How to Create an Automated Coworking Space in 2024
Learn how automation can take your coworking business to new heights in 2024
August 28, 2024
Blog
Coworking space owners and operators are spending 53% of their time performing manual tasks in technology tools each day.
Time lost means a loss of efficiency, productivity, and ultimately revenue.
It’s no wonder then why the most successful and profitable coworking spaces we see are the ones who embrace automation. But how do you create an automated coworking space that is still people-first and human-centric?
In this article, we’ll show you exactly how to leverage automation to grow your flex space business and increase the value you provide to your members. And as the first coworking space automation software on the market, we know a thing or two about automation.
What is an automated coworking space?
An automated coworking space is a shared workspace where all major operations run autonomously. This includes:
- Resource booking
- Check-ins
- Invoicing and payments
- Space access
- Member communication
The goal of an automated coworking space is not to run a space without humans (though it is possible). Rather the goal is to relieve community managers and other admin from performing time-consuming manual tasks, so they can focus on building community and cultivating connections.
Automated coworking space vs. manual coworking space
| Manual | Automated |
| Mail an invoice to each member on the last day of the month and collect that payment via cheque | Automatically process payments on the last day of the month using a credit card on file |
| Send an email reminder to a new a member the day before their desk booking | Automatically trigger an email reminder one day before a new member’s desk booking |
| Have a receptionist check-in members each morning | Automatically check-in a member when they access the space using an access control system |
| Send a message to a new member with a survey of their space experience | Automatically trigger a survey to send six months after their sign-up date |
Why are automated coworking spaces growing in popularity?
Automated coworking spaces are growing in popularity for three primary reasons.
1. Technology is advancing
15+ years ago when coworking first began, technology could not support automated coworking spaces. In fact, it could barely support coworking spaces at all.
Operators relied on pen and paper, excel spreadsheets, and whatever other tools they could find simply because there were no other options available.
Now, not only do operators have dozens of technology tools at their disposal, these tools offer more advanced capabilities, including automated resource bookings, check-ins, invoicing, and more.
On top of that, you have coworking automation software like Optix which offers unique features to help operators automate all of the time-consuming tasks, from invoice follow-ups to welcome emails. This technology did not and could not have existed before 2024.
The video below explains the evolution of coworking technology in more detail.
2. Member’s expectations are shifting
Advancements in technology aren’t isolated to coworking. Technology is rapidly advancing everywhere. This is shaping member expectations so that having a space with beautiful technological pieces that is easy to interact with is really a bare minimum.
According to Google, most people will leave your website if it takes longer than three seconds to load. How long do you image they’ll tolerate poor technology in your space?
A clunky user experience will reflect poorly on your brand. Members will remember how difficult it is to book a meeting room in your space, and how frustrated they felt trying to perform basic tasks. This is what will stick with them no matter how great your other services are.
3. How operators run their business is changing
Along with technological advancements, the standard for how operators run the space is evolving.
More owners and operators are opening coworking spaces without wanting to be physically present or manage the space full-time. There is an increasing desire to run a coworking space part-time or to run multiple spaces with a small staff.
Automation enables operators to work remotely without needing to be physically present in the space every day. It also helps them operate under a more sustainable business model with a reduced and more intentional head count.
Take Steve Kreuger, Founder at ECOMsquare, for example. He used an integrated coworking tech stack including Optix to run his Vancouver-based coworking space while living an hour and a half away. Anything he needed to do, he could do remotely. People like Steve are becoming more and more common as the coworking sector matures.
How can automation benefit your coworking business?
When our clients embrace automation, we see incredible things happen for them (just see for yourself on our Automations page). Here are some of the greatest benefits we see to introducing automation in your coworking space.
It can help you save time
The greatest benefit of automation is time-savings. Automating time-consuming manual tasks like invoice follow-ups and member onboarding can free up hours of your time each week (~20 hours based on our conversations with clients).
We’re seeing our clients now reinvest that time into other high-impact activities. One client was even able to move their community manager away from a repetitive admin-type role and into a first-of-its-kind marketing role.
It can improve operational efficiency
When asked what the greatest benefit of automation was for their space, a whopping 89% of coworking owners and operators said improving operational efficiency.
Though operational efficiency can be a tough thing to measure, what it ultimately means is you’re able to do more with less – whether that’s more with less time, more with less resources, or more with less cognitive load.
Tasks like tour follow-ups, check-ins, and resource bookings can all be automated and can happen at any time of day, making automation your most productive team member at a fraction of the cost.
It can elevate the experience for your members and team
One common misconception is that automation detracts from the member experience by limiting human interaction. Our experience has been the complete opposite.
Most members not only appreciate automation, they prefer to be able to book a desk, pay for an invoice, and check into the space automatically all from their phone.
Your team on the other hand will enjoy being able to invest their time in other, high-impact activities. This is a critical point considering 77% of community managers wish they had more time to connect with members.
An automated coworking space example: KWENCH
KWENCH is a work and social club in Victoria, BC with a deep commitment to exceptional user experience. They’ve chosen to automate as much of their space as possible because they want to be able to scale their signature human-to-human personal approach.
Here are a few ways they’re using automation to improve their community:
- Members can book any resource, including meeting rooms and desks, from their phone
- Members can unlock Kisi-enabled doors automatically with their phone
- Visitors and guests can check into the space via a tablet
- Visitor and guest information is then automatically shared to their CRM
- Community managers can automatically send welcome emails to new members
- Members can check-in to the space automatically from their phone
- Tasks are automatically created for their team
- Account statuses are automatically updated in the backend based on a member’s plan
- Event invitations are automatically sent out on a regular cadence
- Members can automatically report issues via their phone
“One of the greatest benefits of Automations for KWENCH is streamlining all of our processes for our front desk staff, then being able to utilize that time to connect with our community.”
The coworking businesses that benefit most from automation
Regardless of where you’re located or what you’re trying to accomplish, automation can be helpful in getting more done with less in your coworking space.
These use cases will find it particularly of value.
Those who are new to coworking: opening your first coworking space comes with a lot of unknowns. New operators can benefit from automation because it minimizes the number of decisions you make in a day.
Single location spaces: Indie operators tend to be the most cash-strapped and mindful of their spend. Automation can be a way to compete with the big guys without needing as many resources.
Rural spaces: generating revenue in rural coworking spaces can be challenging, as the market is much smaller than in more densely populated areas. Reducing headcount through automation can help you operate more sustainably.
24/7 spaces: unless you’re planning on having a coworking manager in the space 24 hours a day, you’ll need some level of automation in a 24-hour coworking venue.
How do you create an automated coworking space?
To create our automated coworking space, we’ll focus on four key aspects: technology, planning, process, and community.
1. Start with the right technology
When creating a coworking tech stack, we often recommend the following four components:
- Coworking software to automate your day-to-day tasks
- Access control system to automate access to the physical space
- Payment gateway to automate billing and payments
- Accounting software to automate key financial processes
A crucial piece to automating your coworking space is the implementation of coworking space automation software. Unlike traditional space management software, space automation software enables operators to create custom workflows to automate their most time-consuming tasks.
Rather than relying on a third-party system like Zapier, coworking and flex space operators can use automation software like Optix to automate welcome emails, invoice follow-ups, member onboarding, lead communication, and so much more. This is a key element of automating a coworking space, and a completely new way to run a flex space business.
Learn more about how Optix can help you automate your coworking space.
2. Determine what you want to automate
Identify areas in your coworking operations that could benefit from automation. We always recommend starting by automating the time-intensive and repetitive tasks in your space, first. This includes:
- Space availability and check-In
- Meeting room booking
- Billing and payments
- Member communication
- Tour follow-ups
Starting with these recurring tasks has the potential to make the greatest impact both in how your business operates and how your team feels.
3. Develop the right processes
Part of KWENCH General Manager Caleb Van Der Kooi’s success in automating their operations was taking the time to reflect on all of KWENCH’s standard operating procedures (SOPs). Committing to automating their space brought about an awareness of all operating processes and where things needed to be tightened up.
Examples of these processes include:
- Onboarding processes like what happens immediately after a member signs up and on their first day
- Regular maintenance and support like what happens when an issue arises in the space and how is it addressed
- Feedback collection like when and how feedback is collected, and what happens with that feedback
Learn more about how KWENCH is automating their hospitality-driven coworking space
4. Educate your members
An important (and often overlooked) part of automating your space is developing autonomous and educated members.
Our clients who see the greatest adoption of their technological and automation processes are those who invest in educating their members, be it through extensive user guides, orientation sessions, or newsletter updates.
The more members understand about how your space operates and the simpler your processes are, the better off you’ll be.
Choosing the right software to enable automation
At Optix, we’ve enabled hundreds of coworking leaders around the globe to run better coworking businesses for years. Now, we’re taking that one step forward by bringing the very first coworking automation software to market.
It’s how Jesse is able to enhance communication with his drop-in members, how Andrea is able to simplify internal processes and task creation for her growing team, and how Millie is able to save time from manually emailing new members every time they sign up.
Without a doubt, the future of running a coworking space is automation. Are you ready to take the leap?
Connect with a member of our team to learn how to automate your coworking space.
