Vacant Space Management: How to Make Sure Your Spaces Never Become Idle
RobRob
8th Aug 2025
5 min read (920 words)
In the evolving landscape of office real estate, the challenge of vacant office spaces has become increasingly prevalent, and finding the key to maximising profitability in this space is more important than ever. This Leanspace guide will unpick the steps you can take to transform various forms of idle office spaces into productive, revenue-generating assets.
Types of Space
Office providers can maximise occupancy and profitability by filling various types of office spaces, including hot-desks for flexible work arrangements, dedicated desks for stable workstations, and vacant private office rooms for businesses needing privacy. Additionally, co-working spaces, meeting and conference rooms, creative studios, and private event spaces can attract a diverse range of tenants and generate steady revenue. While searching for suitable tenants, it’s now easier than ever for your space to double as a multitude of other offerings (with the right technology and equipment).
1. Hot Desk Coworking
Co-working spaces have surged in popularity in recent years, providing a flexible work environment for freelancers, startups, and remote workers. By converting vacant office areas into co-working spaces, you can:
- Attract a diverse range of tenants who require flexible working arrangements.
- Increase occupancy rates by offering short-term leases and hot-desking options.
- Create a community atmosphere that fosters networking and collaboration.
2. Dedicated Desks
Dedicated desks offer a stable and personalised workspace, permanently assigned to a specific individual or team. This setup is ideal for professionals who require consistent working with their own equipment and storage space. Adding acoustic partitions and separating desks will reduce the proximity and add the privacy that dedicated desk occupants desire and need to justify paying for the service. This will allow users to take calls at desks, adding flexibility to their day and reducing call room booking needs and costs.
3. Fitted Hot-Desks
Hot desks fitted with the right equipment can be a great way to fill vacant space and add a completely new offering for your occupants. Here, desks are fitted with screens, and sometimes other equipment such as mice, keyboards, and acoustic dividers. Their flexibility means the coworking community can utilise a proper screened office setup for more complex tasks without the commitment of a full-time dedicated desk. Contact us today for details on how to get this offering set up in your space!
4. Meeting and Conference Rooms
Meeting rooms can be extremely expensive for some smaller companies in certain situations. There will always be the need for your fully equipped permanent meeting spaces, but often companies can’t justify the price for smaller, more casual meetings. For interviews and private team check-ins, giving adjacent occupants access to small, 2-6 person vacant office rooms can be beneficial to all parties. This provides them with a budget-friendly meeting room alternative and you, the provider, with a whole new in-demand offering. For this to work well, you will need three main things:
- A suitable room/desk booking software.
- Already have one? Great, just upload that vacant space into the system!
- Suitable Equipment/Furniture
- Depending on what type of space you are looking to turn the room into, adding meeting room furniture may help.
Contact us to find out more about how we can lend, fit, and remove specialised meeting room furniture from the day your old occupant moves out to the day before your new occupants move in. Don’t have a desk booking software? Don’t worry. Get in touch and we’ll connect you to one of our trusted partners.
Implementing Efficient Solutions: Step-by-Step
- Assessment: Identify repurposable vacant spaces.
- Design: Collaborate with Leanspace to optimise layout and meet occupant needs.
- Installation: Equip and furnish spaces to create versatile work environments.
- Marketing: Promote spaces to attract diverse tenants.
- Management: Use booking systems to maximise occupancy.
For strategic approaches to maintaining and even enhancing operational productivity during times of resource constraints, explore Office Providers: Maintaining and Even Enhancing Operational Productivity During a Resource Crunch. What Can Be Done? .
Leveraging Access and Desk Booking Software
Access Control Systems
- Biometric readers and smart locks provide high security and convenience.
- RFID keycard and FOB systems offer simple, scalable access.
- Keypads/PIN readers are cost-effective and easy to install.
More on access systems in our guide to Office Access Unlocked: Practical Systems That Won't Break the Bank (covered there in operational context).
Desk Booking Software
- Skedda : Dynamic calendars and automation.
- Robin : User-friendly with strong integration.
- Zonifero : Mobile-first platform targeted at flexible bookings.
- YArooms , Condeco, and Kadence offer specialised features for various needs.
For a thorough comparison, see our guide on selecting desk booking software without unnecessary extras .
Conclusion
Office real estate changes create both challenges and opportunities. Transform vacant spaces into thriving, revenue-generating environments with our fitted desk solutions and customised furniture. Enhance tenant satisfaction and boost your bottom line by contacting Leanspace to optimise your spaces today.
Achieving efficient resource management is not only key to preventing idle spaces but also aligns with sustainability and social goals. For a deep dive into resource optimisation and certification strategies, see B Corp for Office Providers: How Efficient Resource Management Can Get You Across the 80 Point Mark .
In a market where larger London office buildings prove hard to sell, smaller and more agile office providers who manage their vacant spaces effectively stand to capture market opportunities. For insights on market dynamics and implications, visit Large London Office Buildings Proving Almost Impossible to Sell: What This Means for Smaller Providers .
Contact Information
Email:
info@leanspace.org.uk
Phone: 020 3886 0903
Stay updated by following us on LinkedIn or subscribing to our mailing list.
