Benefits of Automation in Coworking Spaces

Welcome to the golden age of automation!

What springs to mind when you hear about automation in coworking spaces?

Does it evoke images of a soulless, impersonal environment without human warmth? Or does it seem like an intricate and overwhelming technological challenge that could take months to implement? Workspace automation may feel like a far-off goal, yet it is still within reach.

Though workspace automation has become a trending term in the industry, many coworking operators associate it with something intricate and complicated. What if we say that automation isn’t intimidating or out of reach? Instead, it’s an active tool that enhances organization and workflow, ensuring everything runs smoothly. An automated coworking space stands for efficiency, freeing operators and managers from the monotony of work. This newfound leisure time allows them to focus on what truly matters: fostering genuine relationships and enhancing community life.

Everybody working with workspace automation experiences tremendous fog. That fog causes questions about what will be automated, what that will cost, and what it will mean for your business.

Keep reading, and we will definitively answer these questions so that you will know precisely what you need to know about automating your workspace.

The Evolution of Coworking Technology

Inception (Early 2000s): Coworking spaces emerged as a groundbreaking alternative to conventional offices, providing essential resources and reliable Wi-Fi to empower freelancers and remote workers.
Communication Revolution (Mid-2000s): Platforms such as Skype and Google Docs transformed collaboration, enabling real-time communication and fostering a vibrant community among members.
Operational Transformation (Late 2000s – Early 2010s): The advent of management software like Optix redefined workspace operations, streamlining administrative duties and enhancing member engagement with intuitive features.
Enhanced Security (2010s): Introducing keyless entry systems and advanced mobile applications elevated security and convenience, allowing seamless access to shared environments.
Data-Driven Insights (Mid to Late 2010s): Leveraging data analytics became instrumental in optimizing resource utilization and delivering personalized experiences tailored to member needs.
Automation Revolution (2020s—Present Day): Information technology and automation made workflows more manageable, and online co-working platforms boomed during this pandemic, allowing remote collaboration and connection. Moreover, incorporating IoT devices, artificial intelligence, and sustainability into co-working solutions significantly increased operational efficiency, comfort, and ecological responsibility.

How do you determine which aspects of the coworking space you can automate?

You might be intrigued to learn that innovative technology can automate nearly 50% of managerial functions by implementing automation in coworking spaces.

All management processes should be deconstructed into granular components to approach this systematically. Further, refine these components into distinct tasks, each representing a prospective opportunity for workspace automation.

Before automating tasks, organizations should consider the costs and complexities involved, weighing them against the potential efficiency improvements.

If adopted more widely, this tedious exercise will derive a priority list of tasks targeted for immediate workspace automation.

Now that you understand aspects of automation coworking spaces that can be streamlined through automation, let’s examine some tasks where you can quickly implement automation.

An automated coworking environment operates independently and requires minimal human intervention.

Every component that can be automated is addressed with precision, including:

Entry access
Internet Infrastructure
Check-in systems
Booking processes
Invoicing practices
Payment systems
Printing functionalities
Feedback collection
Member onboarding and offboarding
Implementation of Standard Operating Procedures (SOPs)

This operational excellence is achieved through a sophisticated, integrated technological architecture. Automated spaces do not aspire to diminish human interaction; instead, they seek to amplify your and your team’s effectiveness.

Automating repetitive routine tasks will allow you and your staff to better use their energies toward essential activities such as fostering community, hosting engaging events, and connecting with members personally.

Let us look at how automation in coworking spaces can benefit you.

Here are three significant benefits of automating coworking spaces:

Elevated Operational Efficiency:

Workspace automation softens and smoothes the flow of check-ins, invoicing, and reservations, reducing front desk workers’ required time and labor. This shift allows operators to focus on strategic work, leading to better resource utilization. Such systems significantly reduce errors and enhance operational performance.
Augmented Member Experience:

Coworking spaces can create a seamless and user-centric experience for the members through workspace automation. This includes online reservations, instant-access control, automated payment processing, etc. It enables members to handle interactions with the space efficiently, further increasing the satisfaction levels and still fostering a sense of community since more time may be provided to the staff to nurture meaningful relationships with members.
Insightful Data Analytics:

Automated systems collect invaluable information on member usage patterns, preferences, and operational efficiency. This wealth of information can be meticulously analyzed to uncover trends, optimize space allocation, and customize services to align more closely with member expectations. By harnessing these data-driven insights, coworking space operators are empowered to make astute decisions that enhance member satisfaction and drive profitability.

To Encapsulate:

Coworking space owners often miss opportunities to adopt new technologies due to skepticism. Some believe their operations are too small, while others express skepticism toward technology. Many are discouraged by the potential costs of software integration.

However, the truth is that you need to work on workspace automation to allow your agile competitors to surpass you, much like Kodak and Nokia’s experiences.

Moreover, it’s hard to deny that a people-oriented approach distinguishes coworking spaces from traditional office environments. Implementing and maintaining the human touch, collaborative culture, and uplifting atmosphere that keeps your members engaged takes significant time and effort.

To get a clear idea of what to automate, we recommend you evaluate your daily tasks, identify those that do not facilitate tenant interaction, and consider them. This strategy can be used advantageously to increase the value of the services.