Creating more sustainable office buildings

Large parts of the world's commercial real estate remain unused at all times. We build too many square meters, and we often build them incorrectly. Construction and real estate account for 40% of the world's total climate emissions. Empire AI aims to transform this unsustainable trajectory. Why do we continue constructing more than necessary when we know it's both costly and unsustainable?

Is there a better way to plan office spaces—one that enhances utilization, supports sustainability, and doesn’t compromise on quality? At Empire AI, we believe there is, and it lies in using data-driven strategies for office planning and development..

Data-driven planning provides a clear, evidence-based way to make smart real estate decisions. Instead of relying on assumptions or outdated space-per-employee standards, companies can use real data to determine exactly how much space they need and what type of spaces will be most useful.

With the right data, you can make confident planning decisions that ensure each square meter has a purpose—whether for collaboration, focused work, or other specific functions. And by using Empire AI’s tools, this can be done without compromising the quality or functionality of the space.

Avoiding common mistakes in office planning

Many organizations, in an attempt to cut costs and embrace sustainability, simply reduce their total square footage without considering the actual needs of employees. While this approach may seem cost-effective, it often leads to unintended consequences: productivity drops, employee satisfaction plummets, and in some cases, even health suffers due to poorly designed, cramped workspaces.

This approach ignores the real dynamics of the workplace. Reducing space without understanding what’s truly needed can be costly in the long run, not only in financial terms but also in employee retention and satisfaction.

A better way forward: right-sizing with the user in mind

We propose a different approach—one where you can reduce the square footage but still maintain essential rooms and areas that support your employees’ needs. This approach keeps users at the center of the design, ensuring that the office is a healthy, productive space that aligns with the company’s goals.

Data-driven office planning allows you to right-size your space by analyzing patterns of space usage. By understanding actual usage, you can identify the areas that truly support collaboration, focus, and productivity, while eliminating or repurposing spaces that are consistently underused. This balance ensures that you have a streamlined, sustainable office without sacrificing employee well-being or functionality.

How data-driven planning works

Data-driven planning is a straightforward process that reveals more than just how often spaces are used—it uncovers the underlying work patterns within your organization. By analyzing occupancy data, you gain insights into how your employees naturally interact with the workspace, showing you not just the what, but the why behind space usage.

Here’s how the process works:

1. Collecting data: Gather data on how the current office is used. This includes occupancy rates, peak usage times, and employee feedback on space preferences. Tracking how frequently different areas are occupied—such as meeting rooms, individual desks, and collaborative zones—gives an accurate picture of daily patterns.

2. Analyzing the data: This step goes beyond simply counting room usage. By identifying trends in occupancy, you start to see how different areas support various types of work. For instance, are employees naturally gravitating toward certain spaces for collaboration? Are there quiet areas where individual work tends to happen? These patterns reveal insights into your organization’s work culture, such as the balance between collaborative and focused work, and the types of spaces that encourage productivity.

3. Planning for future changes: If changes in work culture, organizational structure, or workforce size are expected, this step allows you to incorporate these shifts into your planning. Anticipating future needs, such as a decrease in remote/hybrid work or more collaborative work at the office, should guide decisions to the future office.

4. Applying the insights: Use these patterns to make informed decisions about space allocation. Knowing where employees gather for impromptu meetings, or which zones are consistently underused, allows you to adjust the layout to support real work behaviors. For example, if occupancy data shows a high demand for small meeting rooms but a lack of focused workspaces, you can repurpose or redesign spaces to better match these needs.

Occupancy data provides a window into the real dynamics of your workplace, allowing you to create an office layout that’s not only efficient but also aligned with how people work best. This approach to planning ensures that your office isn’t just functional, but purpose-driven, supporting both individual focus and team collaboration where it naturally happens.

If you want to get started with a data-driven planning process, take a look at The Office Planner.