Serviced offices in London are constantly evolving to entice customers and streamline processes. A key component driving this transformation is the integration of artificial intelligence (AI).
We’ve seen firsthand how providers are using AI to streamline their operations, boost tenant experience and create more innovative and sustainable workspaces.
Here are our 17 ways serviced offices in London are incorporating AI.
1. Augmented Reality (AR) Office Tours
Augmented reality is changing how organisations view office space for rent in London. Instead of relying only on physical viewings, some providers now offer virtual AI-powered tours. This allows prospective tenants to visualise and customise their layouts and assess the workspace from their screens.
Many of the providers we work with who offer virtual tours have noted an increase in the number of international companies renting office spaces. Nearly all of them have said that the reason was that they didn’t have to view the space in person.
2. Virtual Receptionists
AI-powered virtual receptionists are also on the rise in serviced offices. These systems can greet visitors, manage incoming deliveries and handle basic queries. Clients we have placed in our London offices regularly provide feedback that they appreciate the consistency, especially when working late hours.
3. Visitor Management Systems
AI visitor management systems go far beyond electronic sign-in sheets. These tools can use facial recognition and send automatic notifications. This is particularly useful for buildings with high foot traffic, where reception teams often manage a large volume of visitors.
4. Enhanced Security Controls
Serviced office providers have tightened their security using AI. AI allows providers to monitor access patterns and detect suspicious activity in real-time. For example, if an access card is used at unusual times or there are multiple failed entry attempts, the system can flag the incident and contact management or the police if necessary.
Some providers have integrated AI with mobile apps, which can adjust a user's access permissions based on their job role or work schedules.
5. Optimised Internet Usage for Businesses
Reliable internet is a necessity for businesses in 2025. We’ve seen serviced office providers in London use AI to monitor network traffic in real-time and automatically allocate bandwidth to priority tasks such as phone calls or virtual meetings.
6. Desk Allocations for Coworking Spaces
AI can help providers of coworking spaces manage availability and allocate desks by learning usage patterns and identifying peak times. AI can also suggest improvements for layouts based on the areas which are used the most.
This can help providers maximise the space they have and offer more memberships. Clients also benefit from a seamless booking experience, which is quick and efficient.
7. Meeting Room Booking Systems
We’ve seen a rise in the number of AI-powered booking systems for meeting rooms. These systems can predict when meeting rooms are likely to be needed and can remind clients to book in advance.
Some systems can also offer preset lighting and temperature, so the meeting room is ready to use without any setup time.
8. Transcribers & Translators for Meetings
Some serviced office providers now have meeting rooms that use AI to translate and transcribe discussions. AI uses speech recognition and natural language processing to create meeting transcripts and can even translate conversations in real-time.
We’re seeing an increase in requests for these meeting room features, particularly from international companies or client-facing businesses.
9. Automated Temperature & Lighting Controls
Incorporating AI into an office space can create a comfortable working environment without the need for manual input. AI can automatically adjust the lighting and temperature of an office based on room occupancy and time of day.
In the future, we could see this technology advance even further by merging with facial recognition to offer personalised temperature and lighting depending on who is working from the office.
10. Energy Efficiency Monitoring
Sustainability is gradually becoming a priority for businesses renting office space in London. Flexible workspace providers are using AI to monitor energy usage in real-time and identify areas where savings can be made.
Many providers we work with are using this information to reduce their carbon emissions and meet ESG goals, while also lowering operational costs. These savings can then be passed on to the client in the form of discounted rental costs.
11. Voice-Activated Office Controls
Voice-controlled office features are also a great way that serviced office providers are incorporating AI. Smart AI assistants can help users perform tasks like adjusting the lighting or booking a meeting room hands-free.
These systems are designed to recognise different voices and only act on commands when appropriate. They can be configured not to record sensitive or personal information, making them practical and secure for communal spaces.
12. Noise Level Monitoring in Coworking Spaces
We’ve seen a few serviced office providers using AI to monitor and manage noise levels in coworking areas. Sensors can detect a rise in noise and trigger subtle alerts or even suggest quieter areas to work from.
This is perfect for those who need focused work zones as it boosts productivity without the need for potential confrontations.
13. Predictive Maintenance & Adjustable Cleaning Schedules
AI is fantastic for analytics; therefore, some serviced office providers are now using it to assess patterns in equipment usage and foot traffic. This helps them predict when maintenance is due and adjust their cleaning schedules accordingly.
Tenants benefit from consistently clean spaces, whilst providers only invest in maintenance when it's needed, reducing time and waste.
14. Workspace Usage Analytics
We’ve already established in this article that there are various ways AI can analyse a workspace. However, AI can go beyond statistics and help providers understand how and why people use an office the way they do.
A great example we’ve seen is the use of AI and sensors to monitor movement patterns and measure how long people spend in specific areas of the office. This data can then be used to optimise the layout and identify which spaces work best as breakout areas or which are perfect for focused work.
15. Availability Tracking for Providers
One of the first ways AI was incorporated into serviced offices was behind the scenes. A few London providers tested the waters by using AI to match clients with real-time availability. After this proved successful, many other providers followed suit.
Now, AI has advanced to the point where it can match specific client requirements, such as the number of breakout spaces, phone booths and the size of meeting rooms, with available space.
16. Inventory Management for Shared Resources
Gone are the days of running out of milk for your tea. Serviced offices are now incorporating AI for inventory control, ensuring that essential consumables, such as tea and coffee, are always ordered and replenished. This reduces manual admin tasks and contributes to a more professional and well-run environment.
17. Tenant Experience Apps
Tenant experience apps are quite common in serviced offices based in London. However, AI can take them one step further. Not only can they be used for meeting room bookings, but they can also recommend meeting rooms based on preference, suggest relevant industry events, or notify users of the quietest times to use a coworking area.
These apps can create a sense of community by recommending networking opportunities with similar businesses in the building or notifying tenants of pop-up services such as food vendors or wellness sessions.
Data collected from these apps can help providers to fine-tune their services and tailor their spaces to individual businesses. Clients have told us that this personalisation makes a difference, especially in larger business centres.
The use of AI is becoming increasingly common in office spaces. From first impressions to managing daily operations, AI is creating a more intelligent and personal workspace which is more efficient and dynamic.
At FreeOfficeFinder, we’ve worked with serviced office providers for over 23 years, and we’ve seen how AI is helping providers to stay competitive while allowing clients to get the most out of their workspaces. AI-powered spaces are indeed the future of serviced offices in London.
