November 19. 2025 - 4 min. reading time

Between aspiration and everyday life...

...How workplace experience can actually be optimized through smart space management

Workplace experience is the buzzword of the moment and is to be optimized in more and more companies. But what actually characterizes a good workplace experience in times of hybrid working and how can smart space management make a decisive contribution?

By Vanessa Meißner

Needs-oriented area design

In the context of space management, the path to an optimal workplace experience begins with an understanding of how employees actually use space. Instead of rigid head-to-desk ratios or assumptions about working methods, space management decisions should be based on real, up-to-date and meaningful data.

Dynamic redesign: Teams are constantly evolving, needs change and so should the working environment. Sensor data can be regularly evaluated and decisions can therefore be continuously aligned with current usage behavior. Allowing a dynamic strategy is crucial for this.

At Mazemap Workplace, we provide you with technical and advisory support, from data collection to analysis and interpretation of your data, right through to efficient, needs-based decision-making.

Sensor-based usage analyses: The implementation of sensors allows us to measure usage levels, which form the basis for efficiently adapting spaces to requirements. Needs-based decisions make it possible to promote productive, creative and collaborative work in the best possible way - decisive factors for a good workplace experience

Digitally supported land use

In addition to the sensor-supported design of spaces, other tools should also be used to optimize the space and create visibility. Digital and smart tools help employees to organize their office day in the space productively and smoothly.

Booking tools: Optimized space often brings with it perceived scarcity. If workstations, meeting rooms and parking spaces can be reserved, employees experience valuable planning security, which reduces the stress caused by scarcity. At the same time, individual preferences and needs can be taken into account - even in the event of spontaneous demand.

Automatic release of unused resources: If a resource is booked but not used, this can be detected by sensors and availability can be restored by a check-out and capacity utilization can be kept high.

Navigation: Endlessly searching for resources or employees can quickly become frustrating and unnecessarily time-consuming. Digital orientation tools provide support on large sites - whether at your own location or as a guest at other locations.

With our booking+ , we at Mazemap Workplace offer one of the most comprehensive all-in-one platforms on the market. Classic booking functions are supplemented by additional smart features. Combined in a user-friendly app, Mazemap Workplace allows employees to organize their working day flexibly, conveniently, and more efficiently.

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Tangible values

Every company can write sustainability and an employee-centric approach into its corporate guidelines. For an optimal workplace experience, it is crucial to actually bring these values to life.

Resource efficiency: cost savings thanks to efficient and needs-based use of space create new capacity for other employee-centered workplace experience projects

Visibility: Orientation towards employee needs underlines the appreciation of these, not just on paper.

Mazemap Workplace enables you to better achieve your social and economic goals. Insightful dashboards show you exactly the data you need to continuously improve the efficiency and sustainability of your portfolio. This allows your corporate values to be directly reflected in your actions and helps your employees identify with them.

Sustainable use of space: By linking sensor-controlled systems and building technology, space, air conditioning and lighting can be controlled as required - without wasting resources.

Conclusion

Any company can write sustainability and an employee-centered approach into its corporate guidelines. Workplace experience is not defined by the obligatory fruit basket or unfounded approaches such as "more is more," but rather by the intelligent, needs-based use of ideas and technology. The goal should be to provide employees with the best possible support in their everyday work and to improve it.

At Mazemap Workplace, optimizing the workplace experience is one of the most important pillars of our solution. Find out how this optimization can be achieved efficiently within the framework of space management in our free white paper.

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