Insights from our Intelligent Workplace roundtable

Our managing director, Rachel Houghton, sat down with leaders in the built environment to explore data, digitisation, and the future of workplace transformation, as part of our Intelligent Workplace event series.

The session brought together leaders from across the workplace ecosystem, including occupiers, strategists, designers, technology specialists and operational delivery partners, to explore how organisations are navigating the next phase of workplace change.

Our briefing paper, “Reimagining the office”, framed the evening. It explored the occupancy paradox facing UK organisations, the gap between allocated and chosen space, and how the pressure is growing on estates teams to justify actions with data.

From that foundation, the roundtable was asked: “What comes next?”

The shift to workplace Intelligence

For decades, workplace planning was shaped primarily by real estate considerations. Lease cycles, cost efficiency and portfolio management drove most decisions.

That model is shifting. Organisations are increasingly asking not just how much space they need, but how teams really use it, how environments influence collaboration, and how the workplace can better support performance and culture.

Data is the foundation

One of the clearest themes to emerge was the growing role of data in workplace decision-making. Most organisations are already collecting information through access control systems, desk booking platforms, occupancy sensors and employee engagement tools. 

But despite this, the data typically sits across multiple disconnected systems. The opportunity lies in connecting these sources to build a meaningful picture of how workplaces actually function, and to move from reactive management towards continuous, evidence-based optimisation.

Digitisation and the workplace lifecycle

Digital platforms are reshaping how workplaces are managed, covering everything from asset lifecycle tracking to space planning and employee experience tools. However, if these systems are implemented in isolation, these tools risk creating siloed information.

Workplaces require joined-up insight to build a coherent workplace intelligence framework.

The fragmentation of teams

The roundtable also reflected how workplace delivery has become increasingly complex. Where organisations once maintained large internal property teams, that responsibility is now spread across strategists, designers, technology providers, facilities management partners, and operational specialists.

Each of these specialists brings valuable expertise to the running of an estate, but they require stronger coordination to align the strategy with the delivery.

Continuous transformation

Perhaps the most significant shift discussed was the move away from large, infrequent transformation programmes towards a model of continuous change.

Organisations need to adapt workplaces incrementally, enabled by real-time data and digital platforms. Ultimately, those changes will respond to how people actually behave, and will reflect what they want, rather than waiting for a lease break or a business restructure to prompt change.

How to get involved

These conversations reinforce our belief that the future of workplace strategy lies in combining data insight, strong leadership and genuine cross-disciplinary collaboration.

Today, the workplace is a platform for organisational performance. Read insights from our previous fiscal workplace change roundtable, or explore this theme deeper in our "Reimagining the office" briefing paper and the full "Intelligent Workplace" outcome paper.

Read more about our workplace transformation service and collaborative partnership with Iron Mountain.

Contact us to find out how we can support your workplace change or reach out to our team for a quote.