The Hidden Costs of an Underutilized Space (and How Data Solves Them)

Space That Looks Full but Isn’t

On paper, an office might look occupied. Desks are assigned, meeting rooms are booked, and square footage is paid for every month. In reality, large portions of the workplace often sit empty—especially with hybrid work and employees splitting time between home and the office.

This underutilized space comes with hidden costs that drain budgets and limit flexibility. The good news: workplace data makes these costs visible and provides a path forward.

1. Rent on Empty Square Footage

Every unused desk or vacant office is still part of the lease. Paying for space that employees rarely use is one of the most significant hidden costs.

2. Energy and Maintenance Waste

Heating, cooling, cleaning, and maintaining empty areas quickly adds up. Without visibility, organizations continue to spend on utilities and services that provide little return.

3. Lost Productivity

Spaces that aren’t aligned with how people actually work can slow teams down. When underused areas dominate the floor plan, employees may struggle to find the environments they really need—whether that’s focus rooms, collaborative spaces, or technology-enabled meeting areas.

4. Cultural and Engagement Impact

A half-empty office sends a message. If space feels outdated or mismatched to today’s work model, employees may feel less engaged and less connected to the organization.

How Workplace Data Solves the Problem

Workplace strategy consultants use analytics to uncover how space is truly used. Sensors, scheduling systems, and employee surveys show patterns of occupancy and behavior that traditional planning misses.

With this data, organizations can:

• Right-size their footprint to reduce costs

• Reconfigure layouts for hybrid work and collaboration

• Eliminate wasted square footage

• Reinvent space as a competitive advantage instead of a cost burden

Turning Empty Space Into Opportunity

Underutilized space doesn’t have to stay hidden. With the right workplace data, leaders can see exactly where resources are being drained—and reallocate that budget to areas that matter most.

The result is a workplace that reduces costs, supports employees, and adapts seamlessly to the future of work.