10/03/2025
Everything is changing—let us explain.
Read insights from Julia Mingorance, IE alumna and Workplace Strategy Manager in Corporate Real Estate at Deloitte. Julia’s experience makes her an expert in the evolution of the office, AI and future trends.
1956, New York: Employees type documents on typewriters in an open-plan office. Three years later, the arrival of photocopiers would revolutionize document reproduction, marking the beginning of a shift in both the workforce and office design.
2025: We’re in the midst of a new revolution driven by Artificial Intelligence. Just as every past technological advancement transformed the way we work, AI is reshaping not only how we do our jobs, but also the spaces in which we work. These spaces are becoming smarter, more flexible and more focused on human needs.
Between screen and screen: Enhancing office AI practices
Only five years ago, our way of working was noticeably different. We spent much of our time in physical offices, and most interactions happened face-to-face. However, according to WorkBetter Magazine Winter 2024 by Steelcase, today interactions between screens have surpassed in-person meetings, even within the office. It’s common now to stay at our desks, connected to virtual meetings with colleagues who, ironically, might be just a few meters away. Tools like Microsoft Teams and Zoom have become essential in the hybrid work model, now adopted by most companies.
The number of meetings has also surged. Microsoft’s Work Trend Index 2022 found that the typical Teams user’s meeting time tripled between 2020 and 2022.
Meetings have become time-consuming, preventing us from finding quality moments for collaboration or focused work.
It’s paradoxical that while many employees prefer to go to the office to collaborate, the typical office day often feels like remote work—spent in front of a screen rather than engaging in face-to-face interactions. Factors like the convenience of virtual meetings, lack of time to travel between appointments, and difficulties in reserving physical meeting rooms all contribute to this shift. Will AI help us make meetings more efficient, shorter and enhance both virtual and in-person interactions?
Man-machine synergy in the office: AI advancements
According to Microsoft’s Work Trend Index 2024, 75% of workers globally are already using AI in their jobs, a number that has doubled in just six months. This synergy between humans and machines is blurring the lines between physical and digital worlds.
AI is not only revolutionizing the tasks we perform, but also the design of our workspaces. Its impact is redefining what we consider to be an “office.”
How will AI change our way of working?
Employee experience
Virtual assistants: Communication with devices through virtual assistants will become more common. These assistants can book meeting rooms, reserve other corporate resources, send requests and even help locate colleagues.
Wellbeing: AI will monitor and improve working conditions, including air quality, lighting and noise levels. This will create healthier office environments and even track employees’ stress levels.
Intelligent collaboration: Advanced videoconferencing tools and virtual platforms will enhance hybrid meetings, even though they still struggle to match the productivity of in-person ones. Generative AI, such as ChatGPT and Microsoft Copilot, will take on tasks like note-taking, content generation and scheduling. Meetings will thus become more efficient.
Workspace design
Immersive environments: We’ll increasingly work in immersive environments. Offices will need digital screens to display AI-generated content in real-time and allow interactive collaboration with remote colleagues.
System automation: AI will manage office functions like lighting, climate control and security, adjusting according to the needs of the people using the space.
Spatial flexibility and intelligent furniture: AI will transform office furniture into interactive objects. By integrating IoT, advanced sensors and AI, furniture will adapt to the preferences and needs of employees, boosting comfort and productivity.
Spatial optimization based on data
Pattern analysis: AI will analyze how spaces are used, optimizing layouts based on employees’ preferences and needs. This will prevent areas from being underused, maximizing office efficiency.
Individual profiles: With personalized data, spaces will adapt to the unique work styles of each employee.
Sustainability
Energy efficiency: Intelligent systems will adjust energy consumption based on occupancy and external conditions, improving efficiency.
Waste management: AI will streamline waste management by automating the classification and recycling of materials, fostering a more sustainable work culture.
The future of virtual environments
Virtual offices of the future are already taking shape, and AI is one of the driving forces behind this transformation. While it’s an invisible technology, its impact on how we work and the spaces in which we work will be profound. Its ultimate goal is to enhance human experiences, helping us be more productive, efficient, and collaborative, while creating work environments that adapt to our needs.
