You might have noticed office buildings starting to buzz with life again. After a few challenging years, companies are bringing employees back on-site and this is reigniting demand for office space. In fact, recent industry data shows the U.S. office market is bouncing back, with national office vacancy rates declining for the first time since 2019 and leasing activity climbing to about 82% of pre-pandemic levels. 

This turnaround means more potential tenants are looking for space. However, it also means tenants have higher expectations for what an office building should offer. Flight-to-quality trends suggest many businesses are gravitating toward modern, well-operated buildings with top-notch amenities. In other words, now is the time to make sure your property stands out. To capitalize on the office leasing market’s comeback, you need to reduce friction in building operations and deliver an exceptional tenant experience. By doing so, you’ll not only attract new tenants but also keep your current ones happy and renewing their leases. This guide will walk you through strategies, from streamlining maintenance to leveraging technology and data, to ensure your building shines in this new era of commercial real estate.

The Office Leasing Market is Rebounding

The first thing to understand is why the office market is recovering and what that means for you. A combination of return-to-office policies and limited new construction has started to stabilize demand. In Q3 2025, U.S. office vacancies actually ticked down instead of up, a notable reversal after years of rising emptiness. Gross leasing volumes have been growing as well, over 6% quarter-on-quarter, indicating companies are signing new leases or expanding again. In some major cities, office usage is reaching new post-pandemic highs; foot traffic in offices hit roughly 80% of pre-2020 levels by mid-2025. Simply put, employees are coming back, at least part-time, and many firms need quality office space to accommodate them.

However, this rebound isn’t evenly distributed. High-end “Class A” office buildings are capturing a large share of the leasing activity, while older or less-equipped properties still lag behind. Landlords are noticing a “flight to quality,” with nearly 60% of companies surveyed considering moves to higher-quality buildings that offer better amenities, locations, and modern infrastructure. 

In fact, premium Class A offices in top markets have even seen positive net absorption (more move-ins than move-outs) in early 2025, whereas Class B/C buildings continue to lose tenants on net. Tenants clearly prefer upgraded, well-maintained spaces, and they’re often willing to pay a premium for them. Recent data shows prime office rents are over 80% higher than those of older, non-prime buildings, reflecting tenants’ willingness to pay for quality and amenities. The message is clear: as demand returns, it’s the best-run, best-equipped buildings that win the tenants.

For you as a property owner or manager, this trend is both a challenge and an opportunity. The office market’s comeback means there are more potential tenants out there, but they also have more options and higher standards. To capitalize on the renewed leasing activity, you should aim to position your property as “best in class,” even if it’s not a brand-new trophy tower on Park Avenue. This doesn’t necessarily require marble lobbies or extravagant architecture; it comes down to reducing friction in daily operations, offering valuable amenities, and proving that your building delivers a great experience for tenants. By focusing on those areas, you can make your space just as compelling as a Class A high-rise and capture the interest of businesses hunting for office space in this recovering market.

Streamline Building Operations to Reduce Friction

One of the biggest tenant turn-offs is when basic building operations become a source of frustration. Think about slow repairs, unreliable HVAC, confusing security procedures, or poor communication about maintenance work. These friction points can drive tenants away. You can address them by tightening up your operational processes and embracing a more proactive approach to property management. 

Start by examining how you handle maintenance and tenant requests today. Are issues fixed quickly and efficiently? If a tenant’s HVAC unit fails or a restroom needs repair, how fast do you respond? Speed and reliability are crucial. Studies have found that when property teams actively track and improve their maintenance response times and other satisfaction metrics, they can reduce tenant turnover by up to 40%. Promptly addressing issues shows tenants that you value their comfort and safety.

To achieve this, consider implementing a robust work order tracking system. A digital property management work order system can centralize all maintenance requests, schedule tasks, and send you alerts so nothing falls through the cracks. Instead of juggling paper tickets or ad-hoc phone calls, you’ll have a clear view of what needs fixing and when. This means repairs get done faster and more consistently. By using a dedicated building maintenance software platform, you create accountability for your team and transparency for tenants. Tenants could even submit requests through a tenant portal or mobile app, allowing them to report issues in seconds and track progress. Knowing that a leaky faucet or flickering light will be resolved promptly goes a long way toward building trust. In fact, responsiveness is a core driver of tenant satisfaction. When you communicate clearly and resolve problems quickly, tenants feel heard and cared for. Over time, that responsiveness translates into higher renewal rates and fewer costly turnovers.

Another key to friction-free operations is preventive maintenance. Don’t wait for things to break. Proactively service your HVAC systems, elevators, and other critical equipment on a regular schedule. This prevents unexpected breakdowns that disrupt tenants’ workdays. It also saves money in the long run. 

For example, replacing a small part in an HVAC unit ahead of time is much cheaper than an emergency repair during a heatwave. Planned maintenance strategies have been shown to reduce downtime and even boost the bottom line by avoiding major failures. Tenants will definitely notice the difference, or rather, they’ll notice when preventive care is lacking. As one facilities expert put it, tenants can “feel the effects” if you take shortcuts or neglect maintenance tasks. No one enjoys working in an office where the heating is frequently out or the elevators are always slow due to deferred maintenance. By contrast, when everything in the building “just works” seamlessly, it creates an environment where tenants can focus on their business without frustration.

Don’t overlook building security and access management as part of your operations streamlining. A cumbersome entry process (e.g. needing to sign in at a desk for ages, or constant keycard issues) can irritate tenants and their employees. Upgrading to a smart access control system can simplify this. Modern access control software lets you provide mobile credentials or programmable key fobs, so tenants enter easily while you maintain tight security. This not only enhances safety but also removes a daily friction point, delivering a more seamless experience. Similarly, ensure your office building security measures are both effective and tenant-friendly – well-lit parking areas, clear emergency procedures, and possibly security apps or panic buttons for added assurance. When tenants feel safe and can come and go without hassle, it’s another mark in your building’s favor.

In short, efficient operations are the foundation of tenant satisfaction. By investing in better maintenance processes, responsive customer service, and hassle-free access and safety measures, you eliminate many everyday pain points. You want tenants to almost forget about the building operations because everything runs so smoothly. Achieving that might involve new tools and training. For instance, using mobile inspection checklists or ensuring your maintenance team has up-to-date certifications, but those investments will pay off. When your building is well-run, tenants experience less stress and inconvenience. Over time, that operational excellence translates into higher tenant retention, because few companies will want to leave a building where things are so easy and reliable.

Elevate the Tenant Experience with Amenities
and Service

Beyond the basics of operations, what really differentiates a sought-after office property is the tenant experience. In a competitive market, you’re not just offering square footage – you’re offering an environment that can help companies and their employees thrive. Modern tenants expect more than four walls and a roof. They’re looking for convenience, comfort, and even community. By providing appealing amenities and services, you can significantly boost your building’s appeal and keep tenants leasing year after year.

Start by evaluating your current tenant amenities. Are they aligned with what today’s tenants want? Amenities that once felt optional, like on-site fitness centers or a lobby café, are increasingly seen as essential for a high-quality tenant experience. For example, having a well-equipped gym or wellness center in the building is a huge draw – it saves tenants’ employees time and promotes a healthier lifestyle at work. 

Similarly, flexible collaboration spaces or conference facilities can add value, especially as companies adopt hybrid work models and need places to bring teams together. Even conveniences like food options make a difference. Surveys show that in 2024, 7 of the top 25 most in-demand office features were food-related – things like cafés, diverse dining choices, food truck visits, and quality vending services ranked high on tenant wish lists. People love anything that gives them back time in their day, such as grabbing lunch or coffee without leaving the building. By offering those perks on-site (or partnering with nearby providers), you make your property more than just an office, it becomes a place that supports tenants’ daily routines.

Keep in mind that upgraded amenities can directly translate into business benefits for you as the landlord. An industry study found that properties with modern amenities can command about 5.6% higher rents than similar buildings without those upgrades, and they see higher leasing interest as well. In fact, office buildings that added popular amenities experienced roughly 12% greater tenant demand by 2025 compared to those that didn’t. Tenants are effectively saying they’re willing to pay more and are more likely to choose your building if it offers the right features. High-end conveniences – sometimes called high-end tenant amenities – like rooftop lounges, outdoor workspaces, or concierge services can especially set a premium tone. However, you don’t need to break the bank on luxury perks if it doesn’t fit your building; even modest enhancements (a renovated lobby, comfortable common areas, or a shared tenant lounge with good Wi-Fi) can boost the overall experience. The goal is to make tenants and their employees feel happy to come to work in your building.

Community and well-being are another huge part of tenant experience today. After the isolation of remote work, many employees actually look forward to the office as a place for collaboration and social connection. You can foster this by creating inviting common spaces and hosting events that bring tenants together. 

For example, organizing networking mixers, lunch-and-learns, or wellness events (like yoga classes or flu shot clinics) can help build a sense of community among the different companies in your building. It might seem outside the traditional scope of property management, but these tenant engagement efforts pay off. They make your building more than just a place to work, it becomes a hub of professional community. Tenants who form positive relationships within the building are more likely to stay long term because the location contributes to their quality of work life. Even simple things like seasonal decorations, holiday gatherings in the lobby, or a tenant appreciation breakfast can create goodwill and set your property apart as one that truly cares about its occupants.

Don’t forget the power of communication and service in enhancing tenant experience. Providing great amenities means little if your management team isn’t attentive and easy to reach. Make sure you have clear, friendly channels for tenant communication. Many successful properties use a tenant communication platform or app that acts as a one-stop hub, tenants can receive updates, reserve amenities, and send feedback all in one place. Whether or not you use a fancy app, the key is to keep tenants informed and listened to.

Send out regular updates about building news or upcoming maintenance (so there are no unwelcome surprises like sudden water shut-offs). Perhaps more importantly, invite tenant feedback on a regular basis. You might conduct an annual tenant satisfaction survey or simply check in with tenant reps periodically. Showing that you’re listening to tenant needs and acting on them helps build trust. And when issues do arise, be as responsive as possible. If an office suite’s air conditioning is too cold, or a tenant has a security concern, addressing it quickly and professionally demonstrates excellent service. This kind of tenant-centric approach directly boosts satisfaction and retention..

Embrace Technology for Efficiency and Insight

In today’s world, leveraging technology is one of the smartest moves you can make to improve operations and tenant experience simultaneously. The commercial real estate industry is undergoing a tech revolution – often dubbed PropTech – with innovations that can make your building smarter, safer, and more efficient. Embracing these tools will not only streamline your work as a property manager, it will also send a message to tech-savvy tenants that your property is forward-thinking and well-equipped. In fact, over 60% of firms are already utilizing technology solutions for their properties, and the PropTech market is expected to continue growing rapidly. By adopting modern building technologies, you can stay ahead of the curve and offer a level of service that older analog systems simply can’t match.

A great place to start is by implementing an integrated Building Operations Software/ Commercial Property Management Software platform. This type of platform serves as a digital command center for your property, bringing maintenance management, tenant communications, asset tracking, and even financials into one cohesive system. Instead of juggling separate spreadsheets, email inboxes, and sticky notes, you’ll have all your operational data in one place. 

For example, a good software system can automatically dispatch work orders to your maintenance techs, track completion times, and log all activity for future reference. It can also send out mass notifications to tenants (like a building-wide alert that water will be shut off for an hour for repairs), and even handle things like tenant communication apps or portals. The result is a more organized operation with fewer human errors and delays. Tenants benefit because everything runs on a predictable, transparent schedule, they can check a portal to see that their request is in progress, or get instant updates on their phones about building announcements. For you, this kind of system frees up time and provides data insights into how your building is performing.

Speaking of insights, one of the biggest advantages of modern technology is the data it generates. We live in a data-driven age, and building performance data is incredibly valuable for making informed decisions (and proving the value of those decisions to others). By using software, you can monitor all sorts of metrics in real time – foot traffic, equipment health, space utilization, amenity usage and more. AI in property management is becoming capable of analyzing these patterns to optimize operations. Technology can directly enhance the tenant experience in other ways, too. Consider investing in a Tenant Experience Platform, essentially a mobile app or web platform that connects tenants to building services. Through such an app, tenants might unlock doors (integrated with your access control), book conference rooms or amenity spaces, RSVP to events, or submit service requests. It becomes a convenient one-stop-shop that makes interacting with the building easy.

Mobile integration of various services has been shown to boost tenant satisfaction and engagement, because people appreciate instant access and responsiveness. No more hunting for the right phone number or office to contact – everything is a tap away. Some platforms even have social features like community boards or event listings to further create that sense of community. The easier and more pleasant it is to utilize the building’s features, the more likely tenants are to fully use (and value) them. And when renewal time comes, they’ll remember that living, connected experience your property provides versus a static, unengaging one elsewhere.

Finally, don’t underestimate the value of data reporting and analytics when it comes to attracting new tenants (and retaining current ones). We mentioned how you can gather data internally – the next step is to put it to use as a marketing and management tool. Essentially, you want to track Key Performance Indicators (KPIs) for your building and be ready to share those successes. Think of KPIs as your building’s report card that quantifies how well you’re doing. Common property management KPIs include occupancy rate, tenant retention rate, average work order completion time, tenant satisfaction scores, energy efficiency metrics, and net operating income. By keeping a close eye on these, you can spot issues early and celebrate improvements.

How does this help with leasing? Prospective tenants are increasingly data-savvy and appreciate transparency. When you pitch your building, imagine being able to say: “Our average work order response time is 4 hours, well above the industry standard,” or “We achieved a 95% tenant satisfaction rating in our latest survey,” or “Our building has cut energy usage by 20% after green retrofits, saving tenants on utility costs.” Those aren’t just bragging points – they directly address tenant pain points (responsiveness, comfort, cost) with evidence. If a prospect is choosing between your property and another, such metrics could tip the scales by showing that you run a tight ship. 

It demonstrates pride in your building’s performance and a commitment to continuous improvement. Some forward-thinking landlords even create an annual “building report” for their property, summarizing key stats and improvements, which can be shared with both current tenants and prospects. This level of openness and accountability is still relatively new in commercial real estate, so it can really differentiate you. As long as the data tells a positive story, it’s an asset – and if some metrics are weaker, you’ll know exactly what to work on before it affects your bottom line.

As the leasing office market makes its comeback, you have a prime opportunity to elevate your property’s success. Remember that a rising market alone won’t fill vacancies,  it’s the buildings that offer the best overall value and experience that will win the day. By reducing friction in your operations, you ensure that tenants’ day-to-day interactions with the building are smooth and hassle-free. By investing in amenities, community, and communication, you create a place where people actually want to come to work (and stay for years). And by embracing technology and data, you not only run your building more efficiently, but you can also tangibly demonstrate your excellence to others.

These efforts pay off in tangible ways. Satisfied tenants are far more likely to renew their leases – in fact, most tenants who say they’re likely to renew ultimately do so, and high renewal rates mean lower costs and steadier income for you. Keeping an existing tenant happy is dramatically cheaper than finding a new one, once you factor in downtime and incentives. So focusing on tenant satisfaction isn’t just a feel-good goal; it’s a smart financial strategy. Happy tenants also tend to spread the word, indirectly helping your reputation and making it easier to attract other quality tenants. On the flip side, unhappy tenants leave – and an office building with revolving doors struggles in any market.

By following the strategies outlined above, you’re positioning your property to thrive in the current climate. You’re showing current and future occupants that you’re not just renting space, you’re providing a partnership and a service that helps their business succeed. That confident, proactive approach will make complex solutions feel simple and ensure your tenants feel supported every step of the way.

The office market’s revival is here, and it’s those who adapt and innovate that will reap the rewards. Now is the time to capitalize on the momentum: implement that new work order system, roll out those tenant-centric programs, measure your improvements, and let the world know what makes your building great. With efficient operations, delighted tenants, and proof to back it all up, you’ll position your commercial property at the forefront of the leasing market resurgence – and secure its success for years to come.

When you are ready to simplify your operations even further, Cove helps you bring all of this work together in one place. The platform centralizes maintenance, communication, reporting, and tenant engagement so your team spends less time managing systems and more time delivering a great experience. With clear building performance insights and easy-to-use tools, you can show prospective tenants the value of your property and keep current tenants happy year after year. Cove helps you reduce friction, run a stronger building, and make the most of the office market’s momentum.