Smart Occupancy is a workplace strategy that maximizes workplace efficiency, workforce productivity and organizational sustainability by implementing process and technology to balance freedom and flexibility with measurement and control.

The Results

A well-executed Smart Occupancy strategy delivers results for the organization, for the individual workers in that organization, and the surrounding community. The real world, achievable results include:

  • Eliminates 40% to 50% of real estate (the un-used and under-used office space)
  • Eliminates the energy costs of the associated office space
  • Eliminates the carbon footprint of the associated office space
  • Reduces overall space-per-person (down from over 220 sq ft to under 150 sq ft typical)
  • Creates a network of office space for the workforce to choose a place to work on demand
  • Increases organizational resiliency and sustainability (through weather and man-made events)
  • Evolves organizational culture to performance-based management and control
  • Attracts and retains new generation and top talent
  • Locates who is working and where they are working
  • Improves communication and collaboration regardless of where people are working

Steps to Smart Occupancy

Successful implementation of Smart Occupancy requires a complete, holistic approach and very specific elements or steps:

  • Commitment from executives and leadership
  • A solid, written business case
  • Measurement of the actual use of space everywhere, all the time (continuously, consistently, and systematically)
  • Create a network of places for people to work
  • Publish the availability of all workspaces in the network
  • Move the mobile workers and mobile-capable workers to hoteling
  • Train managers and workers how to work and manage in the new mobile workplace
  • Evolve the culture from place-centric to goal-centric environment (through training and change management)
  • Change the mindset from office space is "abundant and free" to "scarce and expensive"
  • Leverage technology to
    • Enable workforce communication wherever they are
    • Move the work to the worker (rather than the other way around)
    • Deliver workplace and collaboration choices and guarantee reservations
    • Secure the data, information and communication
  • Resell, shutter or vacate unused office space
  • Reduce leases and consolidate space
  • Extend the network of space to include 3rd party workspace and meeting room options


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acrobat-icon-tiny  Click to read the success story, Transforming Work at GSA: Smart Occupancy + Smart Buildings