The limits of one-size-fits-all workplace systems

As organisations continue to tighten return-to-office expectations, a growing body of evidence suggests that workplace systems are struggling to keep up. New UK research from Matrix Booking highlights a widening gap between how offices are managed and how hybrid work operates in practice.

The study surveyed 527 IT decision-makers and workplace management professionals across UK-based hybrid organisations, spanning sectors from finance and technology to healthcare and the public sector. Its findings highlight the common challenge that many organisations are still relying on systems designed for a far more static workplace model, despite adopting hybrid patterns of work.

Hybrid mandates for rigid systems

The research shows that hybrid work in the UK is now highly structured, with most organisations requiring employees to be in the office three or four days a week. While designed to support collaboration, these mandates often clash with the operational reality of the workplace.

More than 40% of respondents report communication gaps between remote and on-site teams, rising to 46% among employees aged 35 and under. At the same time, 28% struggle to find available workspace, while 22% experience booking conflicts or double bookings. The research suggests these challenges are systemic rather than behavioural. While attendance is increasing, the systems coordinating desks, rooms and shared spaces remain inflexible, creating friction where hybrid work is meant to function most smoothly.

Costs of poor coordination

The productivity impact of these inefficiencies is significant. Almost 44% of organisations lose up to four hours per week to difficulties finding or booking space, while more than a third lose between five and 24 hours per week across teams.

Despite this, office space remains underused. More than 40% of organisations estimate that up to a third of their space sits unused, with a further 13% reporting more than that is regularly unused. Crowded offices on peak days coexist with empty space on others, this inconsistency is made harder to manage by systems that lack real-time visibility and flexibility.

Real estate risks

The research places these inefficiencies in a wider financial context. Rising energy costs, facilities spend and lease pressures mean that poor space coordination now carries direct commercial risk.

As organisations reassess their real estate footprints, decisions are often made using static or incomplete data. When attendance policies shift, systems struggle to respond, limiting leaders’ visibility into how space is actually used. In high-cost markets, misjudging occupancy patterns can quickly turn cost-saving strategies into long-term liabilities.

What organisations say they need next

Encouragingly, the research shows growing appetite for change. More than half of organisations are considering upgrades or add-ons to their existing workspace systems, while 25% are actively planning to replace them.

Decision-makers are prioritising more efficient use of space, improved productivity, stronger support for hybrid flexibility and cost savings rank highest, alongside employee experience. Usability is central. Intuitive interfaces and seamless integration with existing calendars and collaboration tools are increasingly important as 70% of respondents expect automated desk and room booking to have a significant or transformational impact when implemented in the right way.

Access the full report ‘Why ‘one-size-fits-all’ booking systems don’t work for today’s workforce’ by Matrix Booking here.