From Floorplans To Forecasts: The Next Chapter Of Workplace Intelligence

The workplace technology stack is evolving quickly. While tools like IWMS or CPIP were designed as systems of record — tracking leases, floorplans and assets – today’s office tenants face a new challenge: anticipating and adapting to rapidly shifting occupancy patterns. To meet that need, a new class of platforms has emerged, delivering what many call a decision intelligence layer for the modern workplace.

From signals to spatial intelligence
With a range of technology delivering workplace data, decision-makers now need platforms that can bring together different sources of information through integrations and APIs. For example, VergeSense Meridian equips organizations with occupancy sensors that provide access to continuously updating data, giving a live view of space use. Other inputs, such as badge or booking systems, sync at their own intervals — often weekly, monthly or quarterly — and the platform’s AI aligns and normalizes these feeds to create a unified, privacy-compliant view of utilization across buildings and floors.

This information powers large spatial models (LSMs) trained on data relating to more than 200 million square feet of real-world workplaces. The LSM can simulate and forecast demand even when live data are limited, and its benchmark data set is refreshed every 90 days to ensure forecasts reflect evolving patterns. These models predict when spaces will reach capacity, identify underused zones and adapt to unique layouts like labs or trading floors. Increasingly, vendors are focusing on model transparency so workplace teams can understand not only what a forecast predicts but why. The result is an evolving, evidence-based picture of how workplaces function – and how those patterns are likely to change.

Predictive planning: from insight to action
Spatial intelligence on its own is descriptive. The real value comes when it drives action through predictive planning, such as through tools that allow workplace teams to run millions of ‘what if?’ scenarios in hours instead of waiting months for consultant studies. Decision-makers can instantly find answers to questions like ‘what if headcount grows 20% next year?’ or ‘what happens if we close one floor of this building?’, with clear forecasts of when and where space will become constrained.

Some organizations are already connecting these forecasts to operations. If a floor consistently stays under 30% utilization, an agent can recommend consolidation. If another is forecasted to overflow, a workflow can trigger space planning actions. Reported outcomes include millions in savings from lease exits, optimized cleaning schedules and reduced energy use – all proof that predictive forecasting delivers tangible ROI.

While IWMS and CPIP tools remain useful for tracking existing data, they are inherently retrospective, and emerging workplace intelligence tools are beginning to enhance decision-making with predictive capabilities. Adoption is still early, but the shift is underway: organizations are moving from static records toward adaptive, evidence-based workplace planning.

Where workplace forecasting is headed
As predictive planning solutions are maturing quickly, key trends are emerging in:

• Autonomous scenario modelling: AI agents continuously testing thousands of portfolio options in the background.
• Integration with operations: forecasts linking directly into FM workflows, to allow cleaning, HVAC and maintenance to adjust dynamically to projected demand.
• Generative and design-linked tools: AI that not only predicts future needs but also exports those insights as design constraints, allowing planners to plug utilization forecasts, density thresholds, or accessibility requirements directly into platforms for digital twin simulations and rapid layout testing.
• Compliance-aware forecasting: the next frontier is embedding fire code egress, density and accessible-route constraints directly into these predictive models. Merging these standards with live utilization data will facilitate safe, efficient and inclusive workplace planning.

A new playbook for tenants
For office occupants, predictive planning offers clear benefits: better portfolio utilization, lower costs and improved employee experience, while supporting sustainability goals by cutting wasted space and energy. The opportunity isn’t to add another layer of technology, but to incorporate predictive capabilities into existing workplace systems and processes – so data, forecasting and operations work seamlessly together.

The most effective approach combines sensing, modelling and automation within the same digital ecosystem, turning insight into coordinated action. Static floorplans and backward-looking reports are giving way to integrated, adaptive workplaces that stay efficient, compliant and inclusive as needs evolve.