The sources are growing all the time. Swipe cards and room booking systems show where people are and when. WIFI data can map movement around the building while sensors reveal how busy desks, meeting rooms or collaboration spaces really are.
Layering this with air quality, temperature or even external data like weather and travel gives a much richer view of how a building is supporting the work that goes on inside it. Done well, this takes organisations from guesswork to evidence-based change.
For employers the benefits are huge. Reliable data helps make the most of existing space, identify where things are under used or even decide if downsizing makes sense. It also supports a more agile approach to workplace design. You can test new layouts or ways of working, quickly see what’s landing and adjust before making bigger investments. Data gives you the freedom to try things out without the risk of expensive mistakes.
Employees benefit too when this is done with care. No one enjoys battling for meeting rooms or sitting in stuffy spaces. Data can show what’s working and what’s not, helping to create more comfortable and productive workplaces. But numbers alone don’t tell the whole story.
A quiet corner might be empty not because it isn’t needed but because the acoustics are bad or the lighting is poor. Pairing data with conversations and feedback is crucial to avoid fixing the wrong problem. As Peter Thompson, co-founder at Rethink Workplace Group, explains,
"We see data not just as a tool, but as a foundation for meaningful change. When combined with behavioural insight and design thinking, workplace data enables organisations to create environments that are not only efficient, but deeply human; spaces that foster connection, wellbeing and performance."
There are strong examples of data being used well. GSK’s new building in central London combines workplace data with information from personal devices such as FitBit to optimise space and environment in real time. The focus is on wellness and productivity, with adjustments to air quality, temperature and activity levels supporting both health and performance.
At the same time, for most organisations workplace data is anonymised and aggregated so that individuals cannot be identified. This is key to building trust and ensuring the focus stays on collective patterns rather than personal monitoring.
That said, transparency matters. In some companies, like PwC or HSBC, swipe card data is being linked to return to office policies and even performance reviews. This can feel heavy handed and risks undermining confidence. At a conference in Buenos Aires, I once mentioned the idea of individual tracking and the room was horrified. For them it felt far too close to lived experience of state surveillance. It’s a reminder that cultural context matters and that data should be used responsibly.
The opportunity is clear. Used well, workplace data helps create offices that are efficient, sustainable and genuinely people centred. Used badly, it risks damaging trust. The key for organisations is to get the balance right: ensuring data serves as a tool for creating efficient, people-centric spaces, not as a form of surveillance. When handled responsibly, our ‘digital exhaust’ becomes a powerful asset for designing a workplace that really works for people.
📊 Workplace tech creates useful ‘digital exhaust’ showing how spaces are really used
🏢 Data helps optimise space, reduce waste and test new ideas quickly
🙋 Employees benefit when insights improve comfort, wellness and productivity
🔒 Most workplace data is anonymous and aggregated, not about individuals