Largest Coworking Companies
Welcome to the age of automation.
Everything from restaurants to grocery stores to coworking spaces, are benefiting from the introduction of automation.
An automated coworking space is an efficient coworking space. It frees up the time of operators and managers, so you can focus on the things that you really want to spend your time on, like building relationships with the members of your space.
At Optix, we know just how powerful an automated space can be for business owners. In this guide, we’ll walk you through everything you need to know to start growing your business with the help of automation.
An autonomous or automated coworking space is a space that can run by itself with limited need for human intervention.
Everything that can be automated in the space, is, including:
This is all made possible through a powerful integrated tech stack.
Autonomous spaces are not about removing human interaction from coworking spaces.
Rather it is about maximizing the time of you and your employees.
When the redundant, day-to-day tasks are automated, your and your employee’s time is freed up to do the things that really matter, like building community in your space, planning events, and connecting with members on a human level.
Any overworked community manager knows that their space can benefit from automation.
We find that autonomous coworking spaces make the most sense for:
Automation, in its many capacities, can serve a variety of needs across the spectrum of coworking spaces.
Introducing automation into your space is all about improving the overall efficiency of your coworking business.
You want to be able to get more done, faster.
An automated coworking space can help you:
With the help of automation, your managers will be able to spend more of their time building community, connecting with your members, and cultivating a hospitable and inspiring coworking community.
What does it mean to have your coworking space be truly automated? Here is a step-by-step walkthrough of what a member would experience in an automated space.
Jane is able to interact with the coworking space and complete everything she needs to do all from the comfort of her devices.
Because the community manager’s time is free from doing mundane tasks, they’re able to welcome Jane into the space and offer her one-on-one attention where it matters.
Creating an automated coworking space is about having the right tools and the right mindset.
You need to understand what aspects of your business can benefit from autonomy, and which are better left to human intervention.
There are two sides to an automated coworking space: autonomous members and an autonomous space.
An autonomous member is one who feels well-informed and well-supported. They feel empowered the minute they step into your space.
They know how to access all of the information they need in order to be successful in your coworking space.
You can begin to create autonomous members by:
We highly recommend investing in a great onboarding experience. The more information you provide members with in the beginning, the more comfortable they’ll feel in the space. A great onboarding experience means:
Onboarding is also a great time to insert that signature human touch into the coworking experience. Use it as an opportunity to develop meaningful connections with your members and really get to know them on a personal level.
Building autonomy into your space is made possible with the help of some powerful tools and technology systems.
Use this information as a guide to help you through how to begin automating your coworking space.
Step 1: Think about the tasks in your space that can be automated
The first step is to think about what processes you do that can be automated. You’re looking for tasks that require little higher-order thinking. Some questions to ask yourself are:
If the answer to the above questions is yes, then chances are you can automate it.
The tasks that we see benefit the most from automation are:
Think about what in your space can be automated, and then decide on which you will tackle now and which you will address later down the road as your space grows.
Step 2: Build a technology ecosystem
Once you decide on which tasks to automate, you can begin to look for technology that will enable you to do so.
In order to have a fully autonomous coworking space, you’ll want a full tech ecosystem. This includes:
It can be helpful to map out the entire journey that a member takes when members sign up for your space. Think about the tasks they complete as they go through the process.
Then, map these tasks on to the appropriate pieces of technology.
When choosing your tech stack, you’ll also want to make sure you’ve set up your space to be mobile-first. The world is moving towards a mobile-first world. You want to ensure your tech stack is well supported and able to be accessed across a wide variety of mobile devices.
Step 3: Integrate your tools with one another
After you have all of your tools in place, you’ll need to make sure they are integrated.
Integration is what brings the entire ecosystem together. It’s not about having a singular, all-in-one platform. Rather it is about having the best tools across all departments, and then bringing them together in a seamless way.
Spend some time integrating your tools and making sure they can all speak to each other properly before committing to a 100% automated coworking space.
Step 4: Consider what other areas of your space you can automate outside of the day-to-day operations
Perhaps there are other parts of running your business that can benefit from automation that don’t require dedicated tech and tools.
We often see people subscribing to recurring housekeeping purchases on Amazon (toilet paper, pens, etc.) so that they don’t have to worry about manually buying them on a regular basis.
There may be other aspects of your business you can automate over time. Talk to your community manager to get a sense of how they’re spending their time and what can benefit from the use of technology.
Step 5: Get your employees involved
Have employees support the automation processes (troubleshooting), while focusing their time and energy on building the community and enhancing the member experience with a personal touch.
This could mean:
Automation is an important aspect of running a profitable coworking space. However, it’s important to not forget about developing deep connections with your members.
Going above and beyond with the hospitality services you provide will help you truly elevate your coworking user experience. It’s what separates a space from a community.
Interested in transforming your space into an automated machine? Learn how to get started with automating your space with Optix.
Save your community manager 41 hours each week—learn how The Yard did it with cloud-based access control.Read the Case Study