Why Shared Time Beats Headcount in 2025 — And How Smart Teams Are Syncing Up
This article revisits the key insights from Basking’s Q1 2025 Occupancy Benchmarks Webinar, where Basking’s Head of Data Analytics Anjali Grover and CEO Eldar Gizzatov were joined by JanJaap Boogaard, Head of EMEA Workplace Advisory at Colliers. In addition to presenting real-time occupancy trends, the discussion explored behavioral research from the 2025 EMEA Workplace Report, co-authored by Boogaard and Sven Møller.
1. Your Office Isn’t Empty—Just Misaligned
In 2025, workplace leaders are discovering something counterintuitive: the number of people in the office matters less than when they show up. Attendance targets are formally “met,” and headcount is technically “back.” But energy? Still missing.
Without synchronized presence, spaces feel flat—even when technically full. And that’s where most hybrid strategies fail.
2. Mandates Can’t Manufacture Momentum
One of the key insights from Basking’s Q1 2025 Occupancy Benchmarks Webinar was clear:
“Only a small percentage of the time, about 16%, the office is vibrant and dynamic.”
– JanJaap Boogaard, Director and Head of EMEA Workplace Advisory – Colliers
Despite headcounts improving, the vast majority of time — around 80% — offices remain underpowered, rarely crossing the threshold that makes presence worthwhile.
→ Blanket mandates for 4–5 office days may increase presence but still fail to correct fragmented flow or generate meaningful overlap.
→ As detailed in the Q1 2025 Occupancy Benchmarks Report, most global regions are still operating far below the “vibrant” threshold—despite meeting attendance targets.
3. You Can’t Sync What You Can’t See
Traditional data sources like badge swipes or weekly averages miss nuance. They show where people are, but not how presence flows.
JanJaap Boogaard from Colliers emphasizes that behavioral patterns—not averages—enable smarter design decisions.
Here’s what real-time analytics reveal:
Actual presence by hour and zone: Understand how each part of the office is used—not just occupancy counts, but real spatial dynamics.
Natural team overlap: Spot when different functions coincide without being forced, enabling real collaboration.
Dead zones and missed opportunities: Identify time blocks or spaces that consistently underperform, and reallocate intentionally.
→ Learn how Basking AI uncovers hidden patterns
4. Anchor Days Aren’t Dead—They’re Hidden
Every office has moments of spontaneous alignment. But they’re buried under variability.
To find them, you don’t need to rewrite calendars—you need to read the rhythms already there. With real-time insights, teams can:
Uncover high-synergy windows—without mandating them
Use real-time data to identify when teams naturally show up together. These “anchor windows” happen without being forced—and offer the perfect chance to concentrate collaboration.
Leverage those moments for cross-functional work
Don’t waste spontaneous overlap. Use it for workshops, onboarding, or any work that benefits from face-to-face input across roles. It’s the difference between co-presence and true interaction.
Coordinate high-impact work at natural peaks
Instead of dictating days, align strategic meetings and deep work sessions with the rhythms that already exist. That’s how hybrid becomes intentional—and performance, repeatable.
Result? Less friction, more flow.
→ See how Basking surfaces these insights
5. It’s Not Just About the Office. It’s About People.
In the 2025 EMEA Workplace Report, published by Colliers, researchers identified four behavioral drivers that influence attendance across age groups and teams:
Physical Environment
- Assigned desks boost presence by +0.5 to 1.3 days/week
- Regular rhythms (fixed in-office days) add +0.7 to 1.1 days/week
Managerial Influence
- Leadership expectations add +0.3 to 0.9 days—but this effect fades for employees over 40
Generational Differences
- 86% of Gen Z say they value in-office learning—but only when peers and mentors are present
- Gen Z’s in-office attendance doubles when mentors are present (vs. solo work)
Cultural Fit
- Personal autonomy matters. Forcing policies may backfire, especially across age groups or regions
Effective coordination means adapting—not dictating.
→ How Corporate Real Estate Managers are putting this into practice with Basking
6. What Leading Portfolios Use Instead
When people are in sync, don’t waste the moment. High-attendance windows are precious—use them with purpose.
Use natural peaks to:
- Run cross-team planning meetings
- Schedule client negotiations requiring multiple departments
- Deliver mentor-led training for early-career employees
Know more about optimizing your hybrid rhythm with live insights →
This isn’t just scheduling. It’s behavioral strategy. It’s about moving from fragmented presence to shared momentum. And that shift starts with what you choose to measure.
