Technology is redefining offices and the economics of corporate real estate

Workplace management platforms, desk and room booking systems, and well-being–focused solutions are taking center stage in the strategies of occupiers and property owners.

Flávio Pimentel, CEO of Neowrk and Mário Verdi, CEO of Deskbee

By: SiiLA News

01/20/2026

When we talk about technology, it’s natural to think of solutions that make our day-to-day lives easier in the digital environment: instant communication, task organization, tools like ChatGPT, Excel, and Word, as well as apps such as Uber and iFood. All of this is already part of how we work and live.

But technology today goes beyond screens and is already directly impacting the physical world. It has also begun to transform the way buildings are used, making corporate offices more efficient, more attractive to the market, and, consequently, more profitable.

According to Mário Verdi, CEO of Deskbee, operating costs combined with the price per square meter make real estate the second-largest expense for companies, second only to payroll. “That’s why the demand for an optimized office is not just a matter of comfort or innovation, but of direct cost reduction and increased efficiency,” he says. In this context, on-demand room and workstation booking platforms emerge as tools that organize employees’ routines and make space management more strategic.

For Flávio Pimentel, CEO of Neowrk, this movement also marks the end of a long-standing logic in the sector. “For decades, offices were sized based on a simple equation between number of employees and square footage, without any real understanding of demand and space usage. Today, this inefficiency translates into direct cost and strategic risk,” he explains.

The office stops ‘having’ technology and starts ‘being’ technology

Verdi explains that technology should be understood as the combination of tools and knowledge applied to problem-solving. “The office becomes this tool, supported by the knowledge that users bring into the software. It almost becomes part of the space itself,” he says.

Data that guide processes

More than operational software, data have come to guide strategic decisions: expansion or reduction of areas, layout changes, redesign of environments, and even office relocation. “The office starts to function as a hospitality hub, concentrating multiple functionalities linked to the user journey,” Verdi states.

In this scenario, the concept of Activity Based Working (ABW) gains strength. It argues that the work model should be structured around the nature of activities. Tasks define who uses a space, why it is needed, and how it should be configured. “It no longer makes sense to aim for a near 1:1 ratio between desks and employees. Space needs to reflect the real dynamics of work,” Pimentel emphasizes.

From scheduling to occupancy intelligence

While many companies still associate technology with booking systems, Pimentel differentiates scheduling from management. For him, the future lies in platforms that understand real space usage without requiring constant user actions. “It’s the passive reading of occupancy that enables more accurate decisions, reduces waste, and guides renovations in a predictive, not merely reactive, way.”

In addition, this intelligence directly impacts operating costs. Benefits include reduced energy consumption—especially air conditioning in underused areas—greater efficiency in cleaning and maintenance contracts, less wear and tear on furniture, and even fewer internal tickets related to thermal comfort, noise, and air quality.

Employee experience

Another essential point is the employee experience, which seeks well-being, engagement, and productivity. “Employees just want to be able to do their jobs with comfort, peace of mind, and the necessary resources,” Verdi says.

For Pimentel, this experience starts with the basics. “There is no engagement if the space creates friction every day.” He reinforces that thermal comfort, noise control, air quality, and alignment between expectations and delivery are prerequisites for any well-being and productivity narrative.

“I imagine that going to the office will have an increasingly clear routine: you’ll know why you’re going, who you’ll talk to, and what you’ll do,” Verdi concludes.

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