Strategic space planning for right-sized workplaces

Growing teams and shifting working styles are putting organizations under pressure to do more with less. As they adapt to a mix of in-person and remote schedules, many are seeing a noticeable drop in office utilization, especially among larger companies, where usage has fallen below 60% (CBRE, 2023). Approximately 60% of organizations want employees to work in the office three or more days per week, but only 51% of employees are in the office that frequently (CBRE, 2024). Even so, the office continues to hold strong value. Companies still see it as a place that supports team culture, builds connections, and anchors the work experience. Rather than stepping away from it, 59% of today’s occupiers are considering relocation to upgrade location or experience, 68% are pursuing better at a smaller scale, strategically right-sizing to optimize their footprint. Organizations are seeking quality spaces that feel purposeful and agile, outfitted with the flexibility and amenities that support a new way of working. So, when employees do come in, the workplace is equipped to support them fully.
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But translating those goals into functional, right-sized spaces is no simple task. The challenge of space planning and creating critical mass is holding many companies and their landlords back from making confident, cost-effective decisions about how a space should be used. It’s a complex problem, but it’s one Holland is built for. With over a decade of technical design and operational expertise, Partner Leanne Walker specializes in helping clients do more with less, maximizing performance within constrained spaces, and aligning design with both budget and business needs. Her approach, grounded in clarity, collaboration, and code-level precision, transforms even limited square footage into environments that work hard for the people who use them.
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In this blog post, Leanne shares how strategic, design-led thinking can turn even the most compact footprints into efficient, human-centred spaces that work smarter, not harder.

Smaller but smarter

Real estate is one of the most significant expenses for any organization. That's why spaces can’t just be filled, they need to be planned with purpose. Space efficiency is all about making intentional decisions, so when companies right-size, every square is purposeful.

At Holland, space efficiency starts with understanding the people who use the space. Before any design decisions are made, we begin with Workplace Mapping. This involves analyzing how teams operate day to day: how often they meet, how they move through the office, and whether the current layout supports or limits their work. It’s part of a broader workplace strategy that considers cultural values, business goals, and workflow patterns to identify where space is underused, misaligned, or ready for improvement.

Through surveys, interviews, and observational studies, we help organizations align their space with how work really happens. The result is a layout that maximizes use, minimizes waste, and creates an environment that is efficient without compromise.

Space-saving design

Once the strategy is in place, design decisions need to do the heavy lifting. Every feature must work harder, not just to fit the floor plan, but to support how people actually work. The most effective design strategies aren’t about scaling back, but about scaling smart. These are the kinds of features that make leaner workplaces feel intentional, elevated, and equipped for what’s next:

1. Hot desk models

Hot desking supports flexibility without sacrificing clarity. By removing assigned seating, teams gain autonomy while the space gains breathing room. It’s a shift that prioritizes movement, choice, and adaptability, giving people the freedom to work where it makes sense for them.

2. Modular furniture

Modular pieces respond to change without disrupting the space. They can be rearranged, expanded, or tucked away to suit the day’s needs, whether that’s a focused work session, a collaborative meeting, or a quick brainstorm. This level of adaptability allows one space to support many modes of work, without compromise.

3. Multi-functional pieces

In leaner layouts, one item should rarely serve just one purpose. Multi-functional furniture, like a bench that offers storage, or a wall panel that also writes adds quiet efficiency to a space. The result is a workplace that feels streamlined, not stripped back.

4. Wall mounted shelves and cabinets

Vertical storage is simple but powerful. It increases storage capacity while lifting visual clutter off the floor, opening up space for movement, light, and focus. It’s a small shift that supports greater flexibility, freeing up square footage without compromising function or flow.

Amenities

Shared spaces are one of the most efficient ways to optimize a tight footprint, but only when they’re designed with people in mind. Rather than duplicating kitchens, wellness rooms, or meeting areas across departments, centralized amenities allow organizations to consolidate square footage while still meeting diverse needs. For both landlords and tenants, shared amenities aren’t just a value-add, they’re a strategic asset. Over 33% of today’s organizations are factoring amenities into their lease agreements, and 32% are relocating to better quality amenity spaces altogether. As employees gain more choice over where and how they work, amenities are influencing decision-makers who are striving to balance employee experience, well-being, sustainability, and operational efficiency. But what works well in one workplace may fall flat in another. The most effective amenity strategies are never off the shelf, they’re personalized.

We took a deeper look at the role of amenities in a previous blog, exploring how thoughtful, well-planned spaces can elevate everyday experience and reflect the people they’re designed to support. Read more on amenity design.

‍Get in touch with us

As teams grow and working models evolve, the most successful organizations will be those that treat space as a strategic asset rather than a static one. From adaptable furniture and efficient layouts to well-designed shared spaces, every design decision plays a role in how a workplace performs. While these decisions directly impact the people using the space, they also affect how well that space continues to serve the business, something landlords are increasingly attuned to as tenant expectations shift.

At Holland, we specialize in getting more out of the space you already have. Through Workplace Mapping planning and design, we transform compact footprints into spaces that support growing teams, evolving needs, and better day-to-day performance.
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Are you managing multiple floors or rethinking how your team uses its space? Get in touch with us today.