How is automation transforming the world of coworking?
Automation is redefining many sectors, and the world of coworking is no exception to this revolution. Coworking spaces, which first emerged to offer a flexible alternative to traditional offices, are now adopting automated solutions to improve user experience, optimise space management and create smarter working environments. For entrepreneurs, freelancers and small businesses, this transformation is opening up new opportunities and meeting ever-changing needs.
1. Simplified booking and management of spaces
One of the first areas where automation has had a significant impact in coworking spaces is in the management of reservations. Thanks to automated systems, users can now book offices or meeting rooms with just a few clicks, via a mobile application or an online platform. These systems also make it possible to manage availability in real time, simplify invoicing and make the experience fluid and intuitive for members.
This automation of reservation management not only improves the efficiency of the spaces, it also saves users time and gives them rapid access to the services they need, without having to go through intermediaries.
2. Intelligent access control
Coworking spaces are increasingly incorporating automated access control solutions. Thanks to RFID technology, QR codes or mobile applications, members can enter and leave the coworking space freely at any time. This allows maximum flexibility, essential for professionals who prefer to work outside traditional office hours.
These systems also reduce the need for dedicated reception staff and enhance the security of the spaces. Managers can control access remotely, adjust permissions in real time and even provide temporary access for events or visitors.
3. Optimising energy resources
Automation also plays a crucial role in optimising the energy resources of coworking spaces. Automated management systems make it possible to control lighting, heating or air conditioning according to actual occupancy, thereby reducing energy costs and the carbon footprint.
Intelligent sensors can, for example, adjust the temperature of a meeting room according to the number of people present, or turn off the lights when an area is unoccupied. This optimised management contributes to the creation of more sustainable coworking spaces, while providing a comfortable working environment for users.
4. Automation of administrative and accounting services
In coworking spaces, many administrative services are now automated, enabling more efficient management of day-to-day operations. Invoicing, payment processing and even subscription management can be automated using integrated management tools. These platforms enable members' subscriptions to be tracked in real time, automatic invoices to be sent and payments to be tracked with ease.
This automation reduces the workload on management teams and minimises human error, while giving members faster, more transparent access to their data and invoices.
5. More connected communities thanks to AI
Another major aspect of automation in coworking spaces is the use of artificial intelligence (AI) to enhance interactions within the community. Automated algorithms can analyse members' needs, skills and interests, and connect them with other coworking professionals for collaborative opportunities.
Some coworking platforms even use AI-based virtual assistants to recommend events, workshops or networking opportunities tailored to each member. This creates a collaborative and rewarding environment, stimulating users' professional growth.
6. Automating events and communications
Organising events, conferences and meetings is a key part of life in coworking spaces. Automation makes it easier to plan and manage these events. Invitations, reminders and registrations can be fully automated, ensuring smooth communication between organisers and participants.
What's more, automated notifications can keep members informed in real time of news, schedule changes or upcoming events, enhancing the user experience and engagement within the community.
7. Better adapted spaces thanks to data analysis
Automation solutions also make it possible to analyse space usage in real time, providing managers with valuable data on member habits. This data can then be used to optimise the layout of the spaces, adjust the services offered or anticipate users' future needs.
For example, if the data shows that certain areas of the coworking space are underused, managers can rethink the layout to better meet members' expectations. This approach, based on data analysis, makes it possible to create flexible workspaces that are perfectly adapted to users' needs.
Automation is profoundly transforming the world of coworking by offering innovative solutions for space management, user experience and community building. Thanks to automated systems, coworking spaces are becoming more flexible, more efficient and better adapted to the needs of freelancers, entrepreneurs and small businesses. Whether to simplify administrative management, optimise resources or strengthen interaction within the community, automation plays a key role in the evolution of shared workspaces.