Using AI in Managing and Marketing Coworking Spaces​

AI has become a significant part of everyday life and has been a transformative force in many industries. Including coworking space management and marketing. While AI offers numerous advantages, it also presents challenges that workspace operators must carefully consider.

Below, we explore the pros and cons of leveraging AI in this dynamic industry.

Pros of Using AI in coworking space management and marketing

1 – Improved and efficient operations

Coworking space management involves repeating tasks like managing memberships, bookings, member onboarding and invoicing. AI can streamline these processes, reduce human error and allow operators to focus on strategic initiatives like community-building.

For example, Zendesk’s AI-powered ticketing automation can be adopted for coworking spaces. This will help users find the plan they are looking for without searching the related page on the coworking space website, improving the user experience.

2 – AI and analytics

Peak times, best-selling membership plans and member preferences. All can be determined upon analysing the large data to be used by workspace operators and marketers. 

This data would be helpful to optimise desk/plan allocation, pricing and picking dates to organise community events. 

Reporting automation like Power BI or Tableau can be utilised to analyse data by collecting data from websites and tracking member preferences. Data-driven decisions can shape the marketing plan for the best outcome and lead coworking spaces to higher revenue and an engaging community.

3 – Personalised marketing

After analysing member behaviour, such as booking habits, preferred coworking space hours of use or attendance to social events that are organised in coworking spaces, this data can be collected by advanced CRMs like Salesforce, HubSpot and Adobe Sensei.

Personalised marketing strategies and campaigns make existing coworking space members feel understood and serve as a strong reference for potential members.

4 – Enhanced member experience and support

Day pass and meeting room reservations can be made within seconds, without asking any questions, via websites or the online booking engine offered by the workspace management software. 

However, this changes when starting a monthly or long-term membership. Potential members may wish to consult with coworking space employees or representatives initially. In these cases, responding to requests promptly and directing them correctly is vital to growing your community. However, providing this service 24/7 can be timely, especially for medium and small sized coworking spaces.

Therefore, even if live support is provided during working hours, you can provide effective support 24/7 with AI products such as Intercom, Zendesk AI or ChatGPT.

5 – Maintenance  and supply management

Members and potential bookers are seeking coworking spaces equipped with comfortable furniture and well-maintained equipment. Therefore, constant maintenance in coworking spaces is directly associated with how long the business can sustain itself. 

In small and medium sized coworking spaces, it may be easy to track the usage and predict maintenance and consumable stocks. However, in large coworking spaces, operators would need a dedicated team and tools like Upkeep, Ezo and Service Channel to monitor equipment, predict maintenance and automate supply management tasks to maintain stocks. Addressing these issues before they escalate can ensure a smooth coworking environment to remain productive and operational.

Cons of using AI in coworking space management and marketing

1 – High initial cost

Implementing these AI systems can be tempting for coworking spaces. However, they may come with a large initial costs and labour, from purchasing the software, training the team members and introducing the new system to members. 

All these steps can be a hurdle for coworking spaces, especially small and medium size coworking spaces.

2 – Data privacy concerns 

Collecting user/member data and processing them with tools that rely on AI systems can raise privacy and security concerns. 

Coworking space owners/operators should choose these kind of systems with enhanced security measures. Mishandled information can damage the coworking space’s reputation and lead to legal issues.

3 – Overdependence on technology

Most coworking spaces are filled with people who spend the majority of their workday using their computers. While AI-powered software streamlines operations for both staff and members through features like real-time availability tracking, membership management, and booking systems, it’s crucial to prioritise user-friendly solutions rather than implementing complex applications that frustrate users.

Additionally, if the system experiences a glitch or downtime, the workflow may be interrupted, which may cause members to become frustrated.

4 – Lack of human touch

Sense of community and the effort of the community managers can not be replaces in coworking spaces. Booking and member onboarding processes can be automated by AI solution but human touch is essential in coworking spaces to create a sense of community so this cannot be replicated. 

Overuse of automation can turn away members who value human interaction.

5 – Complexity of adaptation

The coworking industry still lacks a standardised business and marketing framework, leading each space to develop its own customised approach to maximize efficiency.

Crafting effective management and sales strategies, whether using traditional systems or incorporating AI tools demands both business awareness and technical expertise to properly leverage AI capabilities available to coworking operators.

Consequently, users should thoroughly familiarise themselves with all functions of AI applications before implementation.

6 – Finding the right balance

To find the best way to automate the daily workflow of coworking spaces with AI-powered management software, operators should;

– Start small: Begin with AI tools that address specific needs, such as marketing automation and analytics, before scaling up.
– Prioritise data security: Invest in advanced security measures to protect member information.
– Maintain human interaction: Utilising AI-powered tools to complement, not replace, human efforts is the key to fostering a vibrant community.
– Stay informed: Keep up with AI advancements to ensure your setup remains effective and up-to-date.

Beyond Workspace Management Software (WMS): A unified solution

Managing a coworking space involves juggling multiple tools for bookings, member management, marketing and analytics. Beyond workspace management software simplifies this complexity by combining all essential features into a single platform. It streamlines operations, optimises desk utilisation and enhances the member experience. Eliminating the need for additional AI tools.

Whether managing 20 desks or 2000, Beyond workspace management software allows operators to focus on what truly matters: building a thriving and engaging coworking community.

We’d love to hear your thoughts on AI in coworking spaces. Share your insights with us!