3 Floors managed through a single platform Lower Accommodation costs as a direct, sustained outcome Client story: EbiquityEbiquity: fewer desks, lower costs, no disruption to team collaboration
The challenge
When Ebiquity relocated in 2019, they brought in a space management consultancy to establish how many desks they actually needed relative to headcount. The answer was fewer than expected. Department managers were concerned their teams would be scattered across three floors without clear structure or visibility of who was sitting where on any given day.
What they needed
A booking system with genuine neighbourhood logic. Teams needed to see where their colleagues were sitting, book within a defined zone, and arrive with confidence on busy days. Management needed the system to reflect agile working principles without producing the friction that a fully unmanaged hot-desk environment creates.
The outcome
The combined approach of neighbourhood zoning plus desk booking produced the reduction in desk numbers the space consultant recommended. Fewer desks means lower accommodation costs. The system also removed the floor-by-floor uncertainty that department managers were worried about.
Why the booking system makes the lower number work A lower desk-to-headcount ratio only functions if staff can plan attendance in advance and see what is available before they commit to coming in. Without that visibility, the first busy day produces a crisis that undermines the whole model. With it, the reduced desk count becomes a sustainable operating structure. The savings compound over the length of a lease.
Neighbourhood logic at the three-floor scale
When a team is spread across three floors with no structure, collaboration becomes effortful. People stop knowing where their colleagues are. Neighbourhood zoning solves this without reverting to permanent desk assignment. Each team has a defined zone. Members book within that zone on the days they come in. The result is consistent team proximity and predictable seating patterns.
The financial logic of getting desk counts right
Reducing desk count is not primarily a furniture decision. It is a real estate decision. Fewer desks means less floor space required, which flows directly into rent, rates, service charges, and facilities management costs. Ebiquity commissioned a formal space management review before their relocation. What HybridHero did was make the lower desk number operationally viable.
“
We reduced costs by reducing the number of desks we required. The system gave us the visibility we needed to make that work operationally.
Ebiquity, media investment analysis Workplace management platformKnow exactly how much space you need. Then reduce it.
HybridHero’s utilisation analytics gives you the evidence to make space reduction decisions that stick. Already on another platform? Our Switch Programme migrates you in 30 days, guaranteed.
Book a demo