Challenges With Automation (And How to Overcome Them)
As coworking operators rely on automated systems to run their business, they may encounter issues that can impact both their operations and their members. Here are three common challenges that can come up with automation, as well as how to overcome each one.
Automation doesn’t do what you expect. One of the frustrations with automation is when systems don’t perform as expected. This is usually because of a flaw in the logic in a workflow. This can be resolved by testing your automations before setting them live and using pre-built templates to ensure accuracy.
It takes too much time to set up automations. Setting up automations for the first time can be time-consuming and overwhelming, especially for smaller operators lacking technical resources. However, many automations only need to be set up once and monitored occasionally. So while the initial investment can feel substantial, the long-term benefits are, too.
Members become frustrated with automated systems. Automation can sometimes lead to member frustration — we've all had the experience of dealing with a frustrating chat bot or receiving an incorrect email. Seek feedback from members on their experiences with automation and be prepared to make adjustments based on their input.
3 Key Processes to Automate
Automating routines is a key strategy for staying competitive in your coworking business. Here are three simple, but powerful processes that you could start automating in your coworking business today.
1. Member onboarding
Your space likely has a set of processes they need to do every time a new member joins, be it collecting documents, adding them to the backend system, sending a welcome email, and so on. Consider how you can automate these processes to ensure consistency and create a better experience for your team.
Example: Automatically send a personalized welcome email that includes non-sensitive essential information such as house rules depending on the membership plan that is purchased.
2. Invoice follow-ups
Chasing down unpaid invoices is a time-consuming (and often dreaded) process for your team. Creating automated systems to collect overdue or missing payments ensures no late payment goes unnoticed and has a direct effect on your revenue.
Example: Set up automated reminders for upcoming or overdue payments, reducing the need for manual follow-ups and minimizing the chances of late payments.
3. Email communication with leads
Member acquisition is a top priority for the majority of coworking space owners and operators today. Setting up automated email flows is an easy way of improving your conversion rate of leads to members in a way that is relatively passive for you and your team.
Example: Send automated email sequences to nurture leads, providing them with relevant information, updates, and special offers to encourage conversion.
Automation is shaping the future of coworking spaces
Embracing automation could be the difference between good and great coworking spaces in the near future.
With the right tools and practices in place, automation can be a powerful ally in shaping the future of coworking, creating a thriving community that stands out in a competitive landscape.
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This article was written by Kelly Karn, Marketing Manager at Optix, a leading coworking software provider. Learn more about how Optix can help you automate your coworking space. You can also find Kelly's work on Coworking Insights, Coworking Resources, Allwork.space, and the Optix blog.
