Why 'We’re Full' Isn’t the Full Story for Swimming Pools

It’s usually said with frustration and resignation, as if the situation is fixed.

Demand is high.

Staff are stretched.

Energy costs are rising.

Budgets are tightening.

There’s no more capacity.

Except, in many cases, that isn’t the full story.

Waiting lists don’t always mean pools are at capacity

Swimming pool waiting lists are often seen as proof that facilities are operating at full capacity. In reality, when we review aquatic programmes in detail, we frequently find something very different.

By analysing timetables, lesson structures, ratios, progression pathways and staffing models, we often discover that facilities described as “full” are operating at around 60% of their true programme capacity .

This isn’t a criticism.

It’s a programme visibility issue.

Pool access isn’t always the real constraint

A lack of pool space is sometimes the issue, particularly in ageing or heavily shared facilities. However, in many cases the real constraints sit within programme design , not water availability.

Common issues include:

• Programme structures that haven’t evolved with demand
• Timetables based on historic practice rather than current need
• Progression pathways that unintentionally create bottlenecks
• Ratios that are safe but not optimised
• Staffing models built for survival, not sustainability

These challenges are not about commitment or effort.

They are about how programmes are designed and managed .

“We’re full” often really means “we’re short-staffed”

In today’s operating environment, “we’re full” often reflects staffing pressure rather than water capacity .

Staff shortages, rising energy costs and reduced budgets are deeply linked. When costs increase but workforce capacity does not:

• programmes become simplified
• flexibility disappears
• progression slows
• sessions are capped to protect staff
• capacity becomes artificially limited

Waiting lists feel unavoidable - but the pool itself may not be fully utilised.

Financial pressure makes programme efficiency critical

With energy costs continuing to rise, every hour of pool time matters more than ever. Yet many facilities are managing increasing financial pressure without clear visibility of:

• which sessions generate value
• where inefficiencies sit
• how staff time is being deployed
• where small changes could unlock capacity and reduce waste

Without this understanding, decisions become reactive rather than strategic - increasing pressure on both budgets and people.

Programme managers are rarely taught how to optimise capacity

One of the biggest challenges in the leisure industry is that programme management has historically not been taught in a structured way .

Many facility and programme managers:

• learned on the job
• inherited existing timetables
• adapted systems under pressure
• worked within models they were never trained to redesign

When asked about utilisation, capacity modelling or optimisation, the response is often not resistance, but uncertainty.

“I’ve never been shown another way to do this.”

This is not an individual failing.

It is a sector-wide development gap .

You cannot redesign systems you have never been taught to see differently.

Data exists - but confidence to use it often doesn’t

Most swimming pools already hold large amounts of data, including:

• attendance data
• progression data
• timetable data
• staffing data
• cost and energy data

The challenge is not access to data, but confidence in interpreting it .

Data is often associated with scrutiny, judgement or fear of cuts. As a result, it is avoided or reduced to surface-level reporting that does not support meaningful decision-making.

This is not a capability issue.

It is an education and support issue .

Data doesn’t judge - it reveals opportunities

When used correctly, data does not point fingers.

It reveals patterns.

It helps facilities understand:

• where demand really sits
• where capacity is locked
• where staff effort is being diluted
• where financial pressure is being absorbed
• where small design changes could unlock capacity and value

Most importantly, it creates options

• and options are essential when resources are tight.

Busy doesn’t always mean effective or sustainable

Swimming pools can feel constantly busy while still:

• underperforming financially
• exhausting staff
• limiting learner progression
• restricting long-term growth

This happens not because teams are failing, but because programmes lack clarity and structure.

When clarity is missing:

• pressure increases
• confidence drops
• financial decisions feel riskier
• meaningful change feels harder

This isn’t about blame - it’s about better support

Underutilised capacity is not a sign of failure. It is often the result of complex systems developing over time without the space or support to be reviewed and redesigned.

Most leaders care deeply about learners, staff and communities. What is often missing is visibility, confidence and the right support .

All three can be developed.

A better question to start with

Instead of asking “Are we full?” , a more useful question is:

“Do we fully understand how our programme is working - operationally, financially and for our people?”

When teams can see clearly:

• decisions become easier
• trade-offs are understood
• financial pressure becomes manageable
• staff feel supported rather than scrutinised
• sustainable change becomes possible

Doing the right thing, not the easy thing

Accepting the “we’re full” narrative is often the easiest option, particularly during periods of rising costs and limited resources.

But doing the right thing for learners, staff and long-term sustainability means taking time to look more closely at how programmes are designed and managed.

That is where real progress begins.

How The Leisure Experts can help

The Leisure Experts support swimming pools and leisure facilities across Ireland and the UK to better understand how their programmes are truly performing.

Through programme review, data-led insight and education-led change , we help teams create clarity, unlock capacity and improve sustainability - without increasing pressure on staff.

👉 If your facility is facing waiting lists, staffing challenges or rising operating costs, get in touch to explore how greater programme visibility could support your team and your community.