How to Improve the Operational Efficiency of Your Coworking Space

Operational efficiency can sound like a buzzword sometimes in the coworking world, but we can assure you it’s not overrated. Improving your operations and running a more efficient business can improve profit margins by up to a whopping 30%. 

In this Coworking Quick Tip, we’re sharing five ways that you can begin to improve the operational efficiency of your coworking space so you can do more with less and make the most of the resources you already have!

1. Streamline admin roles and processes

If you have staff in your coworking space, like for example a community manager, you can significantly improve your space’s operational efficiency by streamlining their roles and processes. You can do this by:

• Understanding how your team is spending their time 
• Empowering your community manager with clear responsibilities and KPIs
• Considering part-time or freelance help for specific tasks like cleaning or social media marketing
• Set up a simple task management system such as Tasks in Optix to track projects

Make sure your team’s time is being spent on high-impact activities that move the business forward and automate the rest. Which brings us to our next point.

2. Automate as many parts of your coworking space as you can

Technology is your best friend when it comes to improving operational efficiency. Coworking space automation software like Optix can help you automate booking, invoicing, email follow-ups, member onboarding…the list goes on and on.

It’s how teams like KWENCH are able to improve the experience of their member-facing team without losing any part of what makes them unique. You can begin to automate your coworking space by building a coworking tech stack that prioritizes automation and an integrated ecosystem.

3. Empower members to be more self-sufficient

Are you or your team spending too much time answering the same question over and over again? If so, that’s a sign that you could enhance your member’s ability to serve themselves.

Creating self-sufficient members is huge in improving your operational efficiency because it shifts how your team spends their time. You can do this by:

• Encouraging members to use your booking software or White-labeled App to make bookings, pay an invoice, and report issues
• Set up an FAQ or chatbot support for common queries (bonus: this can live in your app as well!)
• Educating members on your processes and systems when they first join your coworking space

When members are self-sufficient, they’ll also feel more confident, more comfortable, and more connected to your coworking space.

4. Leverage your data to make better decisions

If you’re using any kind of technology platform, chances are you have access to data that can improve your business. Everything from Optix to Kisi to Xero will give you valuable insights into the performance of your business. 

You can use data to identify underutilized spaces and adjust pricing or marketing strategies, offer discounts or promotions to fill less popular time slots, introduce upsell opportunities and so much more! The possibilities are truly endless.

5. Standardize your operating procedures

Finally, one of the best ways to improve the operational efficiency of your coworking space is to standardize your operating procedures, or create (SOPs).

Having a set of SOPs ensures that every member of your team knows what to do in any given situation, whether it’s member onboarding or morning cleaning. It improves knowledge transfer when team members move on from your business. It also makes things run smoother.

When Deanna was looking to automate parts of her role as a community manager at Q Space, she started by creating and defining her (SOPs). This ensured everything she automated was in line with the operations of the business.

Improve your operational efficiency in 2025

If you make one goal for yourself and your coworking business this year, let it be to finally prioritize your operational efficiency. Trust us, you’ll be glad you did.

If you’re interested in learning more about how you can use technology to automate your coworking space and improve your operational efficiency, we’d love to chat! As a coworking space automation platform, we know a thing or two about using technology to run your business better.

Reach out to a member of our team today to learn more.