Traditional IT Service Provider, In-House IT or Software Solution?

Across much of the European flex space market, a critical conversation is still missing. While operators face growing pressure to deliver seamless connectivity, few are even aware that purpose-built software platforms exist to help them do it better.

Instead, many rely on traditional solutions such as IT Service Providers or internal IT without realising there’s a more scalable, cost-effective, and resilient approach. The problem isn’t just making the right choice; it’s knowing that there is a choice.

In this blog, we explore the differences between traditional IT Service Providers, in-house IT teams, and dedicated software solutions and why more operators are starting to shift toward software-led connectivity as the foundation of their digital infrastructure.

What is a traditional IT Service Provider?

This is an external company that manages your IT services, from setting up your network infrastructure to providing ongoing support. While this can be a useful option for small operators without in-house IT expertise, it comes with several drawbacks, especially as you scale.

The Challenges of Relying on an IT Service Provider

High Costs

IT Service Providers typically charge either per call-out or a fixed monthly fee. In quiet months, you’re paying for a service you may not use. And when you do need help, it can get expensive quickly.

Limited Insight & Innovation

IT Service Providers are generalists, not workspace specialists. You miss out on data insights like user movement across locations, bandwidth usage trends, and space utilisation metrics that software platforms provide by design.

Slow Response Times

When issues arise, IT Service Providers often require you to log a ticket and wait for a technician to respond, sometimes without a guaranteed resolution time. This can delay your team and negatively impact your member experience, highly unsuitable to the fast-moving world of flex space.

Security Risks from Human Error

Unlike purpose-built software, IT Service Provider-managed networks rely on manual configuration. Even well-intentioned technicians can make critical errors that introduce vulnerabilities.

Lack of Autonomy

With an IT Service Provider, your network is managed by individuals. If staff changes happen on their side, documentation can be inconsistent, and network configurations may get lost or misaligned, resulting in instability.

No Easy Integrations

IT Service Providers aren’t built for workplace tech integration. That means no simple plug-ins with workspace management platforms, leading to operational inefficiencies.

Scaling Becomes Difficult

IT Service Providers typically operate locally. If you’re growing across regions or countries, you’ll need to find and manage a patchwork of local providers. This can get expensive and complex. It also means that uniformity across all your sites can suffer and these local providers may not necessarily talk to each other. One provider may set up the network in a particular site in a completely different way to another. It is also impossible to get visibility on all the networks across your portfolio from one centralised platform.

Why Software is the Scalable Solution

Modern software platforms give you full visibility and control over your network with built-in security, automation, and data insights. You can:

• Onboard new locations quickly
• Empower front-of-house teams to manage connectivity without IT
• Access a detailed record of changes (what was changed, by who, and when)
• Automate user and bandwidth management so changes are made instantly
• Integrate seamlessly with other platforms like workspace management software
• Get insights across all locations instantly, and inform smarter decisions and improve member experience

Best of all, software grows with you, whether you’re adding one new location or expanding across multiple countries.

What About Small Operators?

For smaller teams that rely on IT Service Providers due to lack of internal IT, that’s perfectly understandable. But even here, we recommend that your MSP uses the software platform on your behalf. This reduces your reliance on call-outs and helps streamline your operations while maintaining a high level of control and security.

The Future is Software-Led

The flex space industry is evolving rapidly. With rising expectations around digital security, automation, and user experience, the traditional IT Service Provider model is becoming outdated and software platforms are fast becoming the standard.