**Global Occupancy Report Highlights Portfolio Optimization and Office Utilization**
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*Image courtesy of Connect CRE*
![Matt Quadro – JLL Headshot]
*Matt Quadro*
Not so long ago, offices were bustling with employees and desks filled with activity. Then came the pandemic, ushering in a new era of remote work and leaving many commercial spaces underused. Now, organizations around the globe are sharpening their focus on portfolio optimization through smarter data use, aiming for improved office utilization and embracing higher density and desk-sharing models.
According to JLL’s newly released *Global Occupancy Planning Benchmark Report 2025*, companies are no longer just trying to cut space but are strategically balancing flexibility and structure to integrate hybrid work models effectively.
The 2025 benchmark report, in its tenth annual edition, reflects insights from 99 organizations covering 745 million square feet of corporate real estate across various regions worldwide. Matt Quadro, JLL’s Senior Director of Occupancy Planning and Management, emphasized the shift in tone: “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,” he told Connect CRE.
**Focus on the Portfolios**
Quadro highlighted that portfolio optimization rose to become the top corporate real estate priority in 2025—jumping from its third-place ranking the year before. “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 said.
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Hybrid work typically results in decreased office attendance and less need for physical space. This opens the door for companies to operate with a more efficient real estate footprint. “By effectively tracking utilization and occupancy, we can advise our clients on how to best manage their square footage,” Quadro explained.
**Wrestling with Data**
However, optimizing portfolios demands data—accurate, timely, and granular. The report notes that many companies still struggle with their data capabilities. “This challenge is connected to technological limitations and data quality issues,” Quadro said, adding that hybrid work complicates real-time tracking and prediction of workspace use.
Traditional data systems, such as badge swipes, fail to provide the nuanced insights needed for precise planning. Moreover, the lack of standardization in how occupancy data is defined and calculated increases the difficulty of making meaningful comparisons across industries and regions.
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“This highlights the need for better industry standardization when comparing data across organizations for accurate benchmark insights,” Quadro noted. He also recommended regular data audits and increased use of digitized tools and AI-enhanced visualization platforms to elevate data quality.
**Is Sharing Still Caring?**
Another spotlight of the report is the growth of desk sharing. Once a niche concept, it’s becoming more central to office strategy. “The prevalence of hybrid work and continued focus from organizations to enhance space utilization has made this a continuous journey,” said Quadro.
Back in 2017, only about 5% of U.S. employees shared desks. Today, approximately 31% now visit the office just once or twice a week, making desk sharing a necessary efficiency practice. “Agile seating will be key to driving space utilization and overall efficiencies,” Quadro explained.
**The Takeaway**
The 2025 report concludes with a strong call to action. Technology, balanced decision-making, and holistic stakeholder engagement are essential for managing modern-day workplace strategies.
“Invest in space and occupancy data systems to establish a baseline for portfolio decisions, while recognizing that optimal space use varies by company,” Quadro advised. While industry benchmarks serve as important reference points, he emphasized the value of steady feedback from employees and leadership to tailor effective solutions.
In short, successful office planning now requires a blend of quantitative metrics and qualitative insight. “All of this requires combining quantitative occupancy metrics with qualitative stakeholder insights to create workplaces that balance efficiency with employee experience, supporting both productivity and wellbeing,” Quadro concluded.
