Smarter by design - how AI is shaping the future workplace
Workplace design is evolving, with artificial intelligence influencing how we work, and the environments we work in. AI is moving beyond digital platforms and into the physical office, helping spaces adapt to people’s needs in real time. From lighting and air quality to furniture and collaboration tools, it’s changing how workplaces function day to day. At Woodalls we’re working with organisations to integrate AI to make the workplace environment more responsive, efficient, and supportive of the people who use them.
AI is playing an increasingly important role in workplace design. From lighting and air quality to collaboration tools and ergonomic furniture, AI is helping to create environments that better support how people feel and work throughout the day.
At Woodalls, we’re seeing this shift come to life across a range of client projects. Here’s how AI is shaping the workplace and what it means for designing spaces that work smarter for people.
Adaptive furniture – from static to responsive
Furniture that can adapt to a user’s height, posture and schedule is a far cry from the standard-issue desks of old. With AI and sensor-based systems, furniture can now automatically adjust, improving comfort, posture and health especially in hybrid work environments where desks are often shared.
In our award-winning AXA project, we designed adaptive zones that support a wide range of working styles, underpinned by AI-driven insights into space utilisation. Modular workstations and flexible layouts were informed by data on movement and occupancy, enabling the environment to adjust in real time to employee needs — from deep focus to informal collaboration. Furniture played a key role in this adaptability, with UK-manufactured pieces chosen for their modularity, foldability, and ease of storage. AI also supported smarter planning around layout efficiency and usage patterns. Sustainability was a core priority for the client, so we selected materials with a high recycled content, balancing environmental responsibility with functionality and design integrity.
In Bulletproof’s Covent Garden studio, flexibility was a driving force. AI-friendly layouts and mobile furniture allowed the team to reconfigure the space easily, while still supporting ergonomic best practices throughout.
Lighting that supports focus and energy
Lighting has a huge impact on wellbeing. Poor lighting can lead to headaches, reduced alertness, and disrupted sleep. With AI, lighting can now respond in real time adapting to the time of day, the task at hand, and available natural light.
At TomTom Madrid their revamped office features a dynamic and responsive light installation that doubles as a passageway connecting different areas, symbolising TomTom’s commitment to innovation. These tunnels play on the concept of navigation and journey, creating visually captivating experiences that inspire movement and curiosity.
For SITA Geneva we implemented a smart lighting approach in their new office. The system uses daylight sensors and time-based programming to subtly shift light levels throughout the day supporting circadian rhythms and creating a comfortable, calm working atmosphere. These lighting choices weren’t just aesthetic they were part of a wellbeing-first design strategy.
AI-powered collaboration and connectivity
AI is changing how people collaborate, particularly in hybrid and global teams. Features like live transcription, instant translation, smart scheduling, and automated meeting summaries help reduce barriers and keep people aligned, wherever they are.
At SThree, we built intelligent breakout and collaboration areas into their London HQ. These spaces are acoustically optimised and tech-enabled, allowing for seamless hybrid meetings. AI-driven features like meeting capture and smart room booking were integrated alongside more traditional collaborative zones.
In WeTransfer’s Amsterdam office, our design focused on fluid creativity and effortless connectivity. Touchscreen systems and reconfigurable layouts allow teams to move easily between solo work, in-person meetings, and virtual collaboration. It’s a great example of how space and technology can complement one another to support creative work.
Healthier Environments: AI and the senses
Beyond furniture and tech, AI is increasingly being used to improve environmental factors like air quality, noise and temperature—all of which impact focus, comfort, and long-term health.
At AXA Health’s Tunbridge Wells office, we integrated AI-enabled environmental systems to enhance wellbeing and performance across the workspace. Intelligent building systems were implemented to monitor and automatically respond to environmental conditions in real time adjusting airflow, temperature, and lighting based on occupancy and usage data patterns. By removing the need for manual control and adapting to the needs of the space throughout the day, the AI creates a consistently healthy and comfortable environment that supports focus, productivity, and long-term wellbeing.
For Vialto Partners, we blended biophilic design with intelligent climate controls, using sensors and automation to maintain air flow, thermal comfort and daylight balance. The space feels fresh and balanced even with floor-to-ceiling glass and an open plan layout.
Why it matters: subtle design shifts for significant gains
The impact of these AI-led enhancements may be subtle at first but over time, they lead to measurable improvements in comfort, engagement and output. Across our projects, benefits we’ve seen first-hand include:
Reduced physical discomfort thanks to posture-aware furniture
Improved focus due to lighting and environmental tuning
More efficient collaboration with AI-powered meeting tools
Higher staff satisfaction from personalised and responsive environments
When a space is designed to respond to its users, the result is an environment where people are happier, feel supported and in turn work more productively for longer.
Designing for the future
At Woodalls, we use our industry-leading, unique lean methodology to design workplaces that respond to data, behaviour, and human needs. AI is becoming a natural part of that framework helping us deliver spaces that are not only functional, but actively supportive of the people who use them.
The smartest workplaces of the future won’t necessarily look radically different. But they will behave differently, learning from usage patterns, adapting to new needs, and helping people thrive.
The good news? That future is already here.