What if we told you there's a secret shared by over 200 coworking operators* about their toughest daily battles?
We recently pulled back the curtain, chatting with these forward-thinking leaders from around the globe, and their unfiltered insights paint a vivid picture of the headaches that can derail even the most promising spaces.
But here's the best part: they didn't just share problems; they revealed the surprisingly simple, yet powerful, solutions they're craving.
Join us as we dive deep into their struggles, visualize the journey with our "Coworker rollercoaster" infographic, and equip you with practical strategies to tackle these challenges head-on.
Key takeaways for coworking operators:
- Top challenges: Over 200 operators highlight member retention (53%) and overwhelming manual admin tasks (58% spend time daily/weekly) as their biggest pain points.
- Key solutions: They are actively seeking integrated community engagement tools (42%), seamless booking management (42%), and automated billing (32%).
- The outcome: Implementing smart, unified software helps achieve higher occupancy, enhanced member experience, and effortlessly smooth operations.
Understanding the ride: what's making things bumpy?
Our survey really opened our eyes to the everyday realities of running a coworking space. It turns out, many operators are dealing with similar "bumps" and "loops" on their management rollercoaster. Let's take a look at what's making the ride a bit bumpy for so many:
1. The churn loop—member retention & community building (53%)
You know that feeling when a member leaves, and it's not just about the lost income? It's about losing a piece of your community, that vibrant energy they brought to the space. Well, you're definitely not alone in that concern.
A huge 53% of operators told us that member retention and community building is their biggest daily headache.
Think about it: your coworking space thrives on connection. It's not just a collection of desks; it's a hub where people meet, collaborate, and build relationships. But if that sense of belonging isn't strong, members are much more likely to drift away when their needs change or a competitor pops up.
This creates what we call "The churn loop"—you're constantly busy chasing new members to replace those who left, rather than focusing on growing your existing community and attracting more. It's like trying to fill a bucket with a hole in the bottom.
The real impact goes beyond just their monthly fee. Every time a member leaves, you lose a piece of the collective energy, a potential collaborator, and a valuable connection in your network. It dilutes the unique atmosphere that makes your space, well, your space.
2. The admin drop—manual admin tasks (58% frequent)
Picture this: you've just poured your first coffee of the day, ready to tackle your to-do list. Then, the emails start flooding in—a booking request, a payment reminder query, someone needs access to a meeting room, an invoice needs adjusting. If that sounds like your morning, you're experiencing the "Admin drop."
A significant 58% of operators confessed they spend way too much time on manual admin tasks, either daily (32%) or several times a week (26%). That's over half of all operators feeling completely bogged down by the sheer volume of repetitive chores.
This isn't just inefficient; it's a massive drain on your time and energy. Instead of strategizing your next community event or thinking about how to expand your services, you're stuck in the weeds of paperwork and endless clicks. It's like trying to run a marathon while carrying a backpack full of rocks—you're moving, but it's much harder than it needs to be, and you're missing out on seeing the scenery.
3. The efficiency & tech twists (26% each)
Adding to the challenge, we found that 26% of operators struggle with overall operational efficiency—things like making sure bookings, payments, and other processes flow smoothly. And right alongside that, another 26% mentioned headaches with technology integration and management.
These two challenges often go hand-in-hand. You might have great software for bookings, another for payments, and a third for community, but if they don't "talk" to each other, you're constantly manually transferring data or logging into different systems. This creates frustrating "twists" in your daily operations, where simple tasks become complicated multi-step processes.
It's like having a puzzle with perfectly good pieces, but they're all from different boxes—you can't quite fit them together to form a complete picture. This lack of seamless integration doesn't just waste time; it can also lead to errors and a less-than-stellar experience for your members who expect everything to be smooth and modern.
Powering up: strategies for a smooth ride
Now that we understand the challenges making your ride bumpy, how do we smooth things out? Our survey didn't just tell us about the headaches; it also highlighted the exact software features operators are craving. Think of these as your "power-ups"—the strategic boosts that can transform your operations and make your coworking journey genuinely effortless.
Strategy 1: Supercharge your community with integrated tools
Remember that 53% who struggle with community and retention? It's no wonder that 42% of operators are actively looking for integrated community engagement tools. This isn't just about throwing everyone into a Slack channel and hoping for the best.
How can I cultivate community effectively?
You need a platform that helps members connect with each other, not just with you. Imagine a central hub where your members can easily:
- Find each other: A searchable member directory where members can connect, see each other's skills, and even send a quick message to a fellow freelancer or founder.
- Discover & RSVP to events: A seamless event calendar that shows all your space's happenings—from workshops to happy hours—allowing members to RSVP, get reminders, and even add it directly to their personal calendar.
- Stay in the loop: A centralized communication hub for announcements, discussions, and direct messaging, cutting through the noise of scattered emails and fragmented chat apps.
The big benefit
This proactive approach directly tackles "The churn loop." When members feel deeply connected, valued, and truly part of something, they're far less likely to leave. You foster a sticky, self-sustaining community that drives retention and word-of-mouth referrals.
Strategy 2: Automate operations for true effortless management
That painful "Admin drop" felt by 58% of operators? It can be virtually eliminated. It's no surprise then that 42% crave seamless booking management, and an additional 32% want automated billing and payments.
What does effortless automation look like?
Aim for a "hands-off" approach for routine tasks, putting the power in your members' hands:
- Self-service booking: Empower your members to book desks, meeting rooms, and amenities themselves, with real-time availability. No more back-and-forth emails or phone calls to check if a room is free. They see it, they book it, it's done.
- Automated billing & invoicing: Imagine subscriptions renewing automatically, invoices being generated and sent without you lifting a finger, and automated payment collection system taking care of due payments. This frees you from the tedious task of chasing down every last dollar.
- Digital access control: Integrate door access with bookings and memberships. A member books a meeting room, their access key automatically activates for that time slot. When their membership expires, access gracefully revokes. It's seamless for them, effortless for you.
The big benefit
This strategy dramatically reduces the "Admin drop." You gain precious time back, reduce errors, and ensure a steady cash flow, allowing you to focus on bigger picture strategies like improving member experience or exploring new revenue streams.
Generate recurring revenue and offer exceptional customer experience at your shared or coworking space
Strategy 3: Leverage data for smart space optimization
While 21% specifically asked for real-time occupancy tracking, this ties directly into what 26% want (operational efficiency) and 32% prioritize (improving tech infrastructure). It's all about making smarter, data-driven decisions.
How can data optimize my space?
Your management software shouldn't just run your space; it should give you a clear picture of what's happening. Look for features that provide:
- Utilization analytics: Ever wonder if that large meeting room is actually earning its keep? Data can tell you. Understand which desks, rooms, or amenities are your most popular and which are underutilized. This insight helps you make smart decisions about pricing, layout, and even whether to invest in more equipment.
- Member behavior insights: See trends in how members use your space. Are they booking meeting rooms more in the mornings? Do they prefer specific areas? This helps you tailor your offerings and even anticipate needs.
- Integrated reporting: Get clear, concise reports on revenue, occupancy, and member engagement, all from one source. No more pulling data from five different spreadsheets.
The big benefit
This strategy provides the "eyes" and "brains" for your operation. You move from guessing to knowing, allowing for dynamic pricing, optimized layouts, and data-backed decisions that maximize revenue and efficiency, making your space run like a well-oiled machine.
Reaching the summit: your priorities achieved
Once you start implementing these smart strategies—supercharging your community, automating those daily tasks, and leveraging data—something amazing happens. Your coworking rollercoaster speeds past those challenges and starts to climb effortlessly towards your biggest goals. Our survey absolutely confirmed these are the top priorities for operators, and here's how these "power-ups" help you reach that summit.
Increased occupancy rates (47% priority)
For nearly half of the operators we spoke to, 47% to be exact, increasing occupancy rates is the ultimate peak. And it makes perfect sense, right? A full house means a buzzing atmosphere and a healthy bottom line.
When you focus on building a strong community (which reduces churn!) and offer a super seamless experience (think easy bookings, no payment headaches), your space naturally becomes incredibly appealing. Happy members stick around, and they become your best promoters, spreading the word to their friends and colleagues. It’s a snowball effect: better experience leads to higher retention, which in turn attracts more new members without you having to constantly chase leads.
20 steps to start, grow, & nurture coworking community
Enhanced member experience (37% priority)
A very close second, 37% of operators prioritize enhancing the member experience. This is where the magic really happens. When you're no longer bogged down by endless admin tasks—like chasing invoices or manually confirming bookings—your team suddenly has more time.
More time to chat with members, offer personalized support, remember their coffee order, or even just brainstorm that next exciting event. This isn't just about efficiency; it's about shifting focus back to what truly matters: your members. When they feel genuinely valued, supported, and have a friction-free experience, they become loyal advocates for your space.
Streamlined operations & improved technology (26% & 32% priority):
These two priorities are often intertwined, and for good reason. Operators told us they want streamlined operations with automation (26% priority) and improved technology infrastructure (32% priority). The great news is, when you implement the solutions we talked about, these goals are achieved almost automatically.
Imagine all your key management functions—bookings, payments, community, access—all working together in one smooth system. This centralization and automation mean fewer manual tasks, less room for error, and a more reliable setup. It's like upgrading your rollercoaster's engine and tracks; everything runs more smoothly, requires less effort, and is built to handle the future.
Practical automation strategies for thriving coworking spaces in 2025
How modern management software can help
By now, it's pretty clear: the challenges operators face are real, but so are the solutions. The data from our survey consistently points to one big truth: the key to smoothing out your rollercoaster ride lies in unified, intelligent management software.
Think of it this way: you could try to piece together a solution with separate apps for community, another for bookings, a third for payments, and a fourth for reporting. And sure, each individual tool might help a little. But imagine the "Tech tangle" you'd create! You'd still be stuck trying to make them all "talk" to each other, wasting precious time and risking errors.
This is where a comprehensive platform makes the biggest difference. It acts like the central control system for your entire space, ensuring everything runs in harmony.
This is exactly where a robust platform like Spacebring steps in. It's purpose-built to provide the very solutions operators told us they're seeking:
- Integrated community engagement tools: Like having a built-in social network and event planner for your space, designed to keep members connected and thriving.
- Seamless booking management: Picture members easily reserving desks or meeting rooms themselves, with real-time updates for everyone.
- Automated billing and payments: Say goodbye to chasing invoices. Your system handles it all, from recurring memberships to one-off payments.
- Real-time space occupancy tracking: Get an instant pulse on your space, so you can make smart decisions about utilization and future planning.
By consolidating these critical functions into one intuitive system, Spacebring helps you directly overcome "The churn loop" by nurturing your community, and eliminates "The admin drop" by automating countless tasks. It truly puts your space on the fast track to effortless management, allowing you to focus on what you do best: building an incredible coworking environment.
Discover how hundreds of spaces worldwide unlock success and grow better with Spacebring
Conclusion: Your fast track starts now
So, what's the big takeaway from our conversations with those 200+ coworking operators? The message is loud and clear: those big challenges you're facing—the "Churn loops" and "Admin drops"—they aren't just headaches. They're actually your biggest opportunities.
By strategically focusing on two key areas—empowering your community and automating your operations—you can transform your entire experience. Imagine a world where your members are deeply connected and engaged because they have the tools to interact effortlessly. Picture your team no longer bogged down by repetitive tasks, but instead free to deliver exceptional service and build relationships.
It's about shifting from battling the bumps on the rollercoaster to actually enjoying the exhilarating ride of running a truly thriving coworking space. When your operations run smoothly and your community flourishes, your space becomes a magnet for new members and a joy to manage.
Ready to transform your coworking space from a bumpy ride to a smooth, profitable journey? It's not just possible; it's within reach.
Discover how a powerful, integrated platform can help you achieve that effortless management you've been dreaming of.
*Survey methodology: Insights gathered from 200+ coworking operators via brief interviews at industry events and an electronic survey form.
A big thank you to our contributors
This article's insights wouldn't be here without the amazing coworking operators who generously shared their experiences. We're so grateful to everyone who took part, including leaders from:
- Raul Martinez CINK Coworking
- Romain Le Boulaire CaféOlé! Clubworking
- Gerard Carrasco Coworking Masnou
- Anna Semenova Business Galeria GRANVIA
- Paul Pérez del Palomar Bilbao Lab Coworking
- Oscar Garcia First Workplaces
- Maria Santos Equipoeme Studio
- Catalina Opazo MARLIFE Business Hub
- Gabriel Bucher HIT Cowork
- Cristina Trilles Vortex Coworking
- Alejandro Aguirre Grupo GIE
- Olga Fomenko MatchOffice
- Carlos Goncalves Avila Spaces
- Maria Inês Barra Faro Avenida Business Center
- Javier De Timoteo Nidus Coworking
- Oscar Amaral Fernandes IWG
- Jaime Bello The Sharing Co
- Ben Kolp The Living Room Coworking
- Emanuele Sisti Innovation/ Campus
