Making hybrid work smarter and more cost-effective for the UK Public Sector

As hybrid working becomes a permanent fixture in the UK public sector, organisations are seeking smarter ways to manage their working spaces efficiently and cost-effectively. Clearooms, a leading provider of desk and room booking software, is helping public bodies navigate this shift.

In this exclusive interview, Tony Gibson (TG), Co-Founder and Managing Director, and Alex Wight (AW), Co-Founder and CTO, discuss how the Clearooms platform supports the public sector in optimising their hybrid workplaces.

Q: Why is workspace management such a critical issue for the public sector today?

TG: There’s increasing scrutiny over how public money is spent, and estate costs are a big part of the budget. With hybrid working now a norm, public sector bodies can no longer afford to have empty desks or underutilised meeting rooms. Managing office space efficiently is no longer a “nice to have”—it’s a financial and operational necessity.

AW: Exactly. Flexible work arrangements have introduced new complexity. People aren’t in the office five days a week, but when they are, they need access to the right tools, desks, and spaces. Without the right system in place, that variability creates friction and inefficiencies.

Q: What role does Clearooms play in tackling these challenges?

AW: We offer intuitive room and desk booking tools that adapt to how people actually work. Key features like auto-release of unclaimed bookings and integrations with access control systems make the experience seamless for users and facilities teams alike.

TG: And it's not just about booking a desk—it’s about ensuring that every part of the estate is being used effectively. Our platform helps estate managers gather accurate usage data, reduce waste, and make informed decisions about consolidation or repurposing.

Q: How does Clearooms integrate with Microsoft calendars? Is there a two-way sync for meeting room bookings?

AW: Absolutely — integration with Microsoft calendars, especially Outlook and Microsoft 365, is a key part of the Clearooms platform. We’ve built a true two-way sync, meaning that when a meeting room is booked in Clearooms, it instantly shows up in the user's Outlook calendar. And it works the other way around too: if someone books a meeting directly in Outlook, it automatically updates Clearooms and any connected digital displays outside the meeting rooms.

This ensures that staff can use the tools they’re familiar with, without needing to duplicate bookings or worry about conflicts. Everything stays perfectly aligned across Clearooms, Outlook, and the room screens — in real-time.

TG: It’s all about removing friction. We make sure that bookings are visible wherever they need to be, so whether someone is looking at their calendar, the Clearooms app, or a meeting room display, they always have the right information. It improves reliability, saves time, and makes hybrid work models much easier to manage.

Q: And security is often a concern, particularly in government environments. How do you address that?

AW: Security is built into every part of Clearooms. Our system is hosted with Amazon Web Services (AWS) in highly secure, European data centres, with built-in backup and protection against downtime. We protect the platform with multiple layers of security, including strong firewalls, automatic monitoring for suspicious activity, and protection against cyber-attacks like DDoS.

All data, whether stored or being transferred, is encrypted to keep it safe, and we take daily backups to ensure nothing is lost. We also manage user access very carefully — using industry-standard secure login methods (OAuth2), along with Single Sign-On (SSO) so staff can log in easily and securely with their existing workplace accounts. We also support SCIM (System for Cross-domain Identity Management), which means user accounts can be created, updated, or removed automatically — helping IT teams stay in control without extra manual work.

Q: How does “auto-release” help manage no-shows and last-minute booking issues while improving space utilisation?

TG: Auto-release is one of those features that delivers massive value quietly. If someone books a desk but doesn’t turn up or forgets to check in, the system automatically frees up that space. In high-demand environments, especially in councils or health trusts, that means someone else can use the space. It’s simple, but it really improves occupancy rates.

AW: No-shows are a huge issue. That’s why we introduced automatic cancellation for bookings if no one checks in. It’s better for everyone—those needing space can get access, and it removes the admin headache of manually chasing or adjusting bookings. We've designed this to be configurable too, so teams can set the window for check-in based on their operational needs. It's all about maximising value from existing space. We also allow organisations to implement booking cut-off times, helping ensure planning ahead, especially when rooms are used for sensitive or strategic meetings.

Q: Tell us about “setup” and “clean down” times—how do they improve meeting room management?

TG: We found that back-to-back bookings were causing issues—rooms wouldn’t be ready, or there’d be confusion over timings. So, we built in the ability to add setup and clean down time buffers automatically.

AW: These buffers ensure that equipment can be set up, furniture rearranged, or cleaning completed between meetings. It avoids scheduling conflicts and keeps things professional.

Q: Adjusting Meeting room bookings can be a pain. How does Clearooms simplify that?

AW: Our drag-and-drop functionality is built for flexibility. Need to extend a meeting or move it to another room? Just drag and drop. It’s faster, more intuitive, and helps users adapt to changes without causing scheduling chaos.

TG: It reduces errors and makes estate management more dynamic—especially in environments where plans change often.

Q: Let’s talk about data. How can public sector organisations use data insights from Clearooms?

TG: Our platform offers analytics that reveal usage trends, desk occupancy, and even indicators of employee wellbeing. These insights support smarter estate planning—like identifying underused areas or predicting peak usage times.

AW: We’ve also seen organisations use this data to support HR policies—such as detecting potential burnout patterns or ensuring teams aren’t isolated. It’s about continuously improving how space and people are managed.

Q: What’s the big picture here? What does the future of hybrid work look like in the public sector?

TG: The future is about doing more with less. The public sector is being asked to deliver better services on tighter budgets. Hybrid working, when managed well, is an opportunity to optimise estate usage and improve employee satisfaction at the same time.

AW: Technology is the enabler, but it’s the strategy that matters. Tools like Clearooms provide the foundation for a more agile, data-informed, and sustainable way of working.

Q: Final thoughts—what’s your advice for public sector leaders starting their hybrid workplace journey?

TG: Start with clarity—know what your goals are. Then choose tools that align with those goals, not just what’s cheapest. Look for features that will deliver ongoing value, like automation and analytics.

AW: And don’t underestimate user experience. Adoption is everything. If your system isn’t easy to use, people won’t engage with it. That’s where we’ve put our focus—and it’s why we’ve seen such strong uptake across the public sector.

Ready to transform your hybrid workspace? Book a demo with Clearooms today and discover how it can boost efficiency and reduce costs across your public sector organisation.