The role and impact of workplace experience managers

Employee disengagement is costing businesses more than ever. In 2024, only 21% of global employees were engaged at work, while 17% were actively disengaged, according to Gallup. In the U.S., engagement fell to a 10-year low of 31%. This disengagement translates to an estimated $438 billion in lost productivity each year.

As companies adapt to hybrid and evolving work models, the role of Workplace Experience Managers has never been more crucial. They help bridge the gap between employee needs and business goals which is to create environments where people can truly thrive.

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What is a workplace experience manager?

A Workplace Experience Manager is a key professional responsible for designing and managing the overall employee experience within a company’s physical and digital workspace. Their primary goal is to ensure that every touchpoint (whether in-office, remote, or hybrid) supports employee productivity, well-being, and engagement.

Unlike traditional office managers, workplace experience managers take a strategic, people-first approach. They align office environments, company culture, and technology with broader business goals.

These professionals often work alongside workplace experience specialists and collaborate with HR, IT, and facilities teams to deliver a seamless, engaging experience. They are usually taking actions such as optimizing space usage, implementing wellness programs, or integrating smart technologies. In doing so, workplace experience professionals play a vital role in shaping the modern workplace.

In short, a workplace experience manager doesn’t just manage spaces; instead, they create environments where employees feel valued, connected, and empowered to thrive.

What does a workplace experience specialist and manager do? What is their role?

Workplace experience managers and specialists are the people who make sure the workplace runs smoothly and that employees genuinely enjoy being there. While managers usually focus on strategy and big-picture planning, specialists are hands-on, making those plans happen.

Here’s what the workplace experience manager and specialist role is:

  • Design better office spaces – They create layouts that match how people work, like collaboration areas for group projects, quiet zones for focused tasks, and break areas to recharge.
  • Use smart technology to improve the workday – They help set up tools like desk booking apps, meeting room systems, and even smart signage that shows real-time updates, all part of digital workplace experience management.
  • Boost employee engagement – From wellness programs and company events to feedback surveys and recognition platforms, they work to keep morale high and people connected.
  • Handle office logistics and vendors – They manage things like food service, cleaning, repairs, and supplies, so employees can focus on their work, not on broken printers or empty coffee machines.
  • Support sustainability and inclusion – Whether it’s adding recycling stations, improving accessibility, or creating more inclusive spaces, they help shape a workplace that supports everyone.

How do workplace experience managers impact companies?

Effective workplace experience management delivers tangible business results that can transform an organization’s success. According to Gallup’s 2024 State of the Global Workplace report, companies with highly engaged employees see 21% higher profitability and 59% less turnover compared to their competitors. Workplace experience managers play a critical role in driving this engagement by crafting environments where employees feel valued and empowered.

Key impacts include:

  • By fostering supportive and engaging workspaces, workplace experience managers help reduce burnout and turnover.
  • Employees who work in well-designed, flexible environments equipped with smart digital tools report higher productivity levels. A 2024 Deloitte study highlights that over 80% of surveyed workers indicated that enhancing their work experience would improve productivity, and employees who are satisfied with their experience at work are approximately twice as productive.
  • Workplace experience managers bridge the gap between organizational values and daily employee interactions, ensuring the workspace reflects and reinforces company culture—leading to stronger team cohesion and clearer strategic focus.
  • By leveraging digital workplace experience management platforms, these professionals gather real-time insights on space utilization, employee preferences, and wellness needs. This data-driven approach enables ongoing optimization and agility in responding to evolving workforce demands.

The responsibility of workplace experience managers

Workplace experience managers are responsible for creating and maintaining an environment that promotes employee satisfaction, productivity, and engagement. Their roles often intersect with various aspects of the organization, including culture, physical spaces, and technology.

Employee engagement

Workplace Experience Managers play an integral role in fostering a positive and engaging work environment. They often spearhead initiatives aimed at promoting employee engagement, such as organizing team-building activities that encourage cooperation and communication among employees. Recognition programs are another tool they use, where employees’ efforts and achievements are acknowledged, thus boosting morale and motivation. Additionally, they may implement wellness initiatives, such as offering gym memberships or hosting health seminars, to promote physical and mental well-being.

Physical environment management

The physical workspace is a significant factor in employee productivity and satisfaction. As such, Workplace Experience Managers are tasked with managing the workspace to ensure it promotes collaboration, creativity, and productivity. They might oversee the office layout, ensuring spaces are designed for different types of work – collaborative areas for team projects, quiet zones for focused work, and relaxation spaces for breaks. They also manage space utilization, making sure the workspace is used efficiently. Coordinating office moves or renovations also falls under their purview, ensuring minimal disruption to employees.

Technology integration

With the increasing role of technology in the workplace, Workplace Experience Managers are often involved in integrating tech solutions that enhance the employee experience. This could involve implementing collaboration tools like Slack or Microsoft Teams to facilitate communication. They might also manage digital signage, updating and maintaining digital displays for communication within the office. Moreover, they could oversee the use of AI and IoT devices in the office, such as smart lighting or temperature controls, to create a more comfortable and efficient workspace.

Vendor management

Workplace Experience Managers often handle relationships with various vendors providing essential services. These might include cleaning services, ensuring the office remains clean and sanitary; catering, providing food for events or meetings; or facilities maintenance providers, keeping the office in good repair. They negotiate contracts, manage services, and handle any issues or disputes that arise.

Health and safety compliance

Ensuring the workplace complies with health and safety regulations is critical to protect employees’ well-being. Workplace Experience Managers are responsible for implementing and maintaining these standards. This could involve regular safety audits, providing safety training for employees, or implementing measures to comply with health guidelines. Their goal is to create a safe and healthy environment where employees can perform their best.

Employee engagement and well-being

Beyond the physical aspects of the workplace, Workplace Experience Managers also prioritize the emotional and psychological well-being of employees. They may organize regular team-building events or social activities to foster a sense of community and belonging. Additionally, they could implement wellness initiatives such as mental health programs, fitness challenges, or ergonomic assessments, to promote a healthy work-life balance. This focus on employee engagement and well-being contributes to higher job satisfaction, improved productivity, and stronger team cohesion.

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Should companies keep on hiring workplace experience managers?

Companies that prioritize their employees’ experience and well-being through the implementation of a Workplace Experience Manager role are likely to see numerous benefits. According to industry research, organizations that invest in employee experience are up to four times more profitable and enjoy twice the employee retention compared to those that don’t.

Another research shows that hiighly engaged teams show 21% greater profitability, and organizations that support development through initiatives like workplace experience roles see up to 17% higher productivity.

Workplace culture also plays a critical role where employees in positive work environments are four times more likely to stay, with only 15% actively seeking new roles, compared to 57% in toxic cultures according to the Society for Human Resource Management.

So, should companies continue hiring workplace experience managers? Absolutely. By doing so is not just a smart move, it’s a strategic advantage. These professionals help create environments that drive engagement, retention, and performance, making them essential in building workplaces where both people and business thrive.

Joan solutions engaging workplace experience managers

Joan, a leading provider of workplace experience and workplace management solutions, recognizes the importance of investing in employee experience. Our all-inclusive platform helps companies create an engaging and productive work environment. If you are a workplace experience manager and you are looking for ways to make the workplace better, we have you covered. We offer everything from Room booking, Desk booking, Parking and Assets management, Visitor management, Workplace Digital signage and more, into a single platform!

For more information on how our solutions can enhance your team’s productivity and engagement, feel free to contact us. Let’s partner together to create an office environment where employee well-being and productivity thrive.