When starting out, most coworking operators use a hodgepodge of tools and manual processes to run their businesses.
For example, they manage room bookings in Google Sheets, calculate occupation by hand, and check their bank account statements to see when certain payments come through.
While this works initially, manual tasks start adding up over time and eventually become overwhelming. This leads to tons of lost time for operators and a poor experience for members.
Fortunately, technology can do a lot of this heavy lifting for you:
In this article, we’ll show you exactly how technology, and specifically — OfficeRnD Flex, improves efficiency in 6 key areas of operations for coworking spaces.
Let’s dive right in.
Today, requiring coworking members to book rooms or desks with a calendar or spreadsheet just won’t cut it.
Instead, customers should be able to see which rooms and desks are available in real-time, reserve them as easily as possible, and come to your space without the risk of their space being double-booked.
Here’s how OfficeRnD makes this happen:
In short, OfficeRnD Flex lets customers quickly find and book the space they need using any device, without you having to watch over the process or worrying about double bookings.
Figuring this out at an early stage is also an essential step toward pre-selling your space.
Tracking which payments come through, issuing invoices manually, and setting up recurring payments can easily take hours off your workweek.
However, you can automate the entire billing and payments process by integrating modern payment processing tools with your coworking space software.
For example, OfficeRnD Flex has integrations with widely-used payment processors, like Stripe, Placepay, and PayPal.
Thanks to these integrations, our system can communicate with your payment processor, so you can easily collect online payments via credit/debit card or ACH (Direct Debit) and have the relevant payment information automatically appear in OfficeRnD.
Your members can update their billing details, as well as pay or review their invoices from the Member Portal.
Additionally, you can set up automatic invoices, choose who receives them and automate the process of sending them, thanks to our integrations with popular accounting tools, which we’ll cover next.
Nowadays, most accounting firms use software like Quickbooks or Xero to track expenses and issue invoices. Without integrating with these systems, you and your accounting team will have to do tons of manual work, like constantly checking your bank account statements and issuing invoices one at a time.
To avoid these problems, OfficeRnD Flex integrates with Xero, Quickbooks, and Sage 50. As a result, invoices are automatically generated after payments are processed and the data is reflected in real time in your accounting system.
When you’re just starting out, it’s possible to greet every customer at reception and walk them to their room or desk.
However, this practice becomes more demanding to maintain as your space grows, leading to customers waiting too long at reception and you having to constantly run back and forth to check them in.
That’s why we built OfficeRnD Reception — a white-label tablet app that:
Put simply, OfficeRnD Reception streamlines tons of front desk management tasks and ensures a better check-in experience for your customers.
Many small operators build their floor plans in tools like PowerPoint and try to calculate daily, weekly, and monthly occupation by hand.
Besides being time-consuming, this process is also prone to human error due to the many manual calculations involved. Fortunately, coworking management software helps you avoid all of that.
For example, the screenshot below shows a digital floor plan of a coworking space.
You can easily track which desks and rooms are being used and when offices are being let go, as well as analyze occupancy in real-time.
Plus, OfficeRnD Flex Analytics also lets you build custom dashboards with the most important metrics and key performance indicators (KPIs) for your coworking business. For more info on that, check out the video below.
Throughout their journey with your business, people move through different stages — from potential customers all the way to leads and loyal members.
In order to nudge them toward the next stage, remove friction from their journey, and improve retention, you need to keep track of what stage people are at all times. As with the previous activities on this list, this one is also very time-consuming, especially if you’re using different software to track leads and customers, like spreadsheets and CRMs.
Here’s how OfficeRnD Flex can help you simplify this process:
As we said at the start, in addition to coworking software, many niche technology solutions can make your and your customers’ lives easier.
Here are a few useful tools that OfficeRnD Flex customers utilize in their workflows:
Lastly, if you want to see how OfficeRnD Flex can help you reduce manual work, improve efficiency, and streamline operations, book a free demo with our team.
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In this article, you will find examples of coworking-specific KPIs that you MUST track.