We caught up with Jon Posener, COO of award-winning office brokers, Office Freedom, to get his thoughts on how AI is powering tomorrow’s workspaces, the growing importance of workplace analytics and how businesses can use technology to make smarter decisions about their office space.

How much is AI changing the way businesses think about their office space?

Posener: AI is having a significant impact on how businesses approach their workspace requirements. The traditional idea of simply having an office where everyone turns up every day is changing. Hybrid working is now firmly established, and companies are having to think much more carefully about how they use their space.

We’re seeing businesses become increasingly interested in understanding how their offices are actually being used. AI and workplace analytics provide valuable insights into employee attendance, desk utilisation and meeting room bookings. Rather than making decisions based on assumptions, businesses can use real data to determine what they need.

What are some of the practical ways AI is improving everyday office operations?

Posener: One of the biggest benefits is efficiency. AI-enabled systems can help businesses understand which areas of an office are being used, when they are busiest and where space might be going to waste.

For example, intelligent booking systems can help employees find available desks and meeting rooms, while giving facilities managers a much clearer picture of occupancy levels.

Technology can also help forecast demand, manage energy consumption and improve the overall working environment. Ultimately, it’s about creating offices that respond to how people actually work, rather than expecting employees to adapt to a fixed environment.

Are there any examples of businesses already embracing AI in their daily office space?

Posener: Absolutely. The Edge in Amsterdam is a particularly interesting example. The building uses thousands of sensors integrated into its lighting, temperature and movement systems to understand how its workspace is being used.

It has a flexible desk arrangement, allowing employees to use different areas depending on their activities and schedules. The technology helps the building optimise occupancy, energy use and cleaning requirements.

Salesforce Tower in San Francisco is another example, using smart infrastructure to help employees reserve desks and meeting rooms while providing facilities teams with real-time occupancy information.

These examples demonstrate how technology can make buildings more responsive, efficient and user-friendly.

How important is sustainability in this changing office workplace landscape?

Posener: It’s becoming increasingly important. Businesses are under growing pressure to manage their environmental impact, and their office space is a big part of that.

AI can help monitor energy usage, identify inefficiencies and make recommendations to reduce both operating costs and emissions.

With hybrid working patterns, buildings can experience significant fluctuations in occupancy. There’s little point heating, lighting and maintaining entire floors if only a small proportion of the space is being used.

Better data allows businesses and building operators to make more informed decisions, supporting both sustainability objectives and financial performance.

What should businesses consider when looking for a new office in 2026?

Posener: Location and price will always be important, but businesses should now be looking beyond those two factors.

They need to consider whether a building has the technology and infrastructure to support their future requirements. Can it accommodate changing hybrid working patterns? Does it offer flexible layouts, intelligent booking systems and suitable collaborative spaces?

Businesses should also think about how easily their workspace can adapt as their teams grow or their working practices change.

Finally, where do you see the role of office brokers fitting into this increasingly technology-driven market?

Posener: Technology gives businesses more information than ever before, but that doesn’t necessarily make finding the right office any easier.

There are more factors to consider, from technology and sustainability to flexibility, employee experience and long-term costs.

At Office Freedom, our role is to help businesses navigate those choices. We look at their requirements, understand how they work and help them find workspace solutions that make sense for their business, both now and in the future.

AI will undoubtedly continue to shape the workplace, but the key is making sure businesses use it to create better working environments, rather than simply adopting technology for its own sake.