**Global Occupancy Report Highlights Portfolio Optimization and Office Utilization**
Not long ago, offices were filled with employees at dedicated desks. Then the pandemic ushered in a new era dominated by remote and hybrid work, leaving large amounts of office space underutilized. Today, global organizations are focusing on portfolio optimization by leveraging better data, improving office utilization, encouraging desk sharing, and increasing workplace density.
These insights are drawn from JLL’s newly released *Global Occupancy Planning Benchmark Report 2025*, which analyzed responses from 99 organizations managing a combined 745 million square feet of commercial real estate across various global regions.
“The findings suggest that organizations are attempting to balance flexibility with structure, and acknowledging that hybrid work involves thoughtful implementation, rather than simply reducing office footprints,” said Matt Quadro, Senior Director of Occupancy Planning and Management at JLL.
### Portfolio Optimization Takes Center Stage
Quadro noted that portfolio optimization has emerged as the top corporate real estate (CRE) objective for occupancy planning—rising from the number three spot last year. “It’s intrinsically linked to hybrid work models and space utilization efficiency, marking a significant evolution from 2015, when the focus was on traditional cost-cutting measures,” he explained.
Hybrid work inherently reduces the need for large office footprints. In response, many organizations have been working to create a more efficient use of their space. “By effectively tracking utilization and occupancy, we can advise our clients on how to best manage their square footage,” Quadro added.
### The Challenge of Data
However, the ability to track utilization hinges on quality data—something many companies are still struggling with. The report notes that comprehensive occupancy metrics are crucial for effective workplace management, yet technological limitations and data quality challenges persist.
Tracking space usage has become harder in the hybrid era. Reliance on relatively basic systems, like employee badge scans, no longer provides sufficient detail. “There’s also a lack of industry standardization regarding data definitions and calculations,” Quadro said.
He suggested several ways companies can improve their data game, including regular data audits, better use of digital tools, and implementing AI-powered visualization platforms. “This will help lay the groundwork for accurate benchmarking and informed strategy,” he said.
### Desk Sharing on the Rise
Another trend spotlighted in the report is the growing prevalence of desk sharing. While the practice isn’t new, its adoption has accelerated with the rise of hybrid work. “This has become a continuous journey rather than a one-time strategy,” Quadro noted.
In 2017, just 5% of American workers were involved in desk sharing. Today, approximately 31% of employees come into the office only one or two times per week, making desk sharing a more viable and necessary strategy. “Agile seating will be key to driving space utilization and overall efficiencies,” Quadro added.
### The Bigger Picture
As companies adapt to this evolving workplace landscape, the JLL report offers several calls to action. Quadro believes that technology—combined with a balanced approach—is central to successful space management.
“Invest in space and occupancy data systems to establish a baseline for portfolio decisions, while recognizing that optimal space use varies by company,” he advised.
He also emphasized the importance of combining quantitative data with qualitative feedback from leadership and employees. “This enables the creation of workplaces that strike a balance between efficiency and the employee experience, supporting both productivity and wellbeing,” Quadro concluded.
