3 Ways Businesses Can Make Better Use of Shared Resources

Less is more, as it is said, but would it apply to businesses? In a way, yes, since organizations do not need more resources. What’s more important now is to make better use of the resources already available. 

If a conference room sits unused for much of the day or there’s equipment that serves only a single team, potential is being lost. The same holds for less tangible resources, such as software, information, and expertise. 

This is precisely the reason behind a greater emphasis on shared workplace resources. According to CBRE’s 2026 Global Workplace & Occupancy Insights, worldwide office utilization rose from 38% in 2024 to 53% in 2025. That was recorded as the largest annual increase since 2021. 

Also, it was found that shared support spaces increased by 35% between 2021 and 2025. This makes perfect sense in view of how making better use of shared resources can help businesses gain more value from existing investments. This article will explore three ways to make it happen, so those resources accomplish more for business growth. 

Repurpose What’s Underused 

Anytime the discussion of investing in another resource crops up, take an inside-out look. In other words, look closely at what you already have and how it may be repurposed. 

It’s possible to have an asset (or more) that appears to be unused simply because its potential hasn’t been fully realized. McKinsey’s 2025 analysis of US manufacturing found that running today’s factories at peak capacity could generate $660 billion in additional output. 

The report noted that businesses can increase production either by creating new capacity or getting more from what already exists. Manufacturing is essentially a large-scale example, but one that applies across businesses. 

Many business assets, both tangible and intangible, may lie idle for extended periods. These may range from specialized equipment to company vehicles and employee expertise. Consider how the identified resources can be repurposed. For instance, a conference room could double up as a training area or project workspace. 

Likewise, equipment purchased for one team may meet the needs of another during periods of lower demand. A recent Reuters report on the growing reuse industry serves as a helpful example. Bold Reuse launched a 2022 pilot program at Portland’s 20,000-seat Moda Center that replaced 860,000 disposable cups with reusable ones. 

By 2024, the company was working with 12 professional sports teams across the US and had grown by 300% that year. Conventional business resource management can work the same way when an existing resource is allowed to deliver more value. 

On that note, remember that repurposing doesn’t mean finding a new use for every idle asset. Some resources are underused because demand is genuinely limited. Simply distinguish between truly unnecessary resources and those whose potential just remains unexplored. 

Practical Steps to Take 

• Keep track of usage, identifying resources that have been lying idle, underbooked, or confined to a small group of users. 
• Look for areas where existing capacity could meet additional demand before purchasing something new. 
• Consider whether an underused resource could serve another team, function, or legitimate business need. 
• Test on a small scale before making it a larger investment. 
• Compare usage, costs, productivity, and other relevant outcomes to determine whether the resource is delivering genuine value. 

Improve Access to Shared Resources and Co-ordinate Usage 

A shared resource can only create value when the people who need it can access it at the right time. The problem that usually arises is that growing businesses may have multiple employees or teams depending on the same equipment, workspace, vehicle, etc. 

Often, information on access or usage becomes unclear. Then, a resource is only available in theory, while being totally out of reach in practice. Such a challenge is encountered mainly when work distribution increases. 

Microsoft’s 2025 Work Trend Index found that 30% of meetings now span multiple time zones, up 8 percentage points since 2021. This statistic is chiefly about meetings, but the coordination problem it highlights is universal. When people operate on different schedules, what good would just knowing that a resource exists do? 

It’s important to consider when that resource is available, who needs it, and how coordination must take place. Create sensible priorities when several people require a shared resource at the same time. The goal is not to restrict access, but to make it purposeful and predictable. 

Many organizations beyond a traditional workplace operate on similar principles to make limited shared resources accessible to different groups. Parking in communities provides a straightforward example here.  

For instance, a homeowners association (HOA) may have a finite number of spaces that must serve residents, visitors, service providers, and people with accessibility needs. Well-defined HOA parking rules can establish how those spaces are intended to be used, making access more predictable and reducing the number of disputes. 

Condominium Associates notes that HOAs enforce these rules concerning the types of vehicles parked inside, their location, and the duration of parking. The key takeaway here for businesses is that better access does not mean allowing everyone to use everything whenever they want. 

Establish a clear outline of what is available, when it can be used, and what happens when demand clashes. That way, the same resource becomes more useful to multiple parties. 

Practical Steps to Take 

• Give employees a central location to check whether a shared resource is available. 
• Define which needs should take precedence when demand exceeds availability. 
• Set reasonable booking or usage periods when you expect high demand for shared spaces or equipment. 
• Allow reservations or allocations to be modified when business priorities change. 
• See where access problems usually occur and improve coordination instead of immediately adding more resources. 

Expand the Ways Existing Resources Can Be Used 

Another important point is that a resource doesn’t have to be underused to have untapped potential. Sometimes, the opportunity strikes by allowing you to expand the resource so it can accomplish more. 

Let’s consider the example of a physical store. A retail location can continue to serve customers while also supporting mobile orders, pickup, and drive-through service. Similarly, a software platform may continue performing its core task while additional teams use its capabilities for related processes. 

The real-world example of Starbucks serves as a good illustration. In January 2026, the Associated Press reported that Starbucks planned to add seating capacity at numerous existing US locations while developing smaller stores that provide mobile-order pickup and drive-through service. 

The smaller stores were expected to be 20% cheaper to build than traditional locations. The significance here is that the company is considering how a physical location can support different complementary customer needs within the same business model. Starbucks’ CEO and Chairman, Brian Niccol, stated it plainly, “Our cafes are our point of differentiation. We want people to be in our coffeehouses.” 

Businesses across industries can apply the same thought process to shared resources. For instance, a technology platform can support several departments without requiring each team to purchase a new system. The key is to look for additional value that can be layered into an existing resource. 

Practical Steps to Take 

• Figure out the areas where the resource’s use can be expanded into. 
• Find additional needs that can be served without disrupting the resource’s existing users. 
• Explore whether the same resource can support different teams, customer groups, or stages of an operation. 
• Test multiple functions together and monitor whether they improve productivity or value. 
• Set limits so additional users do not create congestion and reduce quality. 

FAQs 

How can a business tell whether a resource is genuinely underused?

It’s important to look at real usage patterns rather than speculations. Review booking records, equipment downtime, software adoption, vehicle schedules, and other relevant data. Then, compare the available capacity with demand. A resource may appear underused overall but still be essential during peak periods, so timing matters as much as frequency. 

When does sharing a resource make more sense than buying another?

Sharing a resource is worth considering when demand is intermittent, multiple teams need the same resource at different times, or existing capacity remains available between periods of use. Businesses should compare the costs and operational impact of sharing with purchasing another resource to get a clear idea. 

What should businesses measure after changing the way shared resources are used?

Measure outcomes that matter to the business, such as utilization, operating costs, productivity, turnaround times, access delays, and employee/customer experience. Comparing these measures before and after a change can show whether the resource is genuinely creating more value rather than simply being used more frequently. 

Important Data Points Covered 

The three approaches we have discussed are different, but they all move organizations towards thinking more carefully about the value of what is already available. The US Bureau of Labor Statistics (BLS) reported that US productivity increased 1.4% in the second quarter of 2026. 

Productivity is influenced by many factors and cannot be attributed to the sharing of resources only. However, the figure tells us that it’s worth paying attention to how effectively their existing inputs are being put to work. 

So, were you planning to make a new purchase or investment? Perhaps now is the time to examine an existing resource that could deliver more value. Remember that a closer look at utilization, access, and potential applications can reveal opportunities that are easy to overlook in daily operations.