The reality of adaptive workplaces

By Sophie Grant, Global Workplace Strategy & Change Management Expert at AIS 

The concept of adaptive workplaces is gaining major traction as workplace dynamics continue to shift.  The approach recognises that spaces aren’t created by simply populating them with modular, moveable furniture and whiteboards on wheels. True adaptive workplaces are underpinned by strategic thinking and are, crucially, data-driven. 

So, how do we create spaces that adapt in real time and positively impact their users, rather than wait for a lease event or major refurbishment – and why does that matter? 

The era of adaptive design 

We find ourselves in an era of adaptive design for a few different reasons. Mandatory returns to work are still making the headlines, particularly in the financial services sector. Whether a return to work is mandated, or more gently encouraged, we are at a point where companies are looking for ways to increase employee presence in the workplace and they’re focused on delivering value from that commitment. 

That’s not to say that hybrid is old news, quite the opposite. Hybrid working is here to stay in some capacity, but there remains a clear imbalance between a company’s desired and/or required attendance and reality, leaving office space utilisation in the UK tracking behind pre-pandemic levels. This has all resulted in a growing trend towards flexible office solutions which help businesses avoid big initial investments in equipment and the need to modify a space on a large scale. They also provide the ability to adjust office capacity according to fluctuating and often hard to predict needs. 

What is changing is the conversation around square feet. While early responses to hybrid working often meant downsizing, that trend is slowing and, in some cases, reversing. Regardless of footprint, organisations now want and need every square foot to work harder and deliver measurable ROI. That’s where the adaptive workplace comes in. 

Removing the standard rhetoric 

When we consider what an adaptive workplace is, it’s not that moveable furniture and multi-use spaces don’t matter – they do. But they’re only effective when they’re the outcome of evidence-based decisions, not the starting point. 

Data is central to creating adaptive environments that continue to perform over time. At AIS, our approach to this involves using our Permanent Occupancy Evaluation tool to support continuous improvement and partnership. Analysing quantitative and qualitative data enables organisations to monitor how spaces are really used and respond to shifts in near real-time, over a prolonged period. 

By doing this you can keep the office aligned with how people work and treat the workplace not as a finished design product, but as a living system. This method offers a stark contrast to a traditional POE, which only represents a passing moment in time, often up to a year post occupancy. 

A shift in approach 

Creating adaptive workplaces does require a step-change in approach on two fronts. Firstly, from the point of view of capital expenditure. It would be naive to suggest that the majority of companies are able to set aside an additional pot of money to make these changes in real-time over a period of years. But those funds do become available if we adapt our thinking from the outset of a project, preserving a percentage of the initial budget to truly realise the potential and benefits of an adaptive workplace. 

Secondly, designers and strategists must put any ego to one side and understand the need to be humble, accountable and to continually measure, validate and adopt changes to embrace the long-term potential of a workplace. The result is better for everyone – a human-centerd, truly adaptive workplace that supports wellbeing, productivity and engagement and delivers that ROI that businesses are striving for. 

Disclaimer: The views expressed in this opinion piece are those of the author and do not necessarily reflect the views of The Well Crowd. This content is for information and discussion purposes only and should not be taken as medical, health, or professional advice.