued multiple calls to action in response to the survey information. Quadro also said that successful office space management rests on technology and balance. “Invest in space and occupancy data systems to establish a baseline for portfolio decisions, while recognizing that optimal space use varies by company,” he advised. Also, while industry benchmarks can be viable tools, they perform much better when augmented by feedback from leaders and workers.
“All of this requires combining quantitative occupancy metrics with qualitative stakeholder insights to create workplaces that balance efficiency with employee experience, supporting both productivity and wellbeing,” Quadro added.
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