By Caroline Shelly
“Ghosts of Facilities Past” is a metaphor for the challenges and expectations of office spaces before COVID-19.
Today, Facility Managers are confronted with a new frontier on how to navigate the hybrid world of working, reporting out on analytics on how the office space is being used, and ensuring the C-suite that metrics are being met and space is being used efficiently.
Before COVID-19, the focus was on maximizing the efficiency of every square foot. Space planners and facilities managers concentrated on achieving higher occupancy densities. Strategies included hot-desking, open-plan offices, and maximizing floor plates to get the most out of expensive urban office spaces. Employers were keen to create beautiful work environments to attract top talent and the emphasis was on amenities like on-site gyms, cafeterias, and collaborative spaces, reflecting the demand for a rich, engaging office culture.
Facilities managers were under constant pressure to balance operational costs with functionality and comfort. Areas such as energy efficiency, maintenance costs, and lease management were at the forefront of decision-making processes, especially in urban settings where space was at a premium.
Even before COVID, the shift towards digital was evident, but technology integration in facilities management was often about efficiency—like automated lighting, HVAC systems, and smart building technology. Despite these efforts, many organizations were slow to adopt remote work tech, still prioritizing in-office presence.
COVID-19’s impact provided a huge paradigm shift in Facilities Management.
The pandemic’s most obvious impact on facilities was the rise of remote work which fundamentally has changed the role of office space.
- Large office footprints that were once essential became burdensome as many employees adapted to working from home. Because of it, organizations reevaluated their real estate portfolios, often opting to downsize or sublease parts of their office space. The shift to hybrid models led to a need for more flexible and modular office designs, moving away from the previous high-density layouts.
- Another significant shift has been the focus on creating healthy, safe, and clean work environments. This includes enhanced air filtration, touchless technologies, and the inclusion of wellness spaces that have become integral to new office design. COVID-19 also highlighted the need for spacious and well-ventilated environments, which is a further departure from the tightly packed spaces of the past.
- Technological transformation of both homes and offices was also accelerated. Remote collaboration tools, virtual meeting rooms, and cloud-based platforms became standard. Facility Managers need to integrate these technologies into physical spaces, creating seamless connections between remote and in-office workers. Collaboration with both the IT and HR departments has become key in setting standards so connectivity is seamless.
- Many organizations now require spaces that are adaptable for both in-office and remote work. The role of the office is now more about fostering collaboration, team building, and providing a space for meetings that are challenging to replicate virtually.
- Today, the focus is on experience over density. Post-pandemic office planning prioritizes creating an experience—making the office a destination rather than a requirement. Spaces are designed to be more dynamic, emphasizing comfort, mental well-being, and a sense of belonging.
- This “experience” mindset includes environmental considerations that have gained more prominence, with a push towards energy-efficient buildings and sustainable practices in operations. The focus on minimizing the environmental impact has accelerated, driven by a blend of regulatory requirements and organizational commitments to corporate social responsibility.
Today’s most effective Facility Managers embrace these changes by creating flexible, adaptable spaces that prioritize experience over occupancy. Office space is now optimized for collaboration, team building, and amenities that enhance the employee’s experience and foster mental well-being. Environmental sustainability has also gained importance, with energy-efficient designs and sustainable practices now seen as essential. Additionally, Return on Total Assets (ROTA) has become a key metric in evaluating the effectiveness of these facility strategies, as it highlights the importance of maximizing the productivity of real estate assets relative to their cost. By designing spaces that are both functional and adaptable, Facility Managers can improve the ROTA, ensuring that every asset contributes value, supporting not only financial goals but also employee satisfaction and environmental goals.
This evolution underscores the importance of learning from both pre- and post-pandemic eras, as facilities planning moves forward with a focus on dynamic, responsive spaces that anticipate and meet the evolving needs of the workforce.
Curious about more strategic workplace tactics? Download our FREE EBOOK here!
