With 72% of CEOs reporting increased employee happiness in hybrid work models, companies that fail to prioritize workplace experience (WX) risk losing top talent, diminishing productivity, and driving up real estate costs.

In this guide, we’ll explain what workplace experience means, why it matters both on-site and in remote work, and how to measure and streamline your workplace management to keep employees engaged and workplaces optimized.

What is workplace experience?

A well-designed workplace experience removes friction and enhances productivity—whether employees are in the office or working remotely. From personalized lighting and seamless desk booking to effortless communication and strong company culture, every element should support well-being and performance. When employees feel connected, valued, and equipped with the right tools, they can do their best work.

A positive workplace experience strategy requires a holistic approach to ensure employees feel engaged, valued, and empowered—no matter where they work. Research by Gallup found that highly engaged employees are 23% more productive and significantly less likely to leave their jobs. 

By integrating smart office design, hybrid work flexibility, and seamless workplace technology, companies create environments where productivity thrives, collaboration happens naturally, and employees feel motivated to contribute their best work every day.

Why workplace experience matters

A well-executed workplace experience strategy has a measurable impact on facilities management, employee satisfaction, and operational efficiency. Companies that track key workplace metrics, such as office attendance, space utilization, and employee engagement scores, can quantify the benefits of an optimized workplace. 

For example, businesses using workplace analytics to refine hybrid office strategies have reported a 30% reduction in real estate costs and a 20% improvement in employee satisfaction. These insights help companies design workspaces that meet employee needs, eliminate wasted space, and boost overall productivity.

Here’s why workplace experience should be a top priority in 2025:

1. Attracting & retaining talent

The competition for top talent is fiercer than ever, and workplace experience is crucial for employee retention. 80% of employees have indicated they would be more loyal to their employers if they had flexible work options.

Candidates today evaluate salary, benefits, and how a company supports their wellness and work-life balance. A flexible, employee-first workplace strategy strengthens loyalty, reduces costly turnover, and positions companies as employers of choice.

Organizations that embrace hybrid work models and invest in meaningful employee experiences will attract and retain high-performing employees while improving the overall work culture.

2. Optimizing office space & reducing costs

Traditional office spaces are increasingly underused, leading to wasted real estate expenses. Many companies are paying for empty desks and unused meeting rooms, straining their budgets without delivering real value.

Hybrid work and flexible office solutions can save companies more than $11,000 per year for each hybrid worker. Companies that move away from long-term leases in favor of on-demand workspaces gain the ability to scale office space as needed, without excessive overhead.

Forward-thinking businesses are using platforms like Gable to manage hybrid workspaces effectively, ensuring that employees have access to work environments tailored to their needs - without paying for unnecessary physical workspaces.

3. Increasing productivity & engagement

Employees provide meaningful work best in work environments that support focus, collaboration, and flexibility. Yet, many companies still struggle to provide the right mix of in-person and remote employee experiences.

A well-executed workplace experience strategy can increase employee productivity. A study by the University of Warwick found that happiness made people 12% more productive. When employees can access ergonomic office setups, smart workplace technology, and hybrid work flexibility, they remain engaged, motivated, and better equipped to deliver high-impact work.

Workplace experience as a competitive advantage

In 2025, companies that actively shape their workplace experience will stand out in a competitive market. By focusing on flexible work environments, smart space usage, and employee well-being, businesses can drive higher performance, retain top talent, and optimize costs while fostering a workplace culture where employee engagement thrives.

Key components of workplace experience

1. The physical workplace

A hybrid-friendly physical workplace goes beyond desks and chairs; it’s about designing a workspace that truly supports the way employees work best when on-site.

• Flexible workspaces: Open collaboration areas, quiet zones, and meeting rooms.
• On-demand desks & offices: Make use of hot desks and on-demand conference rooms, paying only for what you use.
  Ergonomic design: Comfortable seating, standing desks, and wellness-focused spaces.

2. The digital workplace

Your employees’ virtual workspace is just as important as their physical environment.

• Seamless communication tools (Slack, Microsoft Teams, Zoom) keep hybrid teams connected.
• Cloud-based project management (Asana, Trello, Notion) ensures work flows smoothly.
• Workplace analytics software tracks office utilization for better space planning.

3. The hybrid work experience

A modern workplace experience isn’t tied to a single location - it’s built for flexibility.

• Gable allows employees to book office spaces on-demand, ensuring access to a workspace when needed.
• Companies must focus on ‘moments that matter’ - making in-person workdays intentional rather than mandatory.
• Leadership alignment & cultural reinforcement help hybrid teams stay engaged.

How to measure & improve workplace experience

You can’t improve what you don’t measure.

Here’s how to track and enhance workplace experience:

1. Collect employee feedback & surveys

Workplace experience initiatives are only effective if they reflect what employees truly want. Regular feedback loops help facilities management pinpoint challenges, highlight what’s working, and refine their approach. But not all feedback is created equal - how you collect and act on it matters.

How to gather meaningful employee feedback:

• Anonymous employee engagement surveys: Employees are more likely to be honest if their responses remain confidential. Tools like Peakon and Culture Amp provide real-time insights into employee engagement, workplace satisfaction, and areas for improvement.
• One-on-one check-ins: Workplace experience managers should schedule regular conversations with employees to discuss their work environment, collaboration needs, and workplace flexibility.
• Experience mapping: Qualtrics helps visualize employee journeys, identifying pain points in the workplace that may be reducing engagement and productivity.

Pro Tip: Don't just collect feedback - act on it. Employees need to see that their input leads to meaningful changes, whether that’s adjusting office layouts, improving hybrid policies, or investing in better workplace technology.

2. Track key workplace metrics

To build a positive workplace experience, leaders need real data - not assumptions. Workplace analytics reveal how employees engage with office spaces and hybrid policies, allowing companies to make informed decisions.

Essential workplace metrics to track:

• Space usage: Are desks, meeting rooms, and collaboration spaces being used efficiently? Underused areas can be repurposed for more productive uses.
• Collaboration trends: Are teams gathering for meaningful in-person moments, or are they struggling to coordinate schedules? Understanding how employees interact with the workspace helps refine hybrid policies.
• Office attendance: Are employees using the office as intended? If attendance is lower than expected, it may indicate that office design or scheduling policies need adjustment.

Ironclad used workplace metrics to monitor office attendance patterns and adapt its hybrid work policies, ensuring teams had access to the right spaces at the right time.

3. Optimize office space usage

A well-designed hybrid workspace is as efficient as it is intentional. Companies that optimize office space based on employee behavior see higher engagement, improved collaboration, and lower real estate costs.

How to optimize hybrid workspaces:

• Workplace management platforms: Solutions like Gable allow companies to track occupancy, book meeting rooms, and provide secure on-demand workspaces across multiple locations.
• Data-driven redesigns: Instead of guessing what employees need, leverage workplace analytics to create spaces that support actual work habits. That might mean fewer assigned desks and more collaborative areas or dedicated quiet zones for deep work.
• Flex work solutions: Companies can reduce unnecessary office space by providing access to on-demand coworking spaces instead of maintaining expensive, underused real estate.

Checkr leveraged flexible office spaces to cut real estate costs and enhance hybrid work flexibility, ensuring employees had the right spaces without the burden of long-term leases.