For some coworking operators, automation seems daunting. But in reality, it just might be the key to unlocking profitability and building a more human-centric coworking experience.
::: This guest article was written by Kelly Karn, Marketing Manager at Optix coworking software. Connect with her on LinkedIn. :::
From member onboarding to monthly invoicing to email marketing, automation is being used across a variety of coworking spaces to save operator’s time and enhance productivity.
In this article, we’ll explore the benefits of implementing automation in your coworking business, how to use automation to have more time to build better communities, and three key processes you can start automating in your business.
How Automation Supports Operators Today
In spring 2024, the Optix team administered a 10 question online survey to close to 100 coworking owners, operators, and community managers around the world. The goal of this survey was to better understand the role of automation in coworking and flex space businesses today.
According to the survey results, the average coworking operator spends 53% of their time managing manual tasks, relying on an average of four different technology tools each day.
In other words, they’re spending over half their day juggling multiple systems to complete repetitive tasks.
Our results also showed that 97% of coworking owners and founders say automation is 'Important or Very Important' to their business. So although operators recognize the importance of automation, they are struggling to put it into practice.
What happens when operators implement automation?
With automation handling routine tasks, operators can shift their focus from managing technology to engaging their community and growing their business. When operators embrace automation in their business, they typically see three key benefits.
1. They save time
Operators who implement automation in their business can enjoy significant time-savings, taking back that 53% of time lost to manual tasks. By automating routine tasks such as bookings, invoicing, and membership management, operators can cut down on the hours spent on manual, repetitive work.
2. Their operations become more efficient
Automation streamlines operations by integrating various functions into a cohesive system. This reduces the need for multiple disjointed tools and minimizes the risk of errors that often occur when transferring information between different platforms.
3. They create a better experience for their members and team
Automation doesn’t just benefit the operators; it also enhances the experience for their members and team.
For members, automation translates to a smoother, more responsive experience. From quick, hassle-free bookings to timely communication and personalized services, automation helps create a more engaging and efficient environment that members will appreciate.
For their team, automated systems simplify workflows and reduce administrative burdens, leading to a more organized and less admin-heavy role for community managers.
Using Automation to Build Better Communities
One of the biggest misconceptions is that automation takes away from the community aspect of coworking. This couldn’t be further from the truth.
Automation can contribute to stronger, more connected communities by freeing up community managers’ time to connect with others, transforming their role from admin-based to community-based.
Next page: Challenges with automation & 3 key processes to automate
