The pandemic reshaped corporate real estate. As remote work surged and office occupancy rates dropped, many organizations reevaluated their space needs. In an effort to cut costs and align with hybrid schedules, companies downsized square footage, consolidated locations, and reconfigured layouts for fewer people on site. But now, as return-to-office efforts accelerate and in-person attendance rises, these leaner spaces are being asked to accommodate more employees than they were originally designed for.

This shift toward denser workplaces offers operational cost savings but creates new challenges for indoor air quality (IAQ), employee comfort, and critically, HVAC system performance. In many cases, HVAC systems that were right-sized for lower occupancy may no longer be equipped to maintain proper ventilation and filtration under higher loads — especially as Cushman & Wakefield reports that workplace operators are optimizing in-office attendance and fitting more people into smaller footprints.

Denser Offices Put Pressure on HVAC and IAQ

More occupants concentrated into smaller areas means:

• Higher CO₂ concentrations, leading to cognitive fatigue, reduced focus, and discomfort.
• Greater particulate and VOC loads, generated by people, furnishings, and office equipment.
• Elevated humidity swings, as occupant load impacts moisture levels.
• Increased pathogen risk, with closer proximity accelerating the potential for airborne transmission.
• Odor accumulation, especially in shared spaces like conference rooms, restrooms  and break areas.
• System strain, as existing HVAC units work harder and consume more energy to meet fresh air and filtration demands, they weren’t originally sized to handle.

Many HVAC Systems Were Sized for Yesterday’s Office

HVAC sizing is typically based on anticipated occupancy, airflow needs, and outdoor air requirements. Pre-pandemic designs may have accounted for 50% or 60% typical occupancy levels in open office settings. Today’s higher in-person attendance may push actual occupancy toward full capacity, far beyond what those systems were originally designed to support.

Undersized HVAC systems may struggle to:

• Deliver sufficient ventilation to dilute airborne contaminants.
• Maintain temperature and humidity stability.
• Handle increased filtration loads without sacrificing airflow.

The result is a mismatch: systems optimized for energy efficiency in under-occupied spaces now face elevated demands that can compromise both IAQ and occupant comfort.

Why Air Quality Plans Need to Adapt

In this new reality, relying solely on central HVAC performance may not be enough. IAQ strategies need to account for both the limitations of existing systems and the realities of denser occupancy.

Just as office density has changed, so have workforce expectations. One lasting outcome of the pandemic is a more health-conscious and informed workforce—employees who now expect a workplace that actively supports their well-being.
According to the 2024 Fellowes Air Quality Survey,

• 66.9% of U.S. office workers said they would be more likely to work in the office more often if air quality were improved
• And 2 out of 3 U.S. workers would consider leaving their job due to poor indoor air quality

These findings make it clear: air quality is no longer a behind-the-scenes concern. It’s a visible factor in employee retention, satisfaction, and return-to-office efforts.
In response, leading organizations are prioritizing health-forward building improvements—from enhanced ventilation to localized air purification and IAQ transparency.

Leading organizations are now:

• Monitoring indoor air in real-time, tracking CO₂, PM2.5, VOCs, and humidity to identify problem areas quickly.
• Deploying supplemental air purification, using localized, high-efficiency filtration (including HEPA and carbon) to support heavily occupied zones.
• Integrating IAQ with building management systems (BMS), enabling dynamic ventilation adjustments based on occupancy and air quality data.
• Considering HVAC retrofits or right-sizing projects, including upgraded ventilation, better filtration, and demand-controlled ventilation strategies to better align system capacity with current occupancy levels.

As employee expectations continue to rise, IAQ is no longer just a technical consideration; it’s a signal of workplace quality and organizational values.

In a poorly ventilated space, as much as 3% of the air you’re breathing may have just come from someone else’s lungs. As office density and time spent together increase, so does your exposure to recycled breath along with any particles, odors, or pathogens it may contain.

Healthy Air Supports Business Outcomes

Beyond system performance, IAQ has direct implications for business outcomes: employee health, satisfaction, productivity, and retention all connect back to the workplace environment. As companies prioritize office utilization, IAQ solutions are a critical investment in workforce confidence.

And the good news is: improving indoor air quality doesn’t have to break the bank. Rethinking your IAQ strategy can support—not strain—your existing HVAC system. By implementing localized purification and real-time monitoring, organizations can reduce the burden on centralized ventilation, avoid costly over-ventilation, and optimize airflow only when and where it’s needed.

The result? Healthier air, greater occupant trust, and the potential for long-term energy savings—all without major infrastructure overhauls.

The Bottom Line

Smaller offices with higher occupancy are here. But unless HVAC sizing and air quality plans keep pace, organizations risk falling short on comfort, safety, and productivity. IAQ solutions that combine real-time monitoring, localized purification, and integrated HVAC controls offer a scalable, future-ready way to manage denser workspaces while protecting both health and business performance.