10 Essential Things To Look For in a New Office in 2025

by
Alice Twu
December 1, 2024
Facilities
Hybrid Work
Space Design

TL;DR Article Summary

As organizations plan their next move in 2025, finding the right office to support their workforce in the modern workplace is critical. The work landscape has shifted dramatically, and with it, the expectations for office spaces. Office considerations for 2025 that leaders must focus on include balancing flexibility, technology, and the employee experience.

“The combination of work and lifestyle spaces and services inside and outside the workplace is the difference between great and exceptional.” - Gensler Global Workplace Survey 2024

Organizations looking to create exceptional workplaces should consider how the office design, tech infrastructure, surrounding services, and office location support their workforce’s productivity and wellbeing. Below, we break down the essentials you need—whether you’re looking for your next office or planning to redesign your current workspace.

1. Desk Booking Software

Flexibility is at the forefront of employees’ desires when looking for work in 2025. According to a Workmonitor report, 81% of workers value schedule flexibility, and over 50% of people looking for a new job are looking for flexibility-related perks. Hot desking, or desk hoteling, supports flexible working schedules by optimizing workspaces for when employees are actually in the office.

Desk booking software reduces underutilized space and supports efficient hot desking by ensuring employees can reserve workspaces when needed. This system supports flexible work schedules, allowing employees to seamlessly transition to in-office work, knowing they will have a suitable workspace to help them be productive and collaborative. A desk booking software like Skedda also has Space Attributes that let you organize and filter workspaces based on specific amenities or requirements to streamline space selection.

2. Meeting Room Booking Software

Collaboration is a key driver for in-office work, making the process of being able to reserve the right meeting rooms critical to collaborative success. Research in the Nature Journal shows that brainstorming is done better in person, emphasizing that office space should support this collaboration. Additionally, the next generation of workers wants in-person collaboration spaces, with 74% of Gen Zers wanting more opportunities to collaborate with colleagues face-to-face (Accenture).

Meeting room booking software simplifies reserving spaces for various tasks, from brainstorming and team syncs to client presentations. Having a platform that syncs with Microsoft Outlook and Google Calendar minimizes scheduling conflicts and ensures spaces are used efficiently. Integrations with these popular apps drive adoption and ensure your workforce is all on the same page when booking rooms.

3. Occupancy Tracking

Organizations need to understand how their office is used to maximize space utilization while enhancing productivity and collaboration. Occupancy tracking provides data on peak usage times, ensuring you’re not letting spaces go to waste. This information can guide your decision-making and help you adjust layouts or policies to align with employee habits. Occupancy tracking is also a cornerstone to securing your workplace, as knowing who is in the building at what time and having a history of that is essential during emergencies. 

Read more: Skedda’s Wifi-Based Occupancy Tracking & QR Codes for Check-In

4. Visitor Management Systems (VMS)

The modern workplace is dynamic, often hosting a mix of employees, contractors, clients, vendors, and other guests. A robust visitor management system (VMS) enhances security, provides seamless check-ins, and reflects professionalism, making a solid first impression on visitors. 

A visitor management system that provides multiple check-in/out methods ensures that visitors can easily do so with the method that works best for them. Automatic notifications for hosts letting them know their guests have arrived help provide a smoother and more welcoming experience for visitors. Additionally, a VMS can help you keep an accurate record of visits, which may be useful in emergencies.

5. Thoughtful Layout and Design

Hybrid work demands varied spaces tailored to different activities. From hot desks and collaborative spaces to cafes and areas for relaxation, the hybrid workplace must meet the flexible working needs that employees now desire. Gensler research found that there are four space types essential to workplace productivity:

  • Spaces for creative group work
  • Spaces for individual work
  • Spaces to reflect and restore
  • Spaces to refresh and recharge

Additionally, employees no longer come into the office five days a week and sit at their desks all day. Gensler found that workplaces now need to be optimized to effectively support all five work modes

  • working alone
  • working with others in person
  • working with others virtually
  • learning
  • socializing

Therefore, organizations should look for and design various space types, including innovation hubs, project/team rooms, work cafes, outdoor workspaces, and focus rooms, which Gensler found had the most significant impact on performance.

“When you stop and think about what people really need and the role of the office, it’s shifted. We asked about 16 different types of spaces beyond your individual desk and an enclosed conference room. And there were four categories of spaces that started to emerge.” - Janet Pogue McLaurin, Global Director of Workplace Research at Gensler 

Watch: Gensler’s Janet Pogue McLaurin on Crafting the Future Office

6. Amenities and Ambiance

The office’s condition and ambiance can influence morale and productivity as well. Gensler research found that building quality is directly related to workplace quality: high-performing workplaces are twice as likely to be in a high-quality office building. Additionally, employees working in higher-quality buildings feel more positively about their company than those in mid- to low-quality buildings.

Organizations should look for clean, well-maintained spaces with modern finishes, good acoustics, and ample natural light. Windows, greenery, and aesthetically pleasing designs can also create an inviting atmosphere that attracts employees to the office. From coffee stations to wellness rooms, amenities enhance employee experience and wellbeing. In 2025, top office considerations should include spaces that offer value beyond work, such as fitness centers, bike storage, or lounges.

“Great workplaces are intentionally designed to evoke feelings in a space by overlaying experience factors with space function. The most important experience factors that promote workplaces from good to great include feeling that the space is beautiful, welcoming, and inspires new thinking.” - Gensler Global Workplace Survey 2024

Read More: Top 5 Companies Setting Up Hybrid Meeting Rooms Right

7. Location, Location, Location

Proximity matters when employees make the office commute. Exceptional workplaces support employees by being located in neighborhoods where employees can access spaces that support working and living (Gensler). Offices should be central enough to reduce commute times for most employees and located in vibrant areas with accessible amenities.

The office’s location should also be ideal for lunch options and after-work hangout spaces. Proximity to good dining and social venues can make or break an office’s appeal. Employees value the chance to grab a meal or unwind with colleagues after work, so consider nearby restaurants and bars as part of your decision-making. 

8. Transportation and Parking Options

A well-connected office is non-negotiable. Shorter commute times came in as “the most important office location consideration by a wide margin,” with 47% of respondents listing commute time as a key factor (Lincoln Property Co.). According to WFH Research, the ease of travel to and from the office is the second most important factor people cited for working there. Therefore, organizations should ensure the location has ample public transportation options and parking facilities to cater to a diverse workforce with varying commuting preferences. 

Watch: WFH Research’s Jose Maria Barrero shares evolving trends in hiring for hybrid workplaces.

9. Updated and Reliable Technology

Organizations can distinguish their office space from other places where employees can work by investing in the best IT equipment, AV equipment, and reliable networks. Employees need uninterrupted internet to connect with remote teammates, access cloud-based tools, and perform tasks efficiently. That could be the power of the workplace—providing employees with the best well-rounded support.

Organizations should ensure that their offices have AC and heating systems for better climate control and the ability to set up tech tools like video conferencing systems. A study conducted by International Workplace Group showed that 95% of CEOs have invested in new technology in their businesses to improve hybrid workplace environments over the past year. The numbers indicate that an updated workplace fit for the up-and-coming tech tools is a top priority for leaders.

“We wanted to use technology to make our values come to life. We over-invested in the things that could fulfill the design criteria related to our culture: high-quality WiFi, sound, cameras. Our vision was a workplace in which everyone, in every room and every location, could equally see, hear, and engage with each other.” - Eric Severson, Chief People, ESG, and Belonging Office at Neiman Marcus Group (NMG)

Watch: Kisi CEO Bernie Mehl on Using Access Control Data to Improve Hybrid Work

10. Size and Growth Potential

The right office should accommodate current needs while leaving room for growth. Whether expanding headcount or adding more hybrid-friendly spaces, flexibility in lease terms and square footage is critical. For example, when building out its new office, Logitech left 20% of the office space empty, allowing for flexibility if the company wanted to change the office to meet new employee needs. 

Finding the Perfect Fit in 2025

The hybrid work model has reshaped office needs, changing what organizations need to consider for their office space in 2025. By prioritizing these essentials, organizations can create spaces that support productivity and foster a sense of connection and belonging. Investing in an office that aligns with your hybrid workforce’s expectations will ensure your company stays competitive, adaptive, and ready for the future of work.

If you’re ready to start managing your workspaces more effectively, create your free Skedda account today.

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