The Impact of Remote Work on Facility Management Strategies

A Rapid Shift in Work Dynamics

The way we work has changed significantly over the last 50 years. The impact on facilities and our workspace has been exponential. As FM professionals, how are we being affected?

In the last decade, the workplace has experienced dramatic, unprecedented changes—and we’re only at the beginning. Remote work, new organizational structures, and employee demand for inspirational, inclusive spaces all shape FM strategy. Younger, tech-savvy, post-COVID employees will push this transformation even further.

From Cubicles to Collaborative Workspaces

Creative, project-based teamwork is now conducted across multiple locations, enabled by digital tools. The old cubicle is obsolete. In its place:

• Collaborative spaces

• Individual quiet zones

• Meeting rooms of various sizes

• Sit-stand desks

• Flexible, reconfigurable layouts

 

Strategic Opportunity for Facility Managers

The big question for Facility Managers is:

How can we grab hold of this opportunity to impact the workplace like never before—while supporting our organization’s new direction, tech, and workforce?

Are we still focused on cost savings as in the past—or are we shifting toward value creation?

We’re no longer just managing the “building envelope.” We’re now a critical support arm of the C-suite’s goals and objectives.

The Decentralized Workplace: Work Can Happen Anywhere

Work and workplace are now deeply interconnected, yet more geographically untethered than ever. People work from:

• Homes

• Coffee shops

• Community workspaces (e.g., WeWork)

• Neighborhood hubs (e.g., Radious)

• Traditional offices

The Rise of Smart Buildings and Evolving CRE Strategy

Smart buildings are replacing traditional offices filled with cubicles. Corporate Real Estate (CRE) is shifting as organizations decentralize to stay close to talent. Spaces are being reimagined—and FM and CRE are becoming strategic partners in shaping the workplace of the future.

The End of Paper-Driven Work

We are no longer tied to paper and file cabinets, accelerating the pace of work. This digital transformation is reshaping how—and where—we work, and changing how FM and CRE manage real estate portfolios.

Knowledge Workers and the New Workplace

The Shift from Routine to Creative Work

The workforce has evolved from paper shufflers to knowledge workers—people who bring insight, creativity, and subject matter expertise. These workers tackle non-routine problems and innovate solutions.

Peter Drucker predicted this:

“The most important contribution in the 21st century must be a similar increase in the productivity of knowledge work.”

Workplace Design for Knowledge Work

There is no one-size-fits-all workplace. Knowledge workers have varied styles and needs. That’s why flexible environments are key, including:

• Phone booths

• Open collaboration zones

• Solo workspaces

• Conference rooms in multiple sizes

While knowledge work is mobile, don’t underestimate the office. If the environment supports their needs, knowledge workers will still show up.

The Role of New Technology

A key enabler of this shift is IT and mobile tech. Think:

• Smartphones

• Laptops

• WiFi and Bluetooth

• AI and machine learning

• Real-time transcription

• Robotics

• IoT and collaboration platforms

Physical office space is becoming less critical, while environments that promote creativity, performance, and proximity to where people live are becoming more valuable.

Generational Influence: Gen X and Gen Y

The Drivers of Workplace Change

Workplaces have always evolved, but not as quickly as in the past two decades—largely due to the influence of Gen X.

Now, Gen Y (Millennials) is not just accelerating change—they are demanding it.

What Millennials Expect from the Workplace

1. Tech Integration – They use multiple digital platforms and expect seamless connectivity.

2. Continuous Feedback – They want guidance, coaching, and clear paths for development.

3. Achievement Focus – They value meaningful work over just a paycheck.

4. Team Culture – Collaboration is essential; they thrive in group environments.

5. Work-Life Balance – Flexibility to attend life events is a must.

The Pressure of Globalization

The Global Workforce and FM Strategy

Gen Y’s influence aligns with globalization. Flexible schedules, hybrid roles, and location independence are essential.

The world is smaller. Talent is everywhere. This requires FM to consider:

• Hiring and working across cultures

• Time zones

• Language and process variations

• Tech-enabled collaboration

• Distributed talent retention strategies

The Competitive Landscape

There’s a global race to attract and retain top talent. Job roles, responsibilities, and workflows are increasingly defined by geography, not proximity. FM strategy must adapt to this dispersed reality.

Evolving Facility Strategy

The Need for Flexibility and Agility

The way we work, where we work, and how we use workspaces is changing fast. FM strategies must lead this evolution. Core needs now include:

• Open, movable workspaces

• Shared desks

• Flexible configurations (e.g., DIRTT)

• HVAC control by zone

• Sensors to track real-time use

We are an agile workforce—and we need agile facility strategy.

Smarter Buildings Through Data

The smart building is here. FM will soon receive detailed analytics from:

• Temperature and humidity sensors

• CO₂ monitors

• Occupancy data

The result: personalized, efficient environments that adapt to user needs.

Becoming a Strategic Business Partner

FM is now critical to:

• Attracting top talent

• Supporting productivity and innovation

• Enhancing company culture

• Increasing customer satisfaction

To align with business strategy, FM must integrate with HR, IT, and leadership—using KPIs like:

• Knowledge productivity

• Cultural impact

• Adaptability and innovation

From Budget Control to Strategic Impact

FM has traditionally focused on cost control. That’s still relevant, but the shift is toward per-occupant value and strategic impact. FM must reframe its mission as a value-adding partner to the C-suite.

Sustainability in FM and CRE

Sustainability is now a core focus of both FM and CRE. Responsibilities include:

• Energy and water management

• Waste and recycling

• Carbon footprint reduction

• Sustainable procurement and life-cycle planning

Board-level interest, regulatory demands, and stakeholder pressure make this non-negotiable.

Smarter Use of Space

Office space is often underused—averaging just 45–50% peak occupancy. Better utilization is possible with:

• Flexible layouts

• Activity-based working

• Mobile environments

Case Study: UK Home Office (IFMA 2011)
After consolidating from seven to two buildings and adopting flexible work strategies:

• Utilization rose from 56% to 80%

• Supported headcount increased by 30%

• FM cost per occupant dropped 20%

• Higher usage led to increased service expectations

Embracing the Right Technology

Current Tech in FM:

• BIM – Building modeling

• BAS – Automation for lighting, HVAC

• ASMS – Security and access management

• GIS – Geographic team/property mapping

• Digital Signage – Space wayfinding

• Energy Optimization Tools

Emerging Tech:

• Sensor Networks – Real-time workplace analytics

• Smart Grids – Efficient energy use

• RFID – Tracking people and assets

This technology supports the demands of New Ways of Working.

Turning Data into Action

With integrated systems (BIM, BAS, RFID, ASMS), FM teams can analyze:

• How people work

• Where collaboration happens

• How space impacts performance

Combined with HR data and employee surveys, FM evolves from asset management to performance enablement.

Client-Centric Facility Services

As buildings become more customized, FM must move beyond standardized services and deliver client-specific, flexible support aligned with individual company goals.

Technology and expertise make this scalable—but it requires skilled, empathetic frontline teams.

Partnering with the Right Service Providers

The future of FM depends on collaboration. The best service providers will:

• Be strategic

• Embrace sustainability

• Leverage new technologies

• Provide agile, personalized support

Strong, long-term partnerships will help companies optimize their workplaces and focus on core priorities—like talent acquisition and growth.

Summary: Seven Keys to the Future of FM

Work has changed—and FM must change with it. The core areas of evolution:

1. Become a proactive strategic partner

2. Focus on value, not just cost

3. Prioritize sustainability

4. Use space more efficiently

5. Adopt enabling technologies

6. Make data a core product

7. Deliver personalized, flexible service

Final Note

This is a major shift from how facility management has operated for decades. To succeed, Subject Matter Experts (SMEs) will be vital in guiding this evolution.

Left Coast Facilities Consulting is here to help. We’ll guide your organization through the process and build a roadmap toward strategic FM excellence.