??How to Optimize Your Office for On-the-Fly Collaboration

Hey there,?

A rising workplace trend has been quietly asserting itself across office buildings. Meeting room ‘squatting’—where employees occupy meeting rooms without prior reservations—is more prevalent than ever.

In fact, 27% of all meeting room use now falls into this category, totaling over 18 million minutes of ad hoc gatherings in one year.

For workplace leaders, this raises an important question: How can we harness the potential of this trend to create a more adaptable and responsive office environment?

Adapting to the rise of on-the-fly meetings

With hybrid work driving more spontaneous collaboration, employees need flexible, accessible spaces that support impromptu discussions, quick decisions, and focused work. The challenge is ensuring these spaces remain available, functional, and efficient—without causing frustration or disrupting schedules.

By leveraging occupancy intelligence, workplace leaders can optimize meeting room availability, ensure fair space utilization, and create a seamless experience for all employees.

1. Use Occupancy Intelligence to Track Usage Trends Real-time data helps identify high-demand areas, ensuring spaces align with how employees actually use them.
2. Analyze Space Efficiency to Pinpoint High-Impact Changes By comparing occupancy rates with scheduled bookings, leaders can adjust office layouts to accommodate spontaneous collaboration.
3. Integrate with Booking Systems for Seamless Reservations Smart scheduling tools like Microsoft Office 365, Google Calendar, and Robin help bridge the gap between structured and ad hoc meetings.
4. Create a Variety of Collaboration Spaces Based on Real Data Instead of limiting on-the-fly meetings, optimize your workplace by designing the right balance of reservable and open collaboration spaces.

Shaping the Future of Workplace Collaboration

By embracing occupancy intelligence, workplace leaders can create a more dynamic, efficient, and employee-friendly office.

Explore how AI can help you make smarter workplace decisions faster.

Want to learn how leading companies are adapting their workplace strategies in real time?

Join us for the 6th Occupancy Intelligence Summit on March 27th at 2:00p ET , where top workplace leaders will share how they’re using AI-driven insights to rethink space planning, reduce costs, and improve the employee experience.

SAVE YOUR SPOT

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• VergeSense Reveals Findings from the 2025 Workplace Occupancy & Utilization Index.

See ya next time ??

The VergeSense Team

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