Author: Jim Groves, CEO and founder, Rubberdesk
If you’d think Covid is the biggest workplace disruptor in the last century, think again. The pace of change of AI capability will affect every workplace and have more of a lasting effect than Covid ever did. From Copilot’s help with composing communications, to sales agents that qualify customer requirements, to capacity and environmental evolution; the workplace is in the process of being re-tooled and the staff that work there, re-skilled. And, while Covid might have driven teams apart, AI could actually bring them closer together.
AI as a force for collaboration
Within the built environment, we’re seeing a clear increased need for collaborative spaces (think get-together, more than break-out) and more fluid use of space with on-demand connective spaces. We are long past the days where the size of the office matches the size of the team. Hybrid working – where employees split their time between the office and remote locations – has led to office attendees varying day-to-day.
What happens when more people than desks show up? Enter Space as a Service (SaaS). SaaS is space acquired on demand – be it desks, coworking spaces, meeting rooms or event spaces. And it’s on the rise. Flexible space operators are now incorporating overflow space into their designs and processes, to manage surge capacity.
To keep pace with demand, and to allow businesses to offer SaaS, AI tools are becoming an essential component. AI can arm flexible space providers with tracking to understand office utilisation and help flex spaces plan for the future. It can also assist with manual tasks, such as manage desk reservations – allowing teams to consistently sit together. And, by understanding who’s coming into the office and when, it can help manage the built environment to optimum effect – for example turning up or down the HVAC (Heating, Ventilation and Air Conditioning) in certain areas or through door security controls giving access to the staff booked in for the day.
AI is now being integrated directly into the physical workspace. Smart offices—equipped with AI-powered systems—can adjust lighting and temperature to create an environment that’s more comfortable and sustainable. This integration is making office spaces not only smarter, but also more adaptable.
AI is helping this shift by enabling businesses to create environments that cater to both in-office and remote employees, ensuring productivity and good collaboration, regardless of location.
AI as a force for efficiency
For businesses, historically finding the right office space has been incredibly time-consuming, requiring hours of research, phone calls, and site visits. It’s often fallen to support staff to manually trawl through listings and book a range of physical tours for a senior team to attend. AI changes all of that.
Now, businesses can use AI-powered platforms to automatically assess their needs—whether it’s team size, location preferences, or budget—and match them with the most suitable spaces within seconds. Machine learning algorithms even predict the best office options based on historical data and industry trends, allowing for a more targeted, efficient approach to office selection.
AI sales agents are helping tenants find and negotiate office space deals – streamlining and simplifying what used to be a lengthy and high friction process. It can help at the next stage, too, as contract law is also making more use of AI to review documents and reduce lead times.
AI architectural tools now mean you can design your floorplan in minutes through multiple iterations – a lengthy and costly process that used to take back and forth between designers and tenants.
On the flipside, changes that AI brings, will also affect the size of the work force, making it harder for businesses to plan long term on the size required. This means businesses will lean into shorter term agreements – such as 1-year rather than the historical 5 – 10 years.
The human touch still makes the most of AI
Businesses are increasingly focused on finding a balance between harnessing AI to boost efficiency and preserving the human element that makes workspaces thrive. In flexible office environments, this balance is especially important, as companies integrate AI without losing the personal, collaborative atmosphere that draws people to co-working spaces and serviced offices. The friendly hello at the door and the concierge-style service are often the things that are remembered about great flex spaces.
The same is true of searching for the right workspace – an AI tool can do the majority of the legwork but the human supporting it is still invaluable. All AI tools require skilled operators to work alongside them. There’s still upskilling to be done to ensure teams know how to make the most of AI tools. The evolution will also have knock on effects on the way teams operate, and good and consistent communication between staff is essential.
The Future of AI in the Workplace
The shift we’re seeing in the office space market toward flexibility isn’t solely driven by market demands—it is also powered by the rise of AI. AI is reshaping the office space sector in profound ways, bringing increased efficiency, smarter management, and a more seamless experience for businesses and employees. From automating tasks to predicting space requirements and optimising costs, AI is revolutionising the way we find, manage, and work in office spaces.
The future of office spaces will undoubtedly be more flexible, efficient, and intelligent, with AI continuing to play a pivotal role. But even as technology advances, the human element must remain at the core of the modern workplace. The best use of AI is that of enabling employees to do their best work in environments designed to fully support their needs.
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