Future-Proof Your Workspace: Key Takeaways from FlexWorld Series 2025

From the moment the virtual doors opened, FlexWorld Series 2025 buzzed with anticipation. Over two electrifying sessions, thought leaders and industry veterans unpacked the forces reshaping coworking – from seismic economic shifts and powerful tech enhancements to the AI revolution.

Here’s a narrative journey through the ideas, data points, and bold predictions that will guide your strategy in the rest of 2025 and beyond.

Session 1: Shaping the Future of Flexible Workspaces

A Tale of Turbulence and Triumph

Against the backdrop of post‑pandemic volatility – from zero to hyper interest rates, geopolitical tremors, and AI’s dawn – Miro Miroslavov, CEO and co-founder, OffiiceRnD, set the stage:

When times are hard, focus on your core offering.

He reminded us that coworking’s modern roots trace back to the 2008 financial crisis, illustrating that adversity often breeds innovation.

Main Insights

• Focus on Your North Star: Trim side ventures, double down on your core product, and sharpen operational excellence to weather uncertainty.
• Benchmarking as Compass: “Benchmarking basically means to learn from the best to improve yourself,” Miro urged. At the heart of this is OfficeRnD’s FlexIndex – a comprehensive, quarterly benchmarking report and in-app dashboard that aggregates anonymized data from over 3,000 spaces. It tracks five core KPIs – total revenue, overall occupancy, desk occupancy, revenue per available desk (RevPAD), and revenue per occupied desk (RevPOD) across Americas, EMEA, APAC, and global segments. Operators can compare their own performance directly within the OfficeRnD platform or download the full report, gaining actionable insights to pinpoint growth opportunities and course-correct underperforming metrics.
• Collaborative Data Wins: Andy Williams, CFO, Runaway East, unveiled the Workspace Intelligence Network (WIN), a coalition of over 250 UK locations pooling anonymized performance metrics to establish standardized industry benchmarks. “Our industry suffers from a real lack of credible data,” Andy explained, stressing how shared KPIs – like average desk occupancy, lead-to-tour conversion, and monthly revenue per location empower operators to validate business models, refine underwriting, and attract capital with confidence.

OfficeRnD Product Roadmap Highlights

Miro previewed key enhancements to OfficeRnD Flex. As a reminder, we recently restructured our coworking platform into six distinct hubs – Visitor Hub, Growth Hub, Operations Hub, Experience Hub, Integrations Hub, and Data Hub – each with its own roadmap and product team, enabling focused and faster innovation.

Here’s a quick look at the upcoming innovations:

• Growth Hub: Upcoming innovations include dynamic pricing driven by AI and data insights, localization for global accessibility, and campaign tools to run targeted promotions directly from the embedded storefront. These features aim to enhance revenue generation and marketing agility.
• Experience Hub: A new member communication system is being launched with an advanced email composer that supports scheduling, segmentation, and personalized content delivery, improving engagement and experience.
• Operations Hub: Key innovations include a redesigned user interface, bulk pricing updates to address inflation, and flexible areas to enhance how day passes and hot desks are managed.
• Integrations Hub: Major improvements involve a new version of the HubSpot integration and the addition of a Sage Intacct accounting integration, enabling automated, two-way synchronization of contracts, revenue, and financial records.
• Data Hub: Enhancements include the introduction of benchmarking tools within the platform, custom reporting features, granular permission settings, and new dashboards to visualize operational data more effectively.
• Visitor Hub: Continuous updates are planned to improve the visitor experience through increased customization and personalization options.

Rapid-Response Spotlight: Sage Intacct

John Murphy, Revenue Specialist at Serendipity Labs, showcased how Sage Intacct – a cloud-based enterprise resource planning (ERP) platform designed for scalable, multi-entity organizations revolutionizes financial management for coworking spaces.

You can pull financial reports for any of your locations with one click

…he explained, spotlighting Intacct’s powerful consolidated reporting across all entities. He further emphasized its intercompany automation, transforming dozens of manual journal entries for shared expenses into a single streamlined process.

Lastly, John praised the platform’s granular permission controls, allowing regional teams to view only their specific entities while maintaining overall data security.

Stay tuned for more information about OfficeRnD’s integration with Sage Intacct.

Session 2: The Future is Smart – AI and Next-Gen Coworking

In this almost sci-fi-ish session, industry experts explored how AI and smart technologies – from predictive occupancy models and dynamic pricing to automated support agents and IoT-driven energy management are reshaping every facet of coworking.

Our panelists for this intriguing session included Miro Miroslavov, Elliot Gold, Co-founder, Work.Life/Orchestry, and Francesco Decamilli, Co-Founder and CEO of Uniti AI.

They all showcased real-world use cases that elevate operational efficiency, sustainability, and member personalization, offering a clear vision of workspaces that learn, adapt, and practically run themselves.

From Manual to Autonomous

Mihail Kyosev, Head of Product at OfficeRnD, framed AI’s promise:

Smart technologies are reshaping coworking spaces – from how they’re managed to how members experience them every day

The rest of the panel outlined a roadmap for AI development and its implementation across the industry, covering areas such as sales automation and IoT-driven efficiency.

Main Insights

• Sales Automation Delivers: Francesco Decamilli described AI agents converting leads across email, text, and voice – boosting conversion by automating 24/7 follow-up.
• Integration Is the Challenge: The raw power of LLMs must be tamed via UIs and back‑ends that plug into CRMs, calendars, and accounting systems, as Francesco stressed: “The horsepower is there, but we must build UI and back-ends that plug into your tech stack”.
• AI + IoT = Smarter Spaces: Elliot Gold envisioned sensor data driving real-time adjustments: “Imagine AI pinpointing underused zones and adjusting lighting or rates in real time,” unlocking sustainability and utilization gains.

Lightning Round: Fast Takes

In under 30 seconds, our panelists tackled four rapid-fire prompts:

• Overhyped AI Trend: Miro saw no fluff – “None – everything earns its keep,” while Elliot warned against generic chatbots that lack deep workflow integration, and Francesco flagged outbound sales bots as overplayed.
• Underrated Innovation: Miro championed broker-channel follow-up automation, Elliot highlighted automated lead management for brokers, and Francesco called out Voice AI for weekend customer calls.
• 2030 in One Word: Miro predicts “Agentic,” Elliot foresees spaces becoming “Adaptive,” and Francesco envisions coworking as distinctly “Hospitalitable.”
• One AI Task in 2025: Miro urged, “Try everything with AI,” Elliot recommended daily use of AI tools like ChatGPT, and Francesco advised to “Train your AI like new hires.”

Why FlexWorld 2025 Mattered

By weaving together economic foresight, rich benchmarking, and AI’s cutting edge, FlexWorld Series 2025 delivered a roadmap for operators to:

1. Anchor on Core Strengths: Focus fuels resilience.
2. Leverage Shared Intelligence: Data collaboration sets reliable benchmarks.
3. Automate Repetitive Workflows: Sales, support, and smart facilities unlock human potential.
4. Integrate Thoughtfully: AI’s raw power requires tailored implementation.
5. Experiment Relentlessly: The fastest learners will lead.

As Miro concluded:

The smartest workspace isn’t a distant future – it’s the strategy you adopt this quarter.

Ready to plot your course for 2026? The insights are here – apply them, iterate, and press forward. Feel free to reach out to us if you have any questions.

Live Questions From the Event (With Answers)

Q: What does the cross communication of each hub’s dev team look like? How frequently do they communicate with one another to ensure each hub is seamlessly working together on OfficeRND?

A: When we designed the Hubs architecture, we followed distributed system principles to ensure that each Hub has access to the most up-to-date data. Where real-time updates are critical, we use immediate data propagation. In other areas, like the Data Hub, synchronization happens on a regular schedule – currently every two hours. To support seamless collaboration, the dev teams have structured touchpoints, including shared planning sessions, regular syncs for cross-Hub initiatives, and aligned delivery timelines.

Q: Where will the data reside? The US does not benefit from GDPR like Europe. Data should not leave the US, however, are there other third parties involved?

A: This is all covered in our Terms and Conditions. US customers are currently hosted in AWS Ireland

Q: Yield management (dynamic pricing), requires data and elasticity models. Where is the pricing data coming from?

A: We’re currently in the discovery phase of this functionality. At this stage, we’re exploring various data sources, including historical booking data, space utilization patterns, and pricing benchmarks across similar locations. Our goal is to build a foundation that supports dynamic pricing by combining internal data with potential external market signals—while ensuring accuracy, fairness, and flexibility for operators.

Q: I missed the information on the email automation – is this for flex in general or attached to an additional service (‘hub’)?

A: This functionality is part of the Experience Hub. In Q2, the Experience Hub team is focused on enabling admins to send advanced emails to members. The capabilities include:

• Customizable Emails: Admins can fully edit subject lines and email bodies using rich text, images, and attachments to create engaging, on-brand messages.
• Targeted Delivery: You’ll be able to segment audiences to ensure that each message reaches the right members.
• Performance Tracking: Open and engagement rates will be available to help optimize future communications and improve impact.

Q: Will OfficeRnD support official tax calculations per country?

A: OfficeRnD provides robust and flexible tax configuration tools designed to accommodate the diverse tax requirements of different countries and regions. The platform allows administrators to set up tax rates at multiple levels, ensuring compliance with local tax regulations:

• Global Level: Apply a default tax rate across the entire organization.
• Company or Member Level: Assign specific tax rates to individual companies or members.

  Product or Revenue Account Level: Set tax rates for specific products or revenue accounts.

Q: Any updates on the e-invoicing peppol requirements?

A: We’re currently in the research phase and plan to focus on this initiative in Q3. Rather than building a full solution in-house, we’re exploring partnerships with specialized e-invoicing platforms that can generate PEPPOL-compliant invoices and submit them to the relevant government authorities where required. This approach allows us to meet local compliance needs more efficiently while maintaining a seamless experience within OfficeRnD.

Q: Is there likely to be a spike in demand as businesses shift to one or two people using multiple AI agents

A: Yes, we expect a significant shift in how businesses operate as AI agents become more capable. Instead of large teams, we anticipate leaner teams supported by multiple specialized AI agents—handling tasks like customer support, scheduling, reporting, or even sales. This transformation could lead to increased demand for flexible workspaces, shorter-term bookings, and more tailored services, as businesses prioritize agility and cost efficiency. We’re closely monitoring this trend to ensure OfficeRnD can support these emerging workflows.

Q: Can you utilize the AI to re-engage old leads and keep them in rotation? More cold outreach?

A: Yes, absolutely. AI can be leveraged to identify and re-engage old leads by analyzing past interactions, segmenting audiences, and generating personalized messaging. It can also support more effective cold outreach by suggesting optimal timing, channels, and content—keeping leads warm and in rotation with minimal manual effort.