September 4, 2025
To gain a clearer picture of today’s workplace, we surveyed 400 US–based office decision makers spanning workplace operations, office experience, and executive leadership.
Office occupancy and utilization
In the past year, office occupancy doubled, rising from 30% to 60%. Additionally, companies planning to reduce office square footage fell from 75% in 2024 to 46% in 2025.
In 2025, office spaces are experiencing a resurgence, driven by the necessity for social connection and cohesive team dynamics. As office occupancy rates rise, companies like Robin in Boston are recognizing the tangible benefits of bringing employees back together. The trend indicates a balanced approach where office space is optimized for essential interactions, fostering a vibrant workplace culture.
To sustain and improve occupancy, Robin should focus on creating engaging, purpose-driven office environments that promote collaboration and community.
Policies and structure
According to the survey results, 46% of companies strongly suggest in-office policies, 42% mandate in-office policies and only 12% let employees decide.
The landscape of office policies is evolving, with a significant shift towards structured hybrid work models. For Robin, this means crafting policies that clearly articulate the importance of in-office presence while offering flexibility. As compliance remains a challenge, clear communication and structured guidelines will be critical in ensuring policy adoption.
Robin should refine its policies to balance structure and flexibility, ensuring clarity and purpose in in-office requirements to achieve its primary goals.
Technology and tools
77% of respondents reported active investments in tools like wayfinding, digital maps, and occupancy sensors. AI-driven automation was also noted.
The investment in workplace technology is at an all-time high, with tools like digital maps and AI-driven automation transforming office dynamics. For Robin, this signifies an opportunity to leverage technology to enhance employee engagement and streamline operations, aligning with their goal of increasing office utilization.
Robin should focus on integrating advanced tech solutions that foster seamless collaboration and enhance the overall workplace experience.
Office design and experiences
According to the survey data, most office decisions are still guided by hybrid policies and data rather than employee needs. Additionally, 82% of leaders were worried about maintaining their current office space.
Office design is increasingly guided by hybrid policies and data, yet there is a growing emphasis on cross-functional collaboration to create spaces that resonate with employee needs. For Robin, embracing design strategies that prioritize user-friendly technology and flexibility will be key to elevating the employee experience.
Robin should aim to design spaces that are adaptive and user-focused, enhancing both functionality and employee satisfaction.
Workplace operations
Confusion over ownership is a major contributor to policy challenges. Respondents cited the following as “owners” of workplace management:
Office Manager/Workplace Experience: 30%
Facilities and IT Teams: 23%
HR/People Teams: 20%
Department Managers: 20%
Executive Team: 6%
The complexity of workplace operations necessitates clear ownership and management strategies. For Robin, this involves delineating roles and responsibilities across teams to ensure smooth operations and policy enforcement. The focus should be on reducing friction through streamlined processes and innovative management tools.
Robin should streamline operations by defining clear ownership and leveraging technology to support efficient workplace management.
The path forward for Robin involves a strategic alignment of policies, technology, and design to foster an engaging office environment. By refining their approach to occupancy, policies, and operations, Robin can enhance employee engagement and achieve their top priority of increasing office utilization. The next steps include investing in cutting-edge technology, designing flexible and attractive office spaces, and ensuring clear communication of policies to align with the evolving workplace landscape.
