Office, facility, and upkeep groups throughout giant enterprises focus on targets particular to their roles and tasks. Additionally they really feel they face totally different challenges, in response to new analysis by Eptura. What connects all of them, nonetheless, is how a unified platform with AI-backed workflows may help them collectively ship cost-efficient, productive areas.
The 2025 Office Index report integrates analysis with information from 25 million customers of the Eptura platform and findings from a survey of 200 VP and C-suite executives from numerous departments, together with IT, operations, HR, finance, and actual property, inside giant enterprises which have greater than 5,000 workers.
Connecting roles to targets in facility and upkeep administration
Groups on the similar group have totally different particular person targets as a result of every function comes with a novel set of focuses, tasks, and challenges.
For the Office Index report, we collected totally different information units primarily based on three primary job capabilities:
- Worker expertise and office technique: In control of making a constructive and productive work atmosphere. Major targets embody aligning on a unified imaginative and prescient throughout all operational capabilities and rising office productiveness, which includes making certain that the bodily and digital areas are designed to assist collaboration, well-being, and effectivity.
- Buildings and facility administration: Liable for the bodily infrastructure of the group. Prime priorities embody integrating a number of office and constructing applied sciences to create a seamless and environment friendly atmosphere and optimizing actual property to cut back prices and enhance house utilization is essential.
- Asset and tools administration: Oversees upkeep and administration of the group’s belongings. The primary aim is upkeep administration of all belongings, making certain that tools and sources are well-maintained, and accessible when workers want them.
As a result of it consists of information from totally different teams, the report reveals the multitude of the way business professionals are working towards delivering protected, safe, environment friendly services that assist productiveness. It additionally highlights the methods a unified platform with AI-backed workflows may help organizations obtain this extensive number of targets from throughout groups and departments.
Worker expertise and office technique: Unified imaginative and prescient
One of many prime targets for individuals in command of worker expertise and office technique is aligning on a unified imaginative and prescient throughout all operational capabilities, with 31% of respondents figuring out this as a key aim. This goal is essential as a result of it ensures that each one departments and groups are working towards a typical set of targets and requirements. By fostering alignment, organizations can create a extra cohesive and built-in office, which might result in higher communication, extra environment friendly processes, and a stronger firm tradition. Alignment is crucial for driving total organizational success and making certain that each one efforts are directed towards reaching the corporate’s strategic targets.
One other vital goal is rising office productiveness, cited by 26% of respondents. This aim is concentrated on creating an atmosphere the place workers can carry out at their finest. By optimizing the office, managers can cut back distractions, enhance workflow, and supply the required instruments and sources that improve productiveness. Prioritizing office productiveness advantages the group by rising output and effectivity whereas enhancing worker satisfaction and engagement. Simply behind these prime two targets, at 14%, is prioritizing worker expertise by making it seamless and simple to make use of. This aim is necessary as a result of a constructive and frictionless worker expertise can considerably increase morale, cut back turnover, and improve total job satisfaction. By specializing in these targets, office strategists goal to create a office that isn’t solely productive but in addition pleasurable and supportive for all workers.
Buildings and facility administration: Built-in methods
An necessary aim for individuals in command of buildings and facility administration is the mixing of worker, office, and asset options, with 23% of respondents figuring out this as a key goal. By integrating these options, facility managers can improve worker productiveness, enhance office satisfaction, and be sure that belongings are utilized successfully. Integration can result in higher useful resource allocation, decreased operational prices, and a extra cohesive and responsive facility administration system.
One other vital aim is actual property forecasting and optimization, cited by 22% of respondents. The main focus right here is on making data-driven choices to optimize the usage of actual property belongings, making certain that house is used effectively and cost-effectively. Actual property forecasting helps facility managers anticipate future wants and make strategic choices about house allocation, which might result in vital price financial savings and improved operational effectivity.
Simply behind these prime two targets, at 18%, is the automation of services operations. Automation can streamline routine duties, cut back human error, and release workers to give attention to extra strategic initiatives, which is especially necessary for enhancing the general effectivity and reliability of facility administration operations.
Asset and tools administration: Centralized resolution
A prime aim for individuals in command of asset administration is centralized upkeep administration of all belongings, with 20% of respondents highlighting this as a key goal. Centralized administration helps groups guarantee they will constantly monitor and keep belongings, resulting in extra dependable operations and higher useful resource allocation. Asset managers can cut back downtime, reduce surprising failures, and prolong the lifespan of their belongings, saving prices and enhancing total effectivity.
In line with the analysis within the report, one other vital aim is totally digitized asset stock and asset information, cited by 19% of respondents. A completely digitized asset stock gives a complete and up-to-date report of all belongings, which is crucial for efficient monitoring, reporting, and decision-making. Digitization also can improve transparency, enhance accuracy, and facilitate proactive upkeep methods. Simply behind these prime two targets, at 15%, is rising the uptime of the asset portfolio. Making certain that belongings are operational and accessible when wanted is essential for sustaining productiveness and minimizing disruptions. The shut outcomes between the highest two targets spotlight the significance of each centralized administration and digitized information in reaching larger asset uptime and total operational excellence.
How AI-back workflows assist groups overcome challenges throughout the enterprise
There’s a lot that every crew plans to perform, however they’ll first have to navigate a collection of challenges. Once we requested every of the three teams, “Which of the next is your greatest problem in the case of your buildings and services operations?”, the responses had been:
- Worker expertise: Leveling occupancy throughout the working week
- Buildings and services: Optimizing actual property portfolio
- Asset administration: Rising asset lifecycle
In each case, the best way previous their greatest issues begins with a unified platform that can empower the group to unlock the worth chain.
Worker expertise: Leveling occupancy throughout the workweek
By making certain the workers and guests use areas constantly all through the week, organizations can keep away from peak congestion and underutilized durations. A stability results in a extra comfy and productive work atmosphere for workers, reduces the necessity for added actual property, and optimizes useful resource allocation. A well-managed occupancy schedule also can improve collaboration and communication amongst groups, because it ensures that assembly areas and work areas can be found when wanted.
Actual-time occupancy analytics
A unified platform backed by AI workflows is instrumental in leveling occupancy throughout the working week, making a balanced and environment friendly office. One of many main options of such a platform is real-time occupancy analytics, which empowers office and facility administration groups to leverage AI algorithms to repeatedly monitor and analyze information from desk reserving methods, Web of Issues (IoT) sensors, and worker schedules.
For instance, occupancy sensors can detect which desks and assembly rooms are getting used and when, offering instant insights into underutilized areas and peak congestion instances. Facility managers can then use this information to make knowledgeable choices, reminiscent of reassigning desks or adjusting assembly room availability to make sure constant utilization all through the week. These insights assist groups keep away from the widespread challenge of overcrowded areas on sure days and underutilized areas on others.
An clever, unified platform additionally helps collaboration and communication amongst groups by making certain that assembly areas and work areas can be found when wanted. AI-driven dynamic desk allocation can robotically alter desk assignments primarily based on worker schedules and preferences, lowering the chance of overbooking and making certain that areas are used effectively.
For instance, if a crew has a recurring assembly on a particular day, the AI would possibly counsel various areas for different groups to keep away from conflicts. The platform also can provide customized suggestions for desk and assembly room bookings, suggesting one of the best accessible areas primarily based on particular person wants and previous conduct. The system not solely improves the person expertise but in addition helps in strategic planning, lowering the necessity for added actual property and optimizing useful resource allocation.
Buildings and services: Optimizing the actual property portfolio
By effectively managing the actual property portfolio, corporations can cut back prices, enhance house utilization, and be sure that their services align with enterprise wants. Optimization can result in higher monetary efficiency, enhanced worker satisfaction, and a extra sustainable use of sources. It additionally permits organizations to adapt shortly to altering enterprise circumstances and market calls for.
House utilization analytics
An necessary function of an clever, unified platform is superior house utilization analytics, which permits groups to make use of AI to watch and analyze how totally different areas of the workplace are getting used over time. For instance, organizations can use the platform to trace which desks and assembly rooms are steadily occupied and which stay underutilized, offering detailed experiences that assist facility managers make data-driven choices. They’ll then use the information to reconfigure workplace layouts, consolidate underused areas, and even downsize the actual property portfolio, thereby lowering prices and enhancing total house effectivity. By aligning the bodily house with enterprise wants, the crew ensures that each sq. foot is utilized to its most potential, main to higher monetary efficiency and a extra sustainable use of sources.
The answer also can assist facilitate fast and seamless adaptation to altering enterprise circumstances and market calls for. Dynamic house administration options, reminiscent of AI-backed desk and assembly room allocation, can robotically alter to new worker schedules, venture wants, and crew sizes. For instance, if an organization must quickly increase a crew or reassign workers to totally different tasks, the platform can shortly reallocate areas to accommodate these modifications with out the necessity for handbook intervention. Flexibility not solely enhances worker satisfaction by offering a extra responsive and adaptable work atmosphere but in addition ensures the group can reply to market dynamics, reminiscent of distant work developments or elevated demand for collaborative areas.
Asset administration: Rising asset lifecycles
By extending the lifespan of belongings, organizations can cut back upkeep prices, reduce downtime, and enhance total operational effectivity. Nicely-maintained belongings are extra dependable and carry out higher, resulting in larger productiveness and fewer disruptions.
Preventive and predictive upkeep
A unified platform backed by AI workflows is crucial for rising the asset lifecycle, serving to asset administration groups cut back upkeep prices, reduce downtime, and enhance operational effectivity. One of many key options is predictive upkeep, which makes use of machine studying to research historic information and present utilization patterns to forecast when tools is more likely to fail. For instance, the crew can use the platform to watch the efficiency of HVAC methods, printers, and different important belongings, figuring out potential points earlier than they grow to be main issues. The proactive strategy permits upkeep groups to schedule repairs and replacements throughout low-occupancy durations, lowering the influence on day by day operations and making certain that belongings stay in optimum situation. By extending the lifespan of those belongings, organizations can save vital quantities of cash on upkeep and alternative prices, resulting in larger productiveness and fewer disruptions.
They’ll additionally use the AI algorithms to generate alerts for routine upkeep duties, making certain they keep on prime of duties. And by integrating the system with IoT gadgets, they will monitor environmental circumstances that have an effect on asset longevity, reminiscent of temperature and humidity, and alter these settings to forestall put on and tear.
Clever worktech is the fitting resolution for groups throughout the enterprise
Office and facility groups at enterprises have a transparent thought of the methods they will finest contribute to bigger organizational targets. Nonetheless, they don’t at the moment have the expertise they should overcome challenges and meet their targets. Information stays troublesome to seize and share, making real-time responses and deeper analytics not possible.
“We all know the reply to worth optimization doesn’t lie with extra expertise,” writes Brandon Holden, CEO Eptura, within the 2025 Office Index report.
By changing into extra related, extra knowledgeable, and extra clever, groups can improve worker expertise and optimize facility and asset administration.
“With the fitting expertise in place, we consider organizations can now unlock unequalled worth by harnessing the facility of 1 unified resolution, cross-platform information analytics, and embedded AI,” Holden explains.
Obtain the complete 2025 Office Index report to be taught extra about these developments and the way they straight have an effect on your group.
By Jonathan Davis
Jonathan writes about asset administration, upkeep software program, and SaaS options in his function as a digital content material creator at Eptura. He covers developments throughout industries, together with fleet, manufacturing, healthcare, and hospitality, with a give attention to delivering thought management with actionable insights. Earlier in his profession, he wrote textbooks, edited NPC dialogue for video video games, and taught English as a overseas language. He holds a grasp’s diploma in journalism.
