An automated co-working space is a more organized and efficient co-working space. And a more efficient and organized co-working space equals a happier management team.
There is much to handle when you run a co-working space. It’s not just about ensuring everyone can easily book desks and rooms but also about managing all the other operations.
So when you implement tools and software that can help you automate your processes, such as scheduling and reservations, it can free up time for other important tasks.
It also allows you to focus more on creating a welcoming space and building better relationships with visitors and members, so you can grow your business and have more success. The amenities, events, and overall culture and vibe a co-working space creates can be just as necessary as easy-to-book and well-equipped desks and meeting rooms.
And again, the more you automate your processes with the right technology, the more time you have to focus on all the other things that matter, like throwing events that bring your members together and entice new members to join.
How Your Co-working Space Can Benefit From Automation
By implementing automation tools and software into your co-working space, you can improve the overall performance and efficiency of the space. You can get things done faster, easier, and avoid human errors and mistakes that can set you back.
Automation tools are often smart and enhanced with code that gets rid of human error, like double booking desks. And the fewer errors you have, the happier everyone will be.
Overall, automating your co-working space can:
- Simplify scheduling, booking, and reservation processes
- Keep people reminded of upcoming bookings and events
- Free up time for other work
- Enable better organization and workflow
- Eliminate errors and conflicts
- Enable you to expand hours of operation
- Enhance the member experience
- Save time and money
- Increase revenue
- Make managers and members happier
Some automation tools also enable you to collect and analyze data, which can further help you improve and streamline your services and operations. For example, you can use behavior analytics to get a better idea of how your members and visitors use your space, such as popular desks, rooms that get booked the most, and what hours people visit the most. This enables you to make any adjustments as needed to provide a better experience.
Using cloud-based software can also improve collaboration and productivity for both your employees and your members. Cloud-based programs essentially allow for better connectivity, which means your employees can more easily communicate and collaborate on tasks and operations. Scheduling and calendar booking tools that use cloud-based software also allow members and visitors to more easily make reservations and see what is available and when.
You can even improve the security of your co-working business by automating your systems and processes. When everything is connected and digitally automated, it’s easier to get a bird’s eye view of everything that is going on, which allows you to keep better track of the coming and going of everyone in the building. It also allows you to better manage your networks to ensure better cybersecurity to protect sensitive member and business information.
How to Create an Automated and Better Organized Co-working Space
So, how exactly do you go about automating a co-working space?
The first step is to go through all operations and just about every aspect of your co-working space to see what can be automated. This can be a lengthy process, but it is worth the effort. You should specifically look at tasks that are repetitive, done frequently, and that take up a lot of time.
Operations that can be streamlined and more automated in co-working spaces include:
Room and Desk Booking
With the right software, you can streamline bookings, better manage availability, and customize notifications. You can even find software that allows for easy integration with other popular co-working tech tools, like Mailchimp, Dropbox, Zoom, MS Teams, Google Meet, and more.
Any task involving money can usually be automated. There are many tools and systems out there today that can help you streamline your financial operations, such as daily payments, invoicing, accounting, and billing. If your financial tasks aren’t automated, you are probably wasting a lot of time on these things when you could be focusing your efforts elsewhere.
Building and Room Access
If you run a 24/7 co-working space or would like to extend your operating hours, access automation can help. It’s not easy to staff a co-working space 24 hours a day, but by automating access to the building and to certain rooms or areas in the space, you don’t have to have a full staff on hand at all times.
Communication and Collaboration
Tools that allow for easier communication and collaboration between staff members can also simplify operations. Instead of having to run all over the place tracking certain people down, you can use communication tools that allow you to more easily contact the right person at the right time.
Communication tools also foster creativity and collaboration. It allows team members and even outside members to chat, socialize, and discuss ideas for events or networking projects. Many communication-oriented tools also allow you to pin information or take notes for people to go back and reference as needed.
Other Useful Co-working Tools
There are numerous tools and technologies you can use in a co-working space to automate, increase productivity, and run more efficiently. This includes:
- Wi-Fi and network management
- Cybersecurity management
- Other security systems
- Specialty co-working software
- CRM systems
- Payment gateways
- Electronic document management
The Right Tool Can Set You Free
If you are struggling to manage your co-working space, automated scheduling and booking software can help you get back on track and free up your time for other more important tasks. To save time and money, check out YouCanBookMe today!
By Indiana Lee, BOSS contributor