How local councils tackle hybrid workspace challenges

Matt Etherington, Head of Public sector at Matrix Booking.

The shift to hybrid working in the UK public sector has introduced both opportunities and challenges. Local government bodies, in particular, face specific pressures such as budgetary constraints, public accountability, and the imperative to provide better services while lowering costs.

For instance, Exeter City Council is considering downsizing from its current Civic Centre headquarters to smaller premises across the city due to under-occupancy driven by the rise in hybrid working. This reflects a broader trend where local authorities must balance a hybrid workforce with office space costs.

To solve this new workspace puzzle, public sector organisations, including local councils, are turning to workplace management technology. These tools help them adapt to hybrid working arrangements which require a flexible and efficient use of space.
The success of this approach relies on gathering accurate data to manage workspace constraints and plan for future needs. Without reliable data, councils might struggle to maintain the efficiencies necessary to support their service delivery objectives.

The hybrid office headache

Encouraging employees to come into the office has become a significant challenge for many local governments. On the days when employees are in, the office can swing from being eerily quiet to unexpectedly crowded. The result is an uneven experience, where one day there is an abundance of empty desks and meeting rooms, and the next it’s a struggle to find a quiet corner for a sensitive task.

These fluctuations not only impact the availability of workspaces but also add to the discomfort and unease of navigating the hybrid office environment. On quieter days, employees may find it difficult to connect with colleagues, while on busier days, they might find themselves working in less-than-ideal conditions. The confusion over who is in on any given day only adds to the chaos, disrupting project timelines and workflow. For managers, these issues complicate the task of creating a productive and healthy work environment.

Smarter use of space with data

Local governments are addressing these challenges with advanced workplace management technology. These systems do more than just book a desk or a booth. They integrate resource booking systems and sensors to monitor occupancy and track environmental conditions.

Rather than relying on general observations, experience, or assumptions about how space should be used, facility and office managers can now access insights into the gap between bookings and actual usage. This helps them make informed changes, reallocate resources, and adjust layouts to prevent issues like overcrowding or underutilisation.

By using data from sensors to maintain optimal air quality and temperature, local authorities can create healthier, more comfortable work environments that enhance employee productivity and support the effective delivery of public services.

Additionally, the data these tools gather enables the forecasting of future space needs. This insight allows councils to respond quickly to emerging demands and support broader strategic initiatives like digital transformation projects and sustainability goals.

Smarter spaces, smarter work

Building on the foundation of advanced booking systems, public sector organisations are also transforming how employees interact with their work environments. These tools offer features that improve daily operations and the employee experience.

For example, features like ‘find a colleague’ simplify navigation in large offices, ensuring quicker and easier collaboration. Or if a hybrid meeting needs to be booked, these tools can support the seamless integration of in-person and remote participants, helping all employees feel connected and involved.

In addition, offsite booking tools empower local government workers with greater work location flexibility. Imagine a social worker in Manchester seamlessly booking a workspace in Liverpool for upcoming meetings. This eliminates location barriers, makes transitions easier and boosts productivity.

Future-proofing workplaces

Local government bodies must navigate the complexities of accommodating a hybrid workforce while ensuring that office spaces are used to their maximum potential. Effective workspace management is the key to this challenge. These tools provide real-time data on space usage, enabling councils to adapt their setups and make better use of existing resources.

In addition to improving space efficiency, this data-driven approach supports the wellbeing of public sector employees by creating healthier, more comfortable work environments. This in turn translates to smoother daily operations, ultimately allowing local government organisations to deliver services effectively and sustainably in the long run.