What is a workplace strategy?

A workplace strategy is a tailored plan that aligns an office’s design, layout and technology with business goals. It ensures that the workspace supports employee productivity, wellbeing and collaboration, while adapting to changing work patterns such as hybrid working.

Why is it important to have a workplace strategy?

A strong workplace strategy helps businesses reduce costs, improve efficiency, and boost employee retention. By designing an office that meets both company needs and employee expectations, organisations can create an environment that drives innovation, culture, and performance.

What are the key elements of a workplace strategy?

The three core elements of a successful workplace strategy are: • People – Ensuring employees have the tools, spaces, and flexibility they need. • Place – Optimising office location, layout, and design to boost performance. • Process – Streamlining operations, communication, and technology integration.

How do you measure the success of a workplace strategy?

Success is measured by tracking employee satisfaction, space utilisation, and business performance. Key indicators might include employee surveys on engagement and wellbeing, workspace occupancy data to optimise space usage or business KPIs such as productivity, retention, and cost savings.

How to Create a Successful Workplace Strategy

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The workplace is more than just four walls—it’s where people collaborate, innovate, and shape the future of your business. But as companies evolve, so do their needs. Maybe your lease is ending, your team has outgrown the space, or hybrid working has changed how your office is used. Whatever the reason, deciding whether to stay or go is a big decision, and getting it right can have a lasting impact on your people and your business.

A successful workplace strategy ensures your office is a space that actively supports productivity that drives people toward achieving goals, both individually and for the business. But how do you create a strategy that works for your organisation?

There’s no single solution for workplaces, and that’s why it’s crucial to create a strategy tailored specifically for your company. Many of the businesses we work with have found that the best method of developing a sound workplace strategy is dividing the concept of the workplace into its various components – that of People, Place, Process. In this blog, we’ll explore the role that all three play in creating an effective workplace strategy. But, first…

What is a workplace strategy?

A workplace strategy is a tailored plan that aligns your office environment with your business objectives, ensuring that your space supports your employees with their objectives. It goes beyond just the physical workspace—it considers how people interact with their environment, the technology they use, and the company culture that drives their success.

At its core, a workplace strategy answers key questions such as:
- How can your office design enhance business performance?
- What do your employees need to work efficiently and comfortably?
- How can your space adapt to future growth and evolving work patterns?
This could take shape in a number of ways, from enhancing productivity with reliable focus spaces throughout the office, to facilitating collaboration in an open-plan setting, or providing wellness rooms to foster a culture of wellbeing. Whether you’re staying in your current office or moving to a new location, having a clear workplace strategy will help you make informed decisions that align with your goals.

Making the right choice: Stay vs Go

Deciding whether to stay in your current office or relocate is one of the biggest decisions involved in a workplace strategy. Our Stay vs Go Guide walks you through key factors to consider when evaluating your workplace strategy, including cost comparisons, lease negotiations and design potential. Whether you’re looking to enhance your existing space or find a new one, our guide provides expert insights to help you make an informed choice.
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Defining your workplace goals and objectives

Before you get started, it’s important to define your workplace goals. These may already be mapped out and have formed the basis for your research up until this point—but if you’re at a stage where they’re still unclear it’s vital to pin them down.

Looking at the systems you currently have in place and considering how you might improve these will help direct your requirements when it comes to creating your future space. For example, you might be looking to accommodate growth, enhance employee wellbeing, or reduce real estate costs.

It’s helpful to consider these in the wider context of your business mission and values. For example, Entain wanted their office space to align with their clear sustainability goals when relocating to Charterhouse Square in London. Their fit-out incorporated heavy reuse, and the design featured a hydroponic farm to provide staff with the unique opportunity to harvest their own salad, fostering a sense of connection to the workspace and promoting sustainable practices within the daily routine.

Here are some examples of workplace goals that are common for businesses:
- Enhancing employee wellbeing & engagement – Create a workplace that supports mental and physical wellbeing by incorporating wellness rooms, biophilic design and flexible working options to improve employee satisfaction and retention.
- Increasing collaboration & team productivity – Optimise the workplace for meeting room and collaboration space usage, so that teams have reliable and accessible spaces to do their work effectively, and are able to get the most out of their environment.
- Optimising space efficiency – Assess how your current office is being used and implement strategies such as agile working, hot-desking, or multi-purpose spaces to maximise efficiency while minimising unnecessary real estate expenses.

How to create your workplace strategy: People, Place and Process

As mentioned in the introduction, creating an effective workplace strategy starts with understanding the role of People, Place and Process. Whether it’s defining your workplace goals, assessing employee needs or evaluating how your current workspace is performing, these pillars should always underpin your thinking.

The below is intended to give you ideas and a foundation to build upon, but a workplace strategy is most effective when implemented with expertise. Engaging workplace consultants and designers ensures that your strategy is executed efficiently, aligning your office space with business needs and employee expectations.

People: Prioritising employees in your workplace strategy

In a knowledge-work economy, people are the dynamo that keep organisations growing, improving and innovating. Unsurprisingly, an intelligent workplace strategy that bridges any potential disconnect between employers and their employees can be a powerful tool for supporting performance.

The first step in creating this strategy is actively engaging with employees and encouraging their feedback. This tactic for employee-centric design will help you discover what currently works and the tools and methodologies you can implement to optimise performance and productivity.

Here are some things to consider when understanding the role of your employees in your workplace strategy:
- What types of interaction and communication take place and how often?
- What is the main purpose of encouraging communication (e.g. improved collaboration, faster decision making etc)?
- What tools do staff currently use to communicate with each other?
Recent studies show that employees now prioritise choice, wellbeing and purpose-driven workplaces more than ever. In fact, Oktra’s Inclusive Workplace Design Report revealed that over half of employees now identify flexibility as a top priority. A successful strategy takes these factors into account, ensuring that your office isn’t just a space but a destination where people feel valued, supported and inspired to do their best work.

Place: Creating a workspace that works for your business

Gearing your workplace towards a location that meets your requirements; now and in the future, will be one of the most expensive decisions your company makes, so it is important to get it right the first time.

Distinguishing between the workplace (the building that houses your company) and the workspace (where the work is carried out) is a good place to start as each of these agencies have unique influences. It may help to consider your new workplace, not as simply office space, but as a communication tool where strategy, efficiency and value are the main drivers for a strong real estate investment.

When it comes to the workplace, here are some things to consider:
- Is the building and local area consistent with the brand image you want to create?
- Are the businesses in the local area complementary or competing?
And for the workspace…
- How does the new space enhance your company culture?
- What areas in the new space will you need to get the most out of your teams?
- How can office design enhance productivity?
Beyond working out how much space you need or optimising your layout, place is all about designing a space that actually works for its users (your employees)—because that’s what will drive engagement.

Process: Implementing a workplace strategy that delivers results

Understanding how work activity and communication flows through your organisation is a key consideration for any successful workplace strategy. By examining your core business processes and how departments work and interact, you’ll be able to identify current work practices and determine whether the future workspace supports these work styles.

Taking the time to analyse your processes will also provide insight into the ‘bigger picture’ of the organisation, allowing you to streamline and improve any current departmental or operational objectives.

Here are some things to consider:
- What activities do staff currently undertake?
- How can the new workspace enhance these tasks?
- What are the options to increase workstation utilisation (e.g. Agile Working models)?
- How will you measure the adoption and successful uptake of new working practices?
Within processes, it’s also worth considering what events or moments happen on a weekly, monthly or more ad-hoc basis to ensure your space is designed to support these. We often refer to this as a programme of events, which, for example, could include town halls, brainstorms or end-of-week wrap-ups. You can take a look at our pillars of a high-performance workplace for more information on how to align these events with design.

Factoring in technology

The influx of tech solutions can also make it difficult to decide what is really essential to the business. Fundamentally, the adoption of new technology is a question for the process section – evaluating whether the technology is the best tool for your business and developing a clear understanding on how it can effect change to make a valid return on your investment.

Questions to ask when it comes to workplace technology:
- Does this technology increase productivity?
- Does the technology enable you to reach your goals more efficiently?
- Is this the best tool for the business? What are the alternatives?
- How will you measure the ROI?

Workplace strategies for hybrid work

There’s very little doubt that hybrid working has transformed how businesses approach office space. In fact, 92% of businesses surveyed for CBRE’s latest annual workplace insights survey reported using a hybrid work model.

While many have adopted hybrid, many are still lacking the relevant strategy to make it a success. A well-executed workplace strategy for hybrid work ensures employees have the tools, environments, and policies to work productively—whether at home or in the office.

Creating an effective hybrid workplace strategy is no different to the method that we have discussed so far. It still starts with understanding how People, Place, and Process interact. People need spaces tailored for focus and collaboration, while Place must adapt to evolving work patterns through flexible layouts and shared spaces. Process integrates technology, policies, and support systems to ensure seamless communication and productivity.

When it comes to hybrid, key considerations include office space planning with hot-desking, breakout zones, and investing in digital infrastructure to enhance remote collaboration. Employee engagement and workplace experience should remain central to any strategy, regardless of how often people are in the office.

For a deeper dive into designing a successful hybrid workplace strategy, read our full guide: How to Build a Successful Hybrid Strategy.

Guidance for the hybrid workplace

If you’re looking to refine your workplace strategy for hybrid working, Oktra’s Guide to the Hybrid Workplace provides expert insights into how businesses can optimise their spaces to meet changing demands. This guide explores everything from space planning and technology integration to cultural shifts and change management, helping you create a workplace that works for everyone.
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Measuring the success of your workplace strategy

Creating a workplace strategy is only the first step—measuring its effectiveness is essential to ensure it delivers tangible benefits for your business and employees. A successful workplace strategy should be data-driven, combining quantitative metrics (such as space utilisation and real estate costs) with qualitative insights (such as employee feedback and wellbeing surveys).

So, using our example goals from earlier, here are some things you might want to track:
- Enhancing employee wellbeing & engagement – Conduct regular pulse surveys or use specific tools to track employee satisfaction.
- Increasing collaboration & team productivity – Track the frequency of meeting room bookings and the use of informal collaboration areas.
- Optimising space efficiency – Use occupancy sensors, desk booking systems, or foot traffic analytics to assess how efficiently office space is used.
By continuously evaluating these KPIs, you’ll be in a great position to make informed decisions that allow you to refine your workplace strategy, ensuring it evolves alongside workforce needs and industry trends.

How a workplace analysis can help

The way we work has changed—and so have the demands on our workplaces. With new technologies improving efficiency and employee expectations evolving, it’s no surprise that many businesses are rethinking their office spaces. What worked a few years ago might not be right for your team today. That’s where a workplace analysis comes in.

A workplace analysis helps you gather real data about how your space is being used, giving you the insights you need to create a workplace that truly supports your people and your business. Whether you’re considering a refurbishment or a full office move, your decision should be based on a clear, tailored strategy—not just a hunch.

At Oktra, we take a deep dive into your workplace to understand how your teams work now, and what they need in the future. Our workplace consultancy service includes everything from employee sentiment surveys and change management planning to workplace accreditations, ensuring your office is designed for long-term success.

We turn the resulting data into actionable insights, offering you a unique solution to help drive business success. If you’re ready to get started, get in touch with our advisors to arrange a workplace analysis of your office.

- FAQs
- What is a workplace strategy?
  
  A workplace strategy is a tailored plan that aligns an office’s design, layout and technology with business goals. It ensures that the workspace supports employee productivity, wellbeing and collaboration, while adapting to changing work patterns such as hybrid working.
  
  Why is it important to have a workplace strategy?
  
  A strong workplace strategy helps businesses reduce costs, improve efficiency, and boost employee retention. By designing an office that meets both company needs and employee expectations, organisations can create an environment that drives innovation, culture, and performance.
  What are the key elements of a workplace strategy?
  The three core elements of a successful workplace strategy are:
  - People – Ensuring employees have the tools, spaces, and flexibility they need.
  - Place – Optimising office location, layout, and design to boost performance.
  - Process – Streamlining operations, communication, and technology integration.
  How do you measure the success of a workplace strategy?
  
  Success is measured by tracking employee satisfaction, space utilisation, and business performance. Key indicators might include employee surveys on engagement and wellbeing, workspace occupancy data to optimise space usage or business KPIs such as productivity, retention, and cost savings.