Navigating the federal return-to-office mandate: What facility managers need to know

The start of 2025 has brought about major changes for federal employees and agencies. The U.S. government recently announced that those who have been working remotely since the onset of the pandemic will now be required to work in the office five days a week. But is your office space prepared for this transition?

For facility managers, this means a renewed sense of responsibility in creating an office environment that can smoothly accommodate the needs of a diverse workforce. In this guide, we’ll dissect the federal return-to-office mandate, key challenges facilities managers face, and how organizations can navigate these changes while prioritizing workplace flexibility.

What this mandate means for federal agencies

The directive states, as outlined by the Office of Personnel Management (OPM), “The substantial majority of federal employees who have been working remotely since Covid will be required to return to their physical offices five days a week.” It also suggests that agencies should expect their offices to “undergo meaningful consolidation and divestitures, potentially resulting in physical office relocations for many federal workers.”

What can federal employees expect to change? The RTO mandate will impact workplace management in several ways:

• Increased office occupancy: Agencies must reassess space utilization to accommodate more employees on-site.
• Layout reconfigurations: Office spaces may require updating seating arrangements, meeting areas, and shared spaces.
• Employee preferences: While some employees welcome in-person collaboration, others value remote flexibility, making retention a concern.
• Operational costs: A full-time office presence increases expenses, from utilities to maintenance.

Facilities managers and space planners must navigate these challenges while balancing efficiency, employee engagement, and compliance with federal guidelines.

Why hybrid work remains relevant even after the executive order

Despite the federal government’s push for in-person work, flexible work environments continue to offer compelling benefits, especially as the adoption of full-time office attendance will likely be gradual. 

Currently, many federal employees still lack clarity around policy enforcement, timelines, and expectations. 

Agencies may take a year or more to fully implement in-person requirements, highlighting the ongoing need for adaptable work strategies. Here are some clear benefits of hybrid and remote work arrangements:

• Employee retention & satisfaction: Hybrid and flexible work models improve job satisfaction and reduce turnover.
• Cost savings: Optimized space planning can significantly reduce real estate expenses and operational costs.
• Productivity & efficiency: Many employees remain highly productive in remote or hybrid settings, and office designs that support flexible work can enhance focus and collaboration.
• Sustainability considerations: Hybrid work schedules reduce commuting-related emissions and allow for more energy-efficient office usage.

Challenges of being in the office full-time

In-person working arrangements have clear benefits, such as easier resource access, seamless collaboration, and a more team-oriented atmosphere. However, bringing an entire workforce together also presents logistical hurdles that FMs will need to get ahead of, such as:

• Space constraints: Many agencies downsized their real estate footprints during the shift to remote work. For those organizations, this new mandate will make it challenging to accommodate the return of all employees at once. You’ll likely need to renovate, relocate, or expand your portfolio.
• Reduced employee satisfaction: Many government employees can fulfill their job duties from home, and others simply prefer telework. Enforcing a return-to-office policy without flexibility can lead to disengagement and decreased morale.
• Higher operational costs: Increased on-site attendance drives up office maintenance, utilities, and amenities expenses.

Consider adopting space planning and workplace management tools into your daily operations to address these challenges. This will not only allow you to track and monitor employee behavior – such as attendance and room availability – but will also help you visualize office redesigns and move management. Let’s explore these concepts a bit more.

Practical solutions for facility managers of federal offices

FMs and space planners will need to develop proactive solutions to remain efficient during the transition to full-time in-office work. The beginning of this process will likely be rocky; don’t be discouraged. These three concepts will help build a solid foundation for facilitating the federal return to office.

1. Rework your office layout for hybrid attendance

Activity-based workspaces

To effectively support a hybrid workforce, activity-based workspaces (ABWs) like neighborhoods offer employees the flexibility to select work environments that suit their unique tasks. Whether an employee needs a quiet space to focus or a collaborative area for brainstorming sessions, an ABW strategy maximizes productivity by catering to everyone. By segmenting the office into different zones for individual work, team collaboration, or social interactions, facilities managers can ensure that employees have access to the right tools and environment for their work style.

Software like drag-and-drop tools for space planning and moves, adds, and changes can help teams stay agile and make quick adjustments to spaces as employee needs, in-office attendance, and workplace capacity are in flux.

Hoteling and desk booking systems

Desk allocation will be a challenge during the transition back to in-office work. Not all employees need a dedicated desk daily, and a strict seating arrangement can lead to overcrowding. Hoteling and desk booking systems offer a solution by allowing employees to reserve a workspace only when needed. This ensures facilities managers can avoid overcommitting space while keeping office attendance manageable. Desk booking systems allow employees to reserve desks and workspaces in advance, helping facilities managers control space usage while preventing overcrowding. 

Multi-purpose meeting rooms

Returning to the office will likely require a shift in how meetings are conducted. Hybrid work is still the norm, and multi-purpose meeting rooms with the right technology are essential. These rooms should bridge the gap between in-office and remote employees with capabilities like video conferencing.

2. Leverage data-driven space planning

Employee attendance patterns

As employees return to the office full-time, monitoring attendance patterns becomes more critical than ever. Understanding when and where employees are in the office will help you avoid overcrowding and ensure that space is allocated effectively. By gathering this data, you can optimize seating arrangements and adjust office layouts accordingly, ensuring that space is both efficient and functional during the transition period.

By leveraging IoT like badges and WiFi, you can measure employee attendance in real-time, ensuring you have up-to-date data on who is in the office and when. This lets facilities managers make informed decisions about seating arrangements, office space allocation, and layout adjustments.

Occupancy sensors

Occupancy sensors are critical as you adjust your office spaces to meet the needs of full-time employees. These sensors track space usage in real-time, allowing facilities managers to identify underutilized spaces and repurpose them for different functions quickly. As the federal return-to-office mandate takes effect, occupancy sensors can help you manage space demand, ensuring that employees have access to the spaces they need without overcommitting or wasting valuable square footage.

Workplace analytics tools

Workplace analytics tools will help ensure the office transition remains efficient and cost-effective. By collecting and analyzing data on space usage, occupancy, and employee behavior, you can make adjustments that support the federal return-to-office mandate and your agency’s evolving needs.

3. Work to enhance the employee experience in the office

Wayfinding solutions

The transition back to the office can lead to confusion, especially for new hires or if office layouts have recently changed. Wayfinding solutions, like kiosks and digital displays, interactive maps, and digital floor plans, can help employees navigate the office easily, ensuring they can find workstations, colleagues, meeting rooms, and other essentials. This can improve the overall employee experience and reduce time spent searching for critical assets that make the day productive.

Wellness-focused design elements

Transitioning to full-time office work shouldn’t come at the expense of employee well-being. Incorporating wellness-focused design elements like ergonomic furniture, natural lighting, and designated quiet zones can help employees adjust to the return-to-office mandate with minimal stress. These features improve physical comfort and support mental health, creating a more inviting and productive workspace.

On-demand workspace reservation tools

One of the key aspects of a flexible work environment is giving employees the autonomy to reserve spaces as needed. On-demand workspace reservation tools provide employees with the flexibility they value while also allowing managers to maintain oversight of office space utilization. Employees can book desks, meeting rooms, or collaborative spaces when required, ensuring that every square foot of the office serves a purpose.

Future federal workforce trends

The White House’s decision to enforce a full-time return-to-office mandate for federal employees is just one way the workplace is changing. In order to run an efficient operation at your government facility, you need to be aware of other trends shaping the modern workplace. 

• Hybrid workspaces remain the norm: Even with in-person mandates, flexible work arrangements will remain a key expectation for employees.
• Technology-driven office management: AI and automation will streamline workflows, enhance space utilization, and improve employee coordination.
• Sustainability-focused workplace strategies: Agencies will prioritize eco-friendly office design, energy efficiency, and reduced commuting.
• Adaptive space utilization: Real-time data will drive dynamic workplace strategies, ensuring offices remain cost-effective and employee-centric.

A smarter approach to workplace planning

Balancing in-person and flexible work options presents challenges and opportunities for facilities managers, space planners, and real estate leaders. But there’s a way to get ahead of the game. Agencies can cultivate a productive and cost-efficient work environment by implementing adaptive workspace strategies, leveraging data-driven insights, and prioritizing employee experience.