Space savers

Space efficiency is becoming a critical FM lever for enhanced energy management. Stefania Vatidis, Strategist at workplace technology solutions provider HubStar explains how

With energy prices on a volatile upward trend and environmental, social and governance (ESG) targets growing increasingly stringent, organisations are under pressure to make meaningful strides toward sustainability.

At the heart of this challenge lies a critical player: the facilities manager. Traditionally tasked with maintaining building functionality and comfort, facilities management teams are now stepping into a more strategic role that involves balancing environmental responsibilities with operational demands. Space efficiency has emerged as a powerful lever to reduce energy consumption without compromising employee experience. Thanks to data-driven tools and intelligent automation, facilities can now respond to real-time occupancy and usage patterns that allow them to optimise space utilisation and energy performance simultaneously.

Buildings account for nearly 40 per cent of global energy consumption and over a third of greenhouse gas emissions, according to the International Energy Agency. Much of this energy is consumed in heating, cooling and lighting spaces, regardless of whether those spaces are actively in use.

OCCUPANCY LEVELS

With the continuing adoption of the hybrid work model, many office buildings now operate with fluctuating occupancy levels. A conference room might be used for only a few hours each week. Desks may sit empty for days at a time. Yet many facilities continue to run as if every square metre is fully occupied every hour of the day. This gap between actual usage and operational assumptions presents a significant opportunity for improvement.

By aligning building operations more closely with real-time space utilisation, the FM team can dramatically reduce energy waste, which results in lower costs, fewer emissions and better resource stewardship.

Space efficiency is a key goal, but when can a space be classified as efficient? In this case, it refers to the optimal use of a building’s physical footprint. This means ensuring that every square foot serves a purpose while minimising unnecessary overheads. In energy management terms, this means tailoring HVAC, lighting, and other systems to serve only the spaces that are needed, when they are needed.

WAYS TO LEVERAGE SPACE

FM teams can leverage space efficiency to enhance energy outcomes in four ways:

Occupancy sensors and real-time utilisation analytics

Accurate, real-time occupancy data is the cornerstone of modern space efficiency strategies. By deploying sensors that detect motion, heat or presence, FM teams can gain visibility into how each area of a building is used throughout the day.

Smart HVAC and lighting systems

Integrating occupancy data with building automation systems (BAS) unlocks the ability to adjust energy settings in real time.

Hybrid work scheduling and desk booking

Hybrid working has transformed the way the office functions. Instead of assigning permanent desks, companies are moving toward flexible seating and desk-sharing models.

By coordinating hybrid schedules and implementing AI-powered desk booking tools, FM teams can cluster occupancy on specific days or in specific zones. This allows entire sections of a building to remain dormant on low-occupancy days.

Space consolidation and portfolio optimisation

With accurate space utilisation data, organisations can make informed decisions about their real estate footprint. If certain buildings or floors consistently operate below capacity, they may no longer be necessary. Portfolio-wide optimisation also supports larger sustainability strategies. This can help companies meet carbon goals and improve their ESG performance.

EMBRACING CHANGE

ESG metrics are increasingly under the scrutiny of the C-Suite, and more top-down directives include company-wide ESG targets. Demonstrating tangible reductions in energy use and emissions through smarter space management strengthens a company’s ESG narrative and can contribute to achieving net zero targets.

As the business case for sustainability grows stronger, the FM profession is undergoing a transformation. FM teams are no longer just caretakers of buildings, but in fact stewards of energy, enablers of workplace innovation, and key drivers of corporate responsibility.

Space efficiency sits at the intersection of these goals, offering a powerful, data-driven lever for achieving enhanced energy management without sacrificing performance or comfort. With the right mix of technology, insight and cross-departmental collaboration, underutilised spaces can be turned into opportunities to cut costs, reduce emissions, and pave the way for a greener future.

In the evolving landscape of facility operations, one thing is clear: space is no longer just a backdrop. It’s a critical strategy.