Effective Technology and AI

A growing demand from clients to procure IWMS solutions has mostly been driven by technology departments aiming to minimize reliance on multiple vendors and associated costs. The consolidation of multiple solutions to IWMS has, anecdotally, resulted in compromised functionality and user experience. However, with proper due diligence, this can be managed effectively.

Figure 2: How Data Is Integrated Across Technologies

How to Leverage AI

Hybrid work necessitates a strategic approach to space utilization, prompting organizations to leverage data analytics and AI to monitor real-time occupancy trends. Utilization of reporting tools like Microsoft Power BI or Tableau is gaining traction, with a 48% increase in adoption for space-utilization analysis. Companies are using enterprise-grade tech, coupled with data at scale to deploy AI, machine learning (ML) and regression models to provide near-real-time actionable insights that help optimize office space, consolidate underused areas and enhance operational efficiency.

The data’s maturity will significantly influence outputs and the functions it can support. The chart below illustrates sample outcomes and the necessary data sources to inform these functions. Strategically using data related to occupancy can benefit the CRE team.

Figure 3: Speed to Transformation Using Data-Driven Insights

Improving Workplace Experience

Over 65% identify improving the workplace experience as a significant goal in their CRE strategy. This emphasis arises from the understanding that employee engagement and well-being are directly linked to productivity and overall business success. As organizations continue to adapt to hybrid and remote work, CRE teams are challenged to rethink how physical spaces can support a more flexible, satisfying and effective work environment.

Moreover, this emphasis on workplace experience requires companies to rethink their organizational structures, as CRE, HR and Technology teams influence workplace experience. Organizations that recognize the need for more collaboration between departments tend to see improved results in employee-focused workplace strategies. With competition for talent intensifying, creating an appealing workplace experience involves more than providing a space for work; it also means cultivating an environment that motivates employees and encourages collaboration.

CRE teams are actively exploring a range of solutions to enhance employee satisfaction, including advanced space reservation systems and the integration of AI-driven tools. These technologies streamline how employees interact with office spaces, offering features such as real-time booking, flexible workspace allocation and personalized environments based on preferences and work needs. For instance, AI can analyze patterns in space usage, allowing facilities managers to better understand and anticipate the needs of employees, ensuring that spaces are optimized for productivity and convenience. For the employee, AI-driven workplace technology encourages more scheduled and impromptu collaboration between employees, resulting in greater cultural stickiness and organizational affinity.

Space-reservation systems have become a critical tool in enhancing the hybrid work experience by providing transparency and predictability regarding when and where employees will be in the office. The adoption of these systems has grown significantly, with 46% indicating they use space-reservation technology—a 24-percentage-point increase from the previous year. This growth reflects the increasing demand for tools that help manage the complexities of hybrid work schedules, where employees may come to the office only on certain days or for specific tasks. Space-reservation systems effectively address this dynamic, ensuring that employees have access to the workspaces they need while avoiding overcrowding or underutilization of office areas.

Figure 4: What technology is used to create transparency/predictability around when/where hybrid employees are in the office?

When asked “What technology is used to create transparency and predictability around when and where hybrid employees are in the office,” the second most-common response was “no technology," which rose to 39%, up by 25% from last year. This suggests that many organizations are still in the early stages of adopting workplace management technologies. In addition, employee-experience apps remain at the bottom of the list, with only 3% of respondents using them, up slightly from 2% last year.

The rise in adoption of space-reservation systems highlights a broader shift toward flexible workspaces and the need for data-driven management of office environments. With features like real-time availability, notifications for cancellations, proactive nudging capabilities, check-ins with geofencing capabilities and seamless integration with other workplace systems (e.g., calendars and employee directories), space-reservation systems empower employees to have more control over their work environment. Such systems also reduce the administrative burden on facilities teams by automating processes related to workspace booking, thereby enhancing operational efficiency.

The use of employee-experience apps remains limited to only 3% of respondents. However, internally created apps have declined in popularity, with usage dropping to 30%, down from 50% last year. This trend suggests a shift in how companies are managing employee engagement and experience in the workplace.

AI-driven tools can further elevate the workplace experience by providing tailored solutions that adapt to the preferences and behaviors of employees. For example, AI algorithms can analyze booking patterns to recommend the best spaces for teams to collaborate or provide insights into peak office usage times, allowing CRE teams to make informed decisions about space planning. These tools also help manage the unpredictability of hybrid work by offering data-driven insights that can anticipate how spaces will be used, which improves employee satisfaction by ensuring that the right resources are available at the right time.

As organizations continue to embrace flexible and hybrid work, improving the workplace experience remains essential for attracting and retaining talent. Companies that use integrated tools, such as a workplace experience or portfolio scorecard, to dynamically measure the performance of their portfolio’s physical, digital and experiential strategy in a central and standard framework, are better positioned to create a dynamic, engaging and responsive work environment. These tools allow organizations to benchmark their performance against industry standards and selectively use their internal data efficiently and impactfully, to inform their long-term technology investment strategy.

Space-Reservation Systems

Based on CBRE’s survey data, Outlook remains the most widely used space-reservation system, cited as the primary tool by 50% of respondents. Interestingly, 17% reported that they do not use any space-reservation system, showing a gap in adoption.

Figure 5: Common Space Reservation Systems

In terms of system features, the "Room check-in, check-out" feature remains the most popular with 92% of organizations, a 34% increase from the previous year. This provides insight into which spaces are available for reservation, with 88% of respondents reserving meeting, conference and training rooms, closely aligned with last year's 85%.

Enclosed collaboration spaces saw the largest growth, used by 62% of respondents, compared with 36% last year, a significant 70% increase. Lab spaces remain the least utilized by only 2%, identical to the previous year.

Figure 6: What spaces are reservable in the space reservation system?

These trends demonstrate a growing reliance on space-reservation systems for managing hybrid work environments, while highlighting opportunities for further adoption and technological integration to enhance employee experience and office-space utilization.

Utilization Reporting

Utilization reporting is a critical aspect of managing office space. A data analytics tool can help organizations visualize space usage and identify trends. The tool functions like a digital assistant, with consolidated data from multiple sources and auto-generated reports and visual dashboards that help identify areas of inefficiency and take corrective action.

Figure 7: What technology system is used to analyze utilization data?

Although employee utilization is tracked by 59% of organizations as part of their hybrid program, the challenge lies in reinforcing utilization behaviors that align with attendance goals. Effectively communicating the value to employees is crucial, and leveraging data from tools like Power BI can play a key role in this effort.

Building Information Modeling (BIM)

According to the survey data, 75% report they do not use Building Information Modeling (BIM). Only 11% of respondents confirmed they use BIM, while 14% are unsure of its usage within their organization.

Among those who do use BIM, the primary applications are evenly split, with 56% using it for "construction coordination or planning" and "design or visualizations." At the other end of the spectrum, the least common uses of BIM, tied at just 11%, include "FM asset tracking or operations" and "record-keeping or documentation."

BIM’s low adoption rate is largely due to the cost of implementing and maintaining Revit models, which many organizations find outweigh the perceived benefits, particularly for facility management and long-term operational needs. This suggests a potential opportunity for more cost-effective solutions or broader understanding of BIM’s value across various stages of a building’s lifecycle.

We expect this trend to shift due to growing demand and interest in utilizing digital twins for asset management. BIM and digital twins are effective tools that enhance data integration, visualization and decision-making, resulting in improved efficiency, lower costs and better asset performance.

Maturity of Technology in CRE

Evolving technology significantly enhances the accessibility of data, enabling organizations to harness larger volumes of information with greater depth. Advances in data-storage solutions, cloud computing and data-processing capabilities allow for the collection, integration and analysis of vast datasets from diverse sources. This increased accessibility empowers businesses to leverage sophisticated analytics tools and machine learning algorithms, transforming raw data into actionable insights. Consequently, organizations can make more informed decisions, identify trends and uncover patterns, ultimately driving innovation and competitive advantage.

Figure 8: Maturity Scale

The adoption of technology within CRE is growing, yet significant potential remains untapped. While technology adoption is on the rise, many organizations have yet to fully capitalize on the most advanced capabilities available, leaving room for improvement in automation, data analytics and predictive insights.

Figure 9: Rate Your CRE Technology Maturity

Technology maturity can be viewed on a scale, where lower levels represent the initial adoption of digital tools and basic data systems, while higher levels incorporate advanced solutions such as artificial intelligence (AI), machine learning and predictive analytics. The absence of organizations reporting to be at Level 5 indicates that while basic technologies such as space-management systems and occupancy sensors are widely used, more sophisticated solutions are not yet fully integrated into day-to-day operations.

Despite growing interest in AI, 36% of respondents indicated that they do not know how AI is being used in their workplace and occupancy management. Furthermore, 26% stated that they are not authorized to use AI, reflecting the challenges in AI adoption for day-to-day operations.

Figure 10: How are you using AI in your day-to-day workplace and occupancy management work?

This suggests that although AI has significant potential in workplace management, its practical application remains limited. CRE teams have an opportunity to further integrate AI into their workflows for tasks such as predictive space utilization, demand forecasting and portfolio optimization.

For organizations aiming to increase their technology maturity, moving beyond basic functionalities is essential. This could involve leveraging AI for predictive space utilization or deploying real-time data analytics tools that can proactively adjust resources based on office usage patterns. By advancing to higher levels of tech maturity, companies can unlock greater efficiencies, reduce costs and create more adaptive and responsive workplaces that align with shifting employee behaviors and business needs.

Conclusion

As the landscape of corporate real estate continues to evolve, organizations must embrace advanced technologies and data-driven strategies to optimize their occupancy management. By progressing along the technology maturity curve and leveraging AI and predictive analytics, CRE teams can create flexible, agile workplaces that meet the changing demands of their workforce.

The 2024-2025 Global Workplace & Occupancy Insights reveal key trends in CRE and workplace technology. Space-reservation systems have seen significant growth, playing a critical role in managing hybrid work environments. However, many organizations still rely on manual processes or lack formal technology for space management. The rising popularity of room check-in and check-out features underscores the growing need for efficient space utilization.

Portfolio optimization remains a top priority, with organizations focusing on balancing cost savings and office utilization amid changing workplace models. While CAFM/IWMS systems are widely adopted, demand is increasing for more flexible, AI-driven solutions that can adapt to dynamic office needs. Although AI shows great promise, its use in workplace management is still limited, with many organizations in the early stages of adoption. Organizations that strengthen their technology foundation to reach a maturity level 5 will be best positioned to adopt AI-driven solutions. Change management should be implemented to achieve greater tech maturity and to integrate future AI applications. This will ensure both a seamless transition for the adoption of any technology roadmap and reinforce the adoption of new technology to maximize return on investment.

By embracing advanced technologies such as AI, predictive analytics and real-time data insights, CRE teams can create agile, adaptable workplaces aligned with evolving business demands. As hybrid work continues to grow, investing in solutions like space-reservation systems and AI-driven tools will be essential for improving operational efficiency, attracting talent and driving long-term business success.

About the Series

CBRE’s 2024-2025 Global Workplace & Occupancy Insights is a five-part series that explores trends across major office occupiers, providing valuable insights for organizations seeking to align their workplaces with business needs and cultural objectives. Part 1, “Companies prefer metrics that measure effectiveness, rather than efficiency,” explored how organizations are increasingly prioritizing workplace experience as a crucial factor in real estate success. In parts 2 and 3, we explored how effective workplaces require strategic hybrid programs, which have increased in adoption by 30% over the past four years. Part 2, “Effective Hybrid Programs: Policies and Common Characteristics,” outlined the factors that contribute to the effectiveness of various hybrid program models. In Part 3, "Effective Hybrid Programs: The Experience,", we explored the tactical tools needed to transform office policies into reality, and in Part 4, "Effective Spaces," we explored the characteristics of effective office spaces. In this article, Part 5, we explore how corporate real estate teams can effectively implement data and technology, including AI. In addition, CBRE plans to publish supplemental articles that provide perspectives and insights on the themes and trends discussed in the five-part series.