Making the most of every square metre has become a top priority for facilities managers as businesses face rising costs, shifting workplace models, and growing compliance demands. With rising property costs, flexible working models, and increasing compliance demands, facilities managers play a crucial role in ensuring commercial workspaces are efficient, cost-effective, and fit for purpose.
Whether you manage a single site or multiple locations across Australia, optimising your physical space can unlock significant savings, improve productivity, and support a healthier, safer work environment.
In this article, we explore practical facilities space management strategies designed to help facilities managers and building owners navigate today’s challenges and future-proof their assets.
The way businesses use their physical spaces is changing. With the rise of hybrid workforces, many companies are rethinking the size, layout, and purpose of their workplaces. At the same time, regulatory compliance, accessibility standards, and employee wellbeing are now central considerations in any facilities management plan.
Effective space management helps businesses:
- Control rising operations costs and rent
- Ensure compliance with Australian Standards and WHS obligations
- Support hybrid and flexible working arrangements
- Improve employee satisfaction, safety, and productivity
- Maximise the value of every square metre
Key Facilities Space Management Challenges in 2025
In 2025, facilities managers are navigating a complex environment shaped by new trends and regulations:
Many organisations are paying for space they don’t fully use, especially as hybrid and remote work continues. Empty desks, oversized meeting rooms, and poorly laid-out areas lead to wasted resources.
Designing workspaces that meet diverse employee needs, from collaborative zones to quiet focus areas, is a growing challenge in modern workplaces.
Facilities must comply with Australian Building Codes, WHS Act, Disability (Access to Premises) Standards, and environmental ratings like NABERS, adding layers of complexity to space design and usage.
With commercial lease rates climbing in many parts of Australia, businesses are under pressure to reduce space footprints without compromising operations.
Physical spaces need to support mental and physical health, including good design, natural light, and adequate breakout areas.
7 Practical Strategies for Optimising Facilities Space Management
1. Conduct a Space Utilisation Audit
Start by getting a clear picture of how your spaces are actually being used, not just how you think they’re used.
- Take a look at how often different areas are being used. Sensors and room booking systems can give you valuable insights here.
- Walk the floors and chat with team members to spot empty desks, unused meeting rooms, and forgotten corners.
- Compare what you find with what your business actually needs — you might be surprised at how much space is going to waste.
Tip: A facilities management provider like JKFM can help you carry out a detailed audit and recommend smart ways to improve.
2. Embrace Flexible and Hybrid Work Models
If your team is working hybrid or remote some of the time, you probably don’t need a dedicated desk for everyone.
- Think about introducing hot-desking or desk booking systems, so people can book a space when they need it.
- Swap out rarely used private offices for shared spaces that teams can use for meetings or focused work.
- Design spaces that can adapt — like a boardroom that doubles as a training room or a breakout area.
3. Redesign Workspaces for Collaboration and Focus
It’s not just about saving space, it’s about creating the right kinds of spaces for how people work today.
- Set up collaboration hubs for team projects and brainstorming sessions.
- Include quiet zones where people can concentrate and get deep work done.
- Add casual breakout areas for quick catch-ups, lunch breaks, or just stepping away from the desk.
By aligning space with how people actually work, businesses can boost engagement and productivity.
4. Plan for Regulatory Compliance and Accessibility
Space management isn’t only about efficiency, you’ve also got to meet legal requirements and ensure everyone can use the space safely.
- Make sure your workspace layout meets WHS and National Construction Code (NCC) rules for safety and capacity.
- Check that exits, hallways, and emergency routes are always clear and accessible.
- Don’t forget inclusion — think about accessibility for people with disabilities, including entryways, lifts, and bathrooms.
- Stay up to date with recent density and capacity guidelines, especially for shared spaces and meeting rooms.
Capacity planning is critical to avoid overcrowding, while also ensuring that emergency exits, fire safety routes, and accessible amenities are properly maintained.
5. Leverage Smart Building Technology
Smart building tools make it easier to understand how your spaces are being used and where you can save money.
- Use occupancy sensors to see which areas get used and which don’t. Adjust layouts based on that data.
- Set up smart lighting and air conditioning that only runs when people are in the room.
- Use room and desk booking systems to help manage space and avoid double-ups or empty rooms.
Not only does this reduce costs, but it also supports sustainability goals by cutting energy waste.
6. Focus on Sustainability and Cost-Saving
Managing space well is also about running a more sustainable and cost-effective building.
- Think about whether you could consolidate unused areas to lower your energy and cleaning bills.
- Upgrade to energy-efficient lighting and HVAC systems that don’t burn through power when no one’s around.
- Adjust cleaning and maintenance schedules based on real usage. There’s no point cleaning or maintaining empty areas.
Facilities managers should also consider alignment with Green Star ratings and NABERS energy targets.
7. Work with an End-to-End Facilities Management Provider
If managing all this feels overwhelming, especially across multiple sites, you don’t have to do it alone.
- An experienced team like JKFM can help manage everything from space planning to compliance and maintenance.
- We offer one point of contact, so you don’t need to juggle multiple providers for different sites or services.
- Whether you’re adjusting one office or managing a national portfolio, we can tailor solutions to fit your needs and budget.
The Role of Facilities Managers in Future-Proofing Workspaces
When it comes to keeping workspaces ready for whatever the future holds, facilities managers play a critical role. It’s more than just managing day-to-day operations, it’s about making sure the space evolves with the business.
- Planning ahead for when the business grows, shrinks, or shifts how it works.
- Making sure every space continues to meet health, safety, and compliance standards as regulations change.
- Creating flexible environments that can easily adapt as teams embrace new ways of working, like hybrid or fully remote setups.
- Thinking about how space design impacts employee wellbeing, safety, and productivity, because a well-managed space makes for a better place to work.
By taking a proactive approach to facilities space management, businesses can stay agile and make smarter decisions as their needs change over time.
How JKFM Can Help
At JKFM, we understand that every client is different. Whether you manage a single commercial building or a national portfolio, we offer tailored facilities management solutions that help you:
- Optimise space and reduce costs.
- Stay compliant with Australian regulations.
- Support hybrid workforce strategies.
- Maintain safe, productive, and sustainable environments.
Not sure where to start with optimising your facilities space? Our team can help you identify cost-effective solutions that make sense for your business.
Contact us today to discuss how we can help streamline your workspace.
