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First published in the HRDIRECTOR, January Edition, 2025.

Power to the people: Why HR teams should welcome AI-driven advances in workplace technology

2025 is the year that HR becomes a pioneer of AI-driven advances in workplace technology. With the pressure intensifying to find new solutions to the hybrid versus return-to-office catalyst, it is time to take a critical view on current workplace management processes and re-invent.

8 min read 13 January 2025

Stefania Vatidis

AI

First published in theHRDIRECTOR, January Edition, 2024. Reproduced with permission.

"Despite hybrid models becoming the 'new norm' across the majority of workplaces, office occupancy rates are peaking at no more than 50% on typical workdays"

The scene is set, as a new study by HubStar conducted across HR directors, facilities managers and workplace leaders finds that, while many organisations have established hybrid work policies in their workplace, a significant number state that these policies “need refinement”. That many employers are struggling to navigate the complexities of hybrid work arrangements is taken as read. But our study also discovered that, despite hybrid models becoming the “new norm” across the majority workplaces, a majority of respondents reported their office occupancy rates are peaking at no more than 50% on typical workdays.  

 

With half of the office unused on a regular workday, that equates to a significant and urgent issue for HR teams charged with cost effectiveness, workforce optimisation and the quest for reducing carbon footprint. But as the study further revealed, workplaces are still set up for conventional times, such as meeting rooms not set up for hybrid participation and companies failing to balance their in-person and work-from-home employee schedules. Such shortcomings are not rocket science, but they are typical of areas that are being overlooked which significantly hamper business efficiency. If workers experience an unproductive workplace when they attend the office – and don’t experience effective collaboration with colleagues – they are unlikely to be incentivised to come back in, which will inevitably lead to even lower occupancy rates. Nonetheless, a key opportunity highlighted by these findings is the significant potential for utilising advances in workplace technology to optimise office space usage and reduce costs through smarter space management strategies. This can also help to improve workplace experience and collaboration at a hybrid level. 

 

When it comes to building on these opportunities, the most significant advance in workplace technology that HR teams can embrace is how AI, data analytics, machine learning and automation can work together to save people time and support higher-quality outcomes. However, there appears to be a great reluctance amongst HR leaders to welcome this development.  A survey conducted by ADP found that eightoutoften HR workers are afraid of what introducing AI into their offices will mean for their jobs. This is also a widespread concern outside the HR industry. But there may be even more for HR teams to fear in workplaces that do not learn how to make AI work handinhand with their company’s objectives What is clear from HubStar’s study is that current methodology and processes are not working well enough for both managers and employees. A change needs to be made and that will require more investment into AI to deliver that very necessary change.  Interestingly, an IBM study found that AI tools are rapidly advancing past efficiency and becoming tools for innovation, potentially freeing up HR teams to think about HR more strategically while still providing a human touch. Then in terms of workplace productivity, a new report from The Adecco Group revealed that employees save on average between 45-to-60 minutes a day when AI is used. But AI is not just about saving time, it is also about providing information, insights, and recommendations in real-time. 

 

Looking at this through an HRspecific lens, using AI-enhanced occupancy and utilization tracking systems will give managers accurate insights into how and when employees are coming into the office. So, why continue to rely on unreliable badge swipes or a manual spreadsheet count if you want to understand how to better arrange the workplace or identify office attendance patterns? An AI-powered system can accurately capture this vital data and produce actionable insights—whilst also saving a substantial amount of HR managers’ time. 

 

Additionally, using AI-enhanced workplace analytics for occupancy management can help managers avoid costly mistakes in organisational design decisions caused by errors in manual processing. For example, if badge data shows that more employees are swiping into the office on Tuesdays and working from home on Fridays, HR managers might assume this is because there are more meeting rooms available on Tuesdays for in-person meetings. Based on this observation, they might conclude that additional meeting rooms are needed on other days to balance occupancy. This could lead to a decision to convert desk areas into meeting rooms and spend time finding alternative spaces for employees on the days when more meeting rooms are needed.

 

With the implementation of an AI-enhanced space utilization system, the technology will show exactly where employees are flocking to and whenon Tuesdays. It may indicate, for example, that they actually arrive just before lunchtime because free tacos are being offered on Tuesdays and they stick around in the afternoon since they came in anyway. The system could then recommend adding similar events to other days that have far less utilisation. This would save time and budget, as well as carbon emissions in wasted spaces on underutilized days.  

 

The productivity benefits of AI implementations are not only felt on a managerial level, employees can gain too. Incorporating technology such as AI-enhanced room booking systems can save workers valuable time by eliminating common frustrations like endless back-and-forth scheduling, choosing the best desk or meeting room, and coordinating with colleagues. Just a few minutes a day wasted trying to find the best area to book, or the best time to meet with team members, may add up to hours of precious time per week that could otherwise have been used more productively. 

"If HR leaders can focus on investment in a more robust AI-driven technology infrastructure, they can seize a crucial opportunity for achieving seamless collaboration"

Employees could also gain more control over their workday by giving them AI-powered assistants in their pocketdevices that can suggest optimal times to come in – to help them find available team members and automatically handle room bookings. This streamlining can reduce wasted time, help employees to focus on more meaningful tasks and improve overall productivity. 

 

The benefit of AI-enhanced workplace technology do not stop at productivity. AI can also help to boost employees’ workplace experience. According to research by Gallup, only 33% of employees stated they felt engaged at work in 2023. This is a significant decrease from those surveyed in 2020 prior to the pandemic. It suggests that adjusting to the new world of hybrid work has impacted employee experience in a negative way. Thus, creating an atmosphere in the workplace that enhances employee engagement is essential for HR managers’ 2025 objectives. AI can play a key part in making that possible, not least by making employees’ interaction with HR much easier. Providing employees with AI-powered booking technology will enable them to personalise their workplace experience making it smoother and more enjoyable by taking the stress out of hybrid work logistics. Employees can easily see where to go, who to meet, and how to make the most of their in-person interactions, all thanks to personalized scheduling powered by AI. The system will help them find the perfect workspace and allow them to set up their day based on their working preferences and habits. They can focus on what matters most and with less time spent on coordination, employees are likely to feel more in control and much clearer about their agenda, resulting in better productivity and more meaningful connections with colleagues.

 

These tools create an environment where social interactions flow naturally, helping to boost wellbeing, engagement, and teamwork. Ultimately, AI booking systems can help employees have a more purposeful and connected day at work, driving creativity and fostering a positive, collaborative company culture. Using AI to enhance workplace experience and engagement is surely in everyone’s best interests.  The fear that HR teams feel toward AI advancements is understandable, given the novelty and mystery surrounding its impact on the people equation. But if HR directors can focus on investment in a more robust AI-driven technology infrastructure, they can seize a crucial opportunity.  

 

We were delighted to be featured in this month’s issue of theHRDIRECTOR, the independent, thought-led publication for Senior HR Practitioners.

We hope you enjoy our article on page 38 by Stefania Vatidis and if you find value in their content and would like to receive each month, we can offer you a £50 discount when you Subscribe in Print by using the promotional code CONTRIBUTOR.

Stefania Vatidis

8 min read 13 January 2025

Share this post

AI employee experience hybrid workplace

"HubStar enabled us to save millions in operating costs while not only avoiding disruption, but improving employee experience."

Fortune 500

Global Real Estate Lead @ Fortune 500 Company

"We will not make any meaningful real estate and workplace decisions without HubStar data."

Fortune 500

Global Real Estate Lead @ Fortune 500 Company

"HubStar allows us to see how space is being used and occupied, and helps us predict the space we’ll need going forward."

donna-porter

Donna Porter

Senior Space Manager @ Sheffield Hallam University

"Team were very happy! Implementation was great. We were up and running in days."

gavel_88dp_FFFFFF

Law Practice

"Perfect fit. The application works very well, and the support given has been exceptional. This was originally required for desk booking, but the business quickly took to the system and have been requesting further functionality since."

oil_barrel_300dp_FFFFFF

Application Analyst @ Oil & Energy Company

"Brilliant solution for managing office space. We've been able to be proactive and intentional about making our office space work."

5-3

Commercial Director @ Technology & Services Company

"Would 100% recommended. Our account manager is by far the best and most approachable person I've met on any contract I've worked on. Nothings is too much. They always have the answer and help make the changes we need and want. Having this type of customer service really makes a difference."

groups_300dp_FFFFFF

Facilities Manager @ Civic & Social Organization

"Support response and attention to detail is exceptional. Highly recommend as very good value for the investment. Staff find it easy to use and integration to Microsoft Outlook is great. Support is excellent."

volunteer_activism_300dp_FFFFFF

ICT Manager @ Nonprofit Organization

"What we've found most useful is the ability to customise the system to suit our needs. The rules and policy engine have allowed us to build in desk and room booking processes to communicate well with our team, and manage the space in our building."

5-3

Commercial Director @ Technology & Services Company

"The standout features are it’s clean and simple interface, ability to integrate with Outlook and the simple way it can be deployed to the display screens outside our rooms, not to mention the high level of support that’s provided with the product."

AEU

Evan Henderson

IT Officer @ AEU Victoria

"User-friendly interface, real-time reservations, and effective resource management improve productivity and space use. I use it everyday."

engineering_300dp_FFFFFF

Civil Engineering Company

"Very adaptable, highly featured and easy to use. I like the ability to address our very detailed requirements in a quick implementation with a modern, attractive user interface."

diamond_300dp_FFFFFF

Luxury Goods & Jewellery Company

"My favourite feature is the Outlook integration, as it enables our staff to book meetings in a familiar way. The bookings are automatically transferred without any extra steps for the end user."

AEU

Evan Henderson

IT Officer @ AEU Victoria

"The system was so intuitive, we really didn’t need to give people a lot of training."

Russell-Group

Jeremy Wilson

Operations Manager @ Russell Group University

"The reporting has been brilliant."

Russell-Group

Jeremy Wilson

Operations Manager @ Russell Group University

"Employees need to be able to collaborate closely, working in one room. The office environment needs to align with this seamlessly. What that means for us is that we need to measure usage and occupancy rates and adjust the workspaces accordingly as needed."

Mark-van-Rijt

Mark van Rijt

Managing Director of Facility Management @ ABN AMRO Bank

"HubStar has removed so much admin from my daily to-do list. These days I only spend about an hour a week, covering six offices and 800 staff members. Before I was spending an hour a day messaging people back and forth! This means the system has cut the time I have to spend on managing bookings by 80%."

tristan-drinkwater

Tristan Drinkwater

Facilities & IT Services Manager @ Exertis

"There’s a tremendous range of reports that we use to measure capacity levels."

Russell-Group

Jeremy Wilson

Operations Manager @ Russell Group University

"HubStar allows us to see how space is being used and occupied, and helps us predict the space we’ll need going forward."

donna-porter

Donna Porter

Senior Space Manager @ Sheffield Hallam University

"The experience that users now have using HubStar is absolutely fantastic. The implementation went smoothly and our staff find the system really easy to use. The support I’ve had is phenomenal - incredibly knowledgeable about the product and so helpful. They’re second to none"

tristan-drinkwater

Tristan Drinkwater

Facilities & IT Services Manager @ Exertis

"With the single push of a button, my team gains insight into spaces that are consistently underutilised and how many ‘no-shows’ have taken place"

wur-350x350-1

Fred Jonker

Information Services Policy Officer @ Wageningen University & Research

"I’d absolutely recommend HubStar. If someone asked me why, I’d say it simply does everything you need it to do. The feature set is rich and covers all the requirements that most organisations are likely to have."

tristan-drinkwater

Tristan Drinkwater

Facilities & IT Services Manager @ Exertis

"HubStar enabled us to save millions in operating costs while not only avoiding disruption, but improving employee experience."

Fortune 500

Global Real Estate Lead @ Fortune 500 Company

"We will not make any meaningful real estate and workplace decisions without HubStar data."

Fortune 500

Global Real Estate Lead @ Fortune 500 Company

"HubStar allows us to see how space is being used and occupied, and helps us predict the space we’ll need going forward."

donna-porter

Donna Porter

Senior Space Manager @ Sheffield Hallam University

"Team were very happy! Implementation was great. We were up and running in days."

gavel_88dp_FFFFFF

Law Practice

"Perfect fit. The application works very well, and the support given has been exceptional. This was originally required for desk booking, but the business quickly took to the system and have been requesting further functionality since."

oil_barrel_300dp_FFFFFF

Application Analyst @ Oil & Energy Company

"Brilliant solution for managing office space. We've been able to be proactive and intentional about making our office space work."

5-3

Commercial Director @ Technology & Services Company

"Would 100% recommended. Our account manager is by far the best and most approachable person I've met on any contract I've worked on. Nothings is too much. They always have the answer and help make the changes we need and want. Having this type of customer service really makes a difference."

groups_300dp_FFFFFF

Facilities Manager @ Civic & Social Organization

"Support response and attention to detail is exceptional. Highly recommend as very good value for the investment. Staff find it easy to use and integration to Microsoft Outlook is great. Support is excellent."

volunteer_activism_300dp_FFFFFF

ICT Manager @ Nonprofit Organization

"What we've found most useful is the ability to customise the system to suit our needs. The rules and policy engine have allowed us to build in desk and room booking processes to communicate well with our team, and manage the space in our building."

5-3

Commercial Director @ Technology & Services Company

"The standout features are it’s clean and simple interface, ability to integrate with Outlook and the simple way it can be deployed to the display screens outside our rooms, not to mention the high level of support that’s provided with the product."

AEU

Evan Henderson

IT Officer @ AEU Victoria

"User-friendly interface, real-time reservations, and effective resource management improve productivity and space use. I use it everyday."

engineering_300dp_FFFFFF

Civil Engineering Company

"Very adaptable, highly featured and easy to use. I like the ability to address our very detailed requirements in a quick implementation with a modern, attractive user interface."

diamond_300dp_FFFFFF

Luxury Goods & Jewellery Company

"My favourite feature is the Outlook integration, as it enables our staff to book meetings in a familiar way. The bookings are automatically transferred without any extra steps for the end user."

AEU

Evan Henderson

IT Officer @ AEU Victoria

"The system was so intuitive, we really didn’t need to give people a lot of training."

Russell-Group

Jeremy Wilson

Operations Manager @ Russell Group University

"The reporting has been brilliant."

Russell-Group

Jeremy Wilson

Operations Manager @ Russell Group University

"Employees need to be able to collaborate closely, working in one room. The office environment needs to align with this seamlessly. What that means for us is that we need to measure usage and occupancy rates and adjust the workspaces accordingly as needed."

Mark-van-Rijt

Mark van Rijt

Managing Director of Facility Management @ ABN AMRO Bank

"HubStar has removed so much admin from my daily to-do list. These days I only spend about an hour a week, covering six offices and 800 staff members. Before I was spending an hour a day messaging people back and forth! This means the system has cut the time I have to spend on managing bookings by 80%."

tristan-drinkwater

Tristan Drinkwater

Facilities & IT Services Manager @ Exertis

"There’s a tremendous range of reports that we use to measure capacity levels."

Russell-Group

Jeremy Wilson

Operations Manager @ Russell Group University

"HubStar allows us to see how space is being used and occupied, and helps us predict the space we’ll need going forward."

donna-porter

Donna Porter

Senior Space Manager @ Sheffield Hallam University

"The experience that users now have using HubStar is absolutely fantastic. The implementation went smoothly and our staff find the system really easy to use. The support I’ve had is phenomenal - incredibly knowledgeable about the product and so helpful. They’re second to none"

tristan-drinkwater

Tristan Drinkwater

Facilities & IT Services Manager @ Exertis

"With the single push of a button, my team gains insight into spaces that are consistently underutilised and how many ‘no-shows’ have taken place"

wur-350x350-1

Fred Jonker

Information Services Policy Officer @ Wageningen University & Research

"I’d absolutely recommend HubStar. If someone asked me why, I’d say it simply does everything you need it to do. The feature set is rich and covers all the requirements that most organisations are likely to have."

tristan-drinkwater

Tristan Drinkwater

Facilities & IT Services Manager @ Exertis