Data-driven workplace management: Analyst insights for 2025

The workplace is evolving rapidly, driven by hybrid work models, sustainability mandates, and advanced analytics. Corporate real estate (CRE) and facilities teams must rethink their technology strategies to adapt. Two leading categories of workplace technology—Integrated Workplace Management Systems (IWMS) and Workplace Experience (WEX) applications—offer powerful solutions. 

In JLL’s Global Occupancy Planning Benchmarking Report 2024, they uncovered that utilization data is the most important metric for businesses across the globe for the value it provides to hybrid workplaces. As workplaces become more dynamic, experts recommend benchmarking metrics and gathering data to measure fluctuating attendance and diverse work styles that are common in a hybrid world. 

This guide provides strategic recommendations for selecting the right WEX apps and IWMS platforms and how each addresses the challenges of a hybrid work model. By integrating the strengths of both systems, CRE and facilities leaders can optimize their real estate portfolios while delivering exceptional employee experiences.

The evolution of IWMS and WEX: Origins and purpose

The emergence of IWMS

IWMS platforms first emerged in the late 1990s as organizations faced growing challenges in managing complex real estate portfolios and facilities operations. Early IWMS solutions were built to consolidate disparate functions—lease administration, maintenance, space management—into a single, centralized system. These tools primarily served large enterprises with expansive real estate portfolios, offering a way to streamline operations and ensure compliance with regulatory requirements.

The rise of WEX applications

WEX applications, in contrast, are a more recent innovation, gaining traction in the early 2010s as hybrid work models began to reshape workplace dynamics. Initially designed to address desk booking and space reservation needs, WEX solutions have evolved to provide comprehensive tools for employee engagement, collaboration, and workplace optimization. These platforms were developed with employees in mind, aiming to enhance the day-to-day experience of navigating and utilizing workplace resources.

Solving key problems

While IWMS platforms were initially focused on operational efficiency and cost management, WEX applications were built to address employee satisfaction and productivity. Together, they solve overlapping but distinct problems:

WEX: Enhancing employee experiences and enabling seamless hybrid work models.

IWMS: Reducing costs, improving sustainability, and ensuring compliance.

Business processes addressed by IWMS and WEX

Key processes solved by IWMS

1. Lease and portfolio management: Centralizing lease agreements, financial forecasting, and real estate transactions.
2. Space utilization and optimization: Tracking and analyzing space usage to optimize floor plans and reduce underutilized areas.
3. Maintenance and asset management: Ensuring preventative and predictive maintenance schedules to reduce downtime.
4. Sustainability tracking: Monitoring energy use, waste management, and carbon footprints to meet ESG goals.

Key processes solved by WEX

1. Hybrid work coordination: Providing tools for desk booking, meeting room reservations, and employee scheduling.
2. Employee engagement and experience: Offering features like wayfinding, amenity booking, and feedback tools to improve workplace satisfaction.
3. Collaboration facilitation: Enabling seamless coordination between remote and in-office teams.
4. Real-time analytics: Delivering insights into occupancy trends, employee behavior, and resource utilization.

Why these processes matter

According to the JLL Benchmarking Report 2024, today’s companies are especially focused on gathering and analyzing utilization data. In 2024, 77% of respondents said they’re tracking utilization, compared to 61% in 2019. 

This can be attributed to better technology, like sensors and badge tracking, that offer real-time and higher fidelity data than in previous years.  

These tools enable businesses to:

• Save on real estate costs by optimizing underutilized spaces.
• Enhance employee satisfaction and retention through better workplace experiences.
• Drive sustainability efforts with data-driven insights into energy and resource use.

Leveraging technology to address hybrid work challenges

Coordination and employee experience

The “coordination tax,” as described in the Wall Street Journal, refers to the time employees spend navigating mismatched hybrid schedules. “Hybrid employees who said they struggled to connect with their teams in person were more likely to report challenges in advancing their careers and were twice as likely to consider changing employers,” notes a recent Microsoft survey of 31,000 workers. This highlights the critical need for tools that align in-office schedules to maximize productivity and employee engagement.

Balancing people and place

Advanced workplace technologies help organizations address the complex balance between supporting employees (“people”) and optimizing real estate (“place”). As highlighted in the JLL Global Real Estate Technology Survey 2023, 85% of respondents planned to increase their tech budget within the next three years; even more telling, 91% of occupiers would invest more to have a tech-enabled workplace. By enabling data-driven decisions, these tools can align workplace design with employee needs and business objectives.

Improving business outcomes

1. Employee retention: According to Qualtrics, effective collaboration across teams declined to 69% in 2023 from 73% the previous year. Investing in better tools can mitigate these challenges.
2. Real estate optimization: The same JLL report emphasizes that improved utilization tracking leads to significant cost savings and more sustainable practices.
3. Enhanced engagement: Tools that support hybrid work environments can lead to higher satisfaction, as employees feel their time and needs are respected.

IWMS and WEX: Definitions and core differences

IWMS: Integrated Workplace Management Systems are comprehensive platforms designed to centralize real estate and facilities management. These systems offer modules for space management, sustainability tracking, capital project management, and portfolio optimization. They empower organizations to streamline operations and achieve compliance with regulatory standards.

WEX: Workplace Experience applications focus on enhancing employee interactions with the physical workplace. Core functionalities include desk booking, wayfinding, amenity management, and tools for hybrid work orchestration. These solutions prioritize employee satisfaction and productivity, bridging digital and physical workplace environments.

Key distinctions:

• IWMS addresses operational and strategic real estate needs.
• WEX centers on user experience and collaboration.
• Together, these platforms complement each other, with IWMS providing foundational data and WEX delivering dynamic user interfaces.

Comparing modules and functionalities

A side-by-side comparison highlights the core modules and their unique contributions:

IWMS Modules	WEX Modules
Space management	Desk, room, and amenities reservations
Sustainability tracking	Hybrid work planning
Real estate portfolio management	Wayfinding and mapping
Maintenance and resource management	Virtual assistance
Capital project management	Visitor management

Integrating AI and IoT (Internet of Things) technology like sensors and badge swipes allows teams to gather real time occupancy data, which can be pulled into a WEX platform and translated into actionable insights.

Strategic recommendations for technology selection

1. Assess organizational needs:
   • Identify whether your primary focus is operational efficiency (IWMS) or employee experience (WEX).
   • Consider integrating elements of both to meet diverse goals.
2. Shortlist vendors with complementary features:
   • Look for IWMS vendors offering robust data integration and predictive analytics.
   • Select WEX providers with advanced AI for personalized employee experiences.
3. Focus on vendor longevity and innovation:
   • Choose vendors with a proven track record of stability and ongoing investment in product innovation.
   • Assess their ability to adapt to emerging trends, such as AI-driven analytics and IoT integrations, to ensure the solution remains relevant over time.
4. Prioritize teams with robust AI and data strategies:
   • Evaluate vendors on their ability to leverage advanced analytics for actionable insights.
   • Ensure the platform integrates seamlessly with existing data ecosystems to maximize ROI.
5. Ensure enterprise security and compliance:
   • Select platforms with strong enterprise-grade security measures to safeguard sensitive workplace data.
   • Confirm compliance with global and industry-specific standards, such as GDPR, SOC 2, and ISO certifications.
6. Leverage combined strengths:
   • Use IWMS to build a strong data fabric and WEX to transform data into actionable, user-friendly solutions.

Powering the future with OfficeSpace

The right workplace technology can transform your organization’s efficiency, sustainability, and employee satisfaction. Among leading solutions, OfficeSpace stands out as a comprehensive platform delivering all-in-one capabilities.

As noted in the JLL Benchmarking Report, more advanced technology provides higher-fidelity data, which can help teams make confident decisions around hybrid policies and space requirements. OfficeSpace embodies this approach, seamlessly integrating IWMS and WEX functionalities to provide a compelling data fabric vision powered by AI-driven insights. With tools for space management, employee engagement, and predictive analytics, it future-proofs organizations for evolving workplace demands.

As workplace trends continue to shift, OfficeSpace offers the flexibility and innovation needed to stay ahead. Now is the time to explore its transformative potential and redefine your workplace strategy.

Begin your journey by evaluating your organization’s unique needs and exploring how OfficeSpace can help you achieve your goals. Visit OfficeSpace to learn more and schedule a personalized demo today