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Senior Content Manager
Content specialist in office design and build.
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Hybrid work has made static layouts practically obsolete. This new reality has presented businesses with a key challenge: how do you maximise space efficiency while keeping teams motivated, engaged and able to collaborate effectively?
The answer isn’t some magical, one-off design solution. Instead, it’s about ongoing observation and continuous, data-led optimisation that keeps pace with changing behaviours and expectations. That’s where AI comes into play, turning an overwhelming amount of workplace data into actionable insights that shape smarter, more adaptive environments.
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How AI turns workplace data into action
The technology for monitoring workplace environments has been available for some time now. It includes occupancy sensors, environmental sensors and desk booking data. But in a busy office environment, that technology provides a mass of data to contend with.
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AI can take the next step with that data by detecting patterns and predicting future needs. It can instantly pick up when certain rooms are underused, for example. Sure, humans can do that too – but it uses up their valuable time unnecessarily.
Making meaningful decisions is a great example of where that freed up human time can be spent. AI gives designers the insights they need to make informed decisions, as highlighted by Monika Passey, our Design & Strategy Director:
“For us, AI is taking away a lot of the formerly laborious work of design; of the designer,” she explained in a Mix Roundtable. “My experience is mostly around workplace design, where data really helps shape the decisions we make. We used to have to walk around with a piece of paper and actually mark out who’s sitting at their desk or how many people are using the meeting room, and then put all of that information manually into an Excel document or something.”
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“AI and other software has made that process redundant, and they work at incredible speeds. That’s immensely helpful for designers and, from a data perspective, the more we have, the more informed we are.”
Monika Passey, Design & Strategy Director
Oktra
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Key benefits of AI-optimised layouts
So, you’ve got the right sensors, AI insights and human decision-makers. How does that tangibly impact your office? First and foremost is better space efficiency, which we touched upon earlier. This is vital for hybrid office environments, where occupancy levels can fluctuate. AI can help you create a more flexible layout and repurpose space for higher-value uses – maximising real estate ROI.
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In doing so, you can create more personalised experiences in the office – one of the key trends in workplace design. Let’s say you reduce the number of desks by moving from fixed to hot-desking. That could open up space for collaboration zones, focus booths or casual meeting spots. Days in the office become much more valuable for hybrid workers as a result.
Additionally, AI optimisation can help your office become more dynamic. Adapting the office no longer needs to be a major logistical project. With AI providing live, data-driven insights, space adjustments can be made quickly and precisely – without the need for large teams to manually monitor, plan and reconfigure.
If something isn’t working, you can spot it quickly and adjust. Above all else, your changes won’t be guesswork. You’ll benefit from enhanced decision-making using live data. That makes better outcomes more likely – and buy-in easier to obtain.
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Sector-specific applications
Each industry faces unique pressures and performance targets, from attracting and retaining talent to making real estate investments more efficient. By tailoring AI insights to these contexts, businesses can not only reconfigure space but also achieve tangible business outcomes. Here are a few examples:
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C-suite and corporate HQs
AI can help leaders shape layouts that both attract top talent and foster innovation. By analysing collaboration patterns and space usage, you can fine-tune environments to balance executive needs with spaces that encourage cross-departmental creativity.
Over time, this not only supports better decision-making at the leadership level but also helps build a culture where knowledge flows freely across teams, projects advance more quickly, and employees see the office as a hub for opportunity rather than obligation.
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Landlords
In the case of multi-tenant buildings, AI can make it easier for landlords to keep spaces flexible and marketable. Real-time usage data can inform cost-effective fit-outs, ensure shared facilities are optimally sized and help attract tenants looking for agile, future-proof premises.
Beyond simply improving efficiency, these insights can also support competitive leasing strategies by showing prospective tenants how space can flex with their needs. Landlords can use AI reporting to demonstrate sustainability credentials, provide more transparent service charges, and create environments that adapt quickly to market demand, giving their buildings a stronger long-term value proposition.
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Higher education
Campuses need to juggle academic, administrative and social spaces that often have competing demands. AI can help rebalance higher education layouts dynamically – for example, converting underused lecture halls into study zones during exam periods, or expanding collaborative spaces when group projects peak.
It can also support long-term planning by showing how student and staff usage patterns evolve across semesters, helping facilities managers allocate resources more efficiently. Over time, this level of adaptability can reduce operational costs, enhance the student experience, and ensure that university real estate is being used to its maximum potential.
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Life sciences & labs
In highly regulated environments, such as laboratories, flexibility can’t come at the expense of compliance. AI enables labs to adapt to evolving team sizes and research needs while maintaining strict adherence to safety protocols, environmental controls and industry regulations.
It can also provide predictive insights, helping facilities anticipate when new equipment or space configurations will be required, reducing downtime and improving efficiency. Over the long term, this ensures laboratories can scale responsibly while protecting quality and safeguarding data integrity.
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From data to desk: Implementation roadmap
It’s one thing knowing the potential of an AI optimised workplace, but how do you put it into practice? Here are four simple steps that can act as your roadmap from insight to impact.
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Step 1: Audit data sources and quality
Start by looking at the workplace data you already collect, such as occupancy sensors and booking systems. Assess its accuracy and address any unreliable inputs or data gaps, which could limit the efficacy of AI in office design.
Step 2: Select AI tools and set KPIs
Find platforms that deliver the insights you need – and ideally integrate with your existing systems. You can then set clear KPIs, such as workplace utilisation percentages, energy savings or employee satisfaction scores. These will help you measure progress going forward.
Step 3: Combine AI outputs with stakeholder input
While AI highlights patterns and opportunities, it’s people that provide the context. Combine data-driven recommendations with feedback from employees, managers and facilities teams to ensure changes align with real-world needs.
Step 4: Pilot changes, measure and scale
Test your approach on a single department, floor or even building. This will reduce risk and build confidence. Measure the results against your KPIs and refine as needed. Once things are working well, you can roll out successful elements more widely.
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Challenges and ethical considerations
It’s also worth noting some challenges when it comes to AI workplace planning. Data privacy is top of the list when you’re tracking people’s movements and behaviour. It’s important that data is completely anonymous and aggregated with strict access control – and that everything is made transparent for your workforce.
Additionally, there’s a concern that organisations could become over-reliant on automation. Remember, AI can’t understand things like workplace culture, team dynamics or even the workflow nuances within your building. As we’ve stressed above, human input is essential to ensure decisions are suitable for your business goals.
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Reap the rewards of AI with the right expertise
AI is set to become a defining tool in how offices evolve — helping leaders make faster, more evidence-based decisions and creating workplaces that can adapt as quickly as business needs change. The real opportunity lies in combining technology with human-led strategy: data provides the patterns, but it takes expert interpretation to translate those patterns into spaces where people thrive.
Our workplace consultancy specialists help bridge that gap, guiding organisations through the practical and cultural shifts that make AI-enabled workplaces successful. If you’d like any more assistance, arrange your consultation below.
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FAQs
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How can AI improve a hybrid office layout?
AI analyses occupancy, desk usage and collaboration patterns to identify underused spaces and optimise layouts. This can help you make data-driven decisions that improve space efficiency, collaboration and employee experience without relying on guesswork.
What types of data do AI systems use to optimise office layouts?
AI systems optimise office layouts using:
- Occupancy data (sensors, badge swipes or Wi-Fi access)
- Desk and room booking patterns
- Environmental data (temperature, lighting and air quality)
- Collaboration metrics such as use of shared workspaces and duration of meetings
What size businesses does AI workplace planning work for?
AI workplace planning works for businesses of all sizes. Large enterprises benefit from optimising complex, multi-floor offices, while small and mid-sized companies can use AI to make the most of limited space, improve collaboration and enhance employee experience.
What are the risks of AI in office design?
Risks of AI in office design include over-reliance on automation, inaccurate or biased data, privacy concerns and potential misalignment with workplace culture. Without human oversight, AI-driven changes could reduce flexibility, employee trust and the effectiveness of space planning.
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Get in touch
Speak to our design experts about your upcoming workplace project
020 7553 9500
info@oktra.co.uk
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