Occupancy is a culture issue—Solve it with workplace intelligence

Does your office attendance policy align with employee behaviors? 

That question is top of mind for corporate real estate professionals and workplace strategists in 2025. Though hybrid work models continue to grow in popularity, employees and employers aren’t quite in sync when it comes to office attendance, and organizations still struggle to implement, enforce, and measure hybrid policies. 

According to a study by CBRE, more than a third of real estate executives said office attendance is falling short of their expectations—60% of respondents want employees in the office at least three days a week, but only 51% of employees meet that target. Yet, companies remain committed to physical offices, with 92% of those surveyed agreeing that offices are critical for corporate success.

To bridge the gap between expectations and actual attendance—and ensure smart real estate investments—business leaders need to address systemic cultural issues that may be discouraging attendance. By examining workplace culture and leveraging data, they can identify patterns, shape more effective policies, and make informed portfolio decisions.

Let’s explore how organizations can tackle this challenge.

Understanding occupancy as a culture issue

In 2024, several major corporations in the U.S. made headlines when they mandated full-time in-office, while remote and “work from anywhere” benefits diminished across the board. The goal, at least on the surface, was to increase productivity and office utilization. But mandates had the opposite effect, leaving employees scrambling to find positions at more flexible companies or risk being out of work. 

Su-Zette Sparks, Senior Managing Director for CBRE’s Americas Consulting, explains, “The mandate is table stakes to a certain degree, but it’s not the end of the story. They’re not highly effective on their own.”

Without addressing the cultural drivers behind attendance, mandates are unlikely to deliver desired results. For instance, in workplaces with a culture of noncompliance, employees may feel little pressure to follow attendance policies. One way to counter this is by leading through example: organizations that require leadership to mirror employee attendance expectations often see better compliance.

Redefining the workplace experience

To increase attendance, companies are shifting focus to creating office environments that reflect the value of in-person work. For example, if collaboration is a primary goal, the office must facilitate and enhance collaboration.

CBRE’s survey shows that 38% of real estate executives plan to expand their portfolios to accommodate growth, up 20% from 2023. Instead of downsizing, leaders are reconfiguring office spaces to support collaboration, adding amenities to meet employee expectations, and adopting flexible seating policies like hot desking.

To make strategic space decisions, companies must rely on data. Comprehensive insights into workplace utilization and occupancy help gauge employee sentiment, measure policy compliance, and guide real estate investments.

Defining policies and measuring attendance  

While 80% of organizations have an office attendance policy, only 17% enforce them, and only 46% measure their effectiveness. Sparks says, “Policies are only as good as you hold others accountable. That’s from the front line right up to the executive office. People react and respond to action.”

Establishing clear, documented attendance policies gives businesses a baseline for measuring success and driving improvements. With accurate data, organizations can track how well policies perform and make adjustments as needed.

Leveraging workplace intelligence for smart decisions

An increasingly popular way to gather actionable insights is through presence data. Platforms like OfficeSpace enable organizations to collect data from badge swipes, WiFi logins, and desk bookings, providing a real-time view of occupancy and utilization trends across their portfolios.

With workplace intelligence dashboards, real estate leaders can visualize key metrics, such as peak and average attendance across locations, and forecast future growth. These insights are critical for addressing issues like insufficient space during peak times or identifying opportunities to reconfigure underutilized areas.

For example, presence data can highlight whether employees are actually checking into their reserved desks or if meeting rooms suddenly become available. This helps organizations optimize space and adapt policies to better suit employee needs.

Flexible seat sharing policies, backed by data

Flexible seating policies, like hot desking and hoteling, are gaining traction in hybrid offices. In 2024, one-to-one seating policies declined by 56%, reflecting a shift toward more dynamic space usage.

By analyzing utilization data, businesses can determine whether flexible seating arrangements are meeting employee needs and enabling productivity. These insights also help streamline decision-making, ensuring that resources align with how employees actually work.

Measuring policy effectiveness beyond attendance

Organizations can assess attendance policy effectiveness through employee engagement, retention, and attrition rates. For example, HR data can reveal patterns in absenteeism and turnover, while internal communication metrics, such as email open rates, can provide insights about employee engagement.

Direct feedback through surveys or one-on-one interviews also plays a crucial role. By understanding employee values and preferences, businesses can refine policies to better align with workforce expectations and boost attendance.

Aligning for the future

As companies plan for real estate expansion and continue to prioritize in-person work, aligning attendance policies with employee behaviors is critical. By addressing cultural drivers, leveraging workplace data, and refining policies, organizations can close the gap between expectations and reality.

Ready to close the gap? Schedule a demo with a workplace expert and discover how workplace intelligence dashboards can help you optimize space, refine attendance policies, and reduce real estate costs.