4 Tips to Handle Coworking Admin Tasks Better

Do you own or run a coworking space? If you do, handling several admin tasks is something you surely battle daily. 

These can include booking confirmations, invoices, visitor logs, member activity, and requests. It’s bound to get overwhelming, especially when you run multiple workspaces. And without the right tools, you’ll find yourself buried in paperwork and back-and-forth messages.   

A coworking management software can take the admin load off your plate. From handling bookings and invoices to providing members with a self-serve portal, it brings everything under one roof.

Read on to know how such platforms can help you and other tips to reduce your admin burdens. 

1. Take Control of All Your Workspaces 

Running a coworking space means dealing with bookings, members, payments, and daily tasks. And if you have multiple spaces, then you need to constantly check messages, emails, and use third-party tools to keep things under control. That’s a difficult affair. 

The first step you can take to blow off some steam is to hire managers for each space. They must follow a daily checklist covering bookings, visitor logs, and pending invoices. Pick one day every week to go through how each location is doing. Check occupancy, pending payments, and overall performance all at once. 

You can opt for Simplified Spaces, which helps you tackle everything from a single platform:

• There’s a separate dashboard for each workspace. You can check bookings, members, and daily activity without getting data mixed up. 
• You also get a single view that shows all your locations together. No need to switch between different tools to see how each space is doing. 

Any updates made at the location level reflect across the platform instantly. So, your records are always accurate and up to date.

2. Set Clear Rules to Track Finances 

Managing invoices is one of the most time-consuming headaches. Keeping track of who has paid, who hasn’t, and billing extra services like printing or reception can get tricky fast. Most owners end up using external tools or maintaining spreadsheets just to stay on top of it all.

First, decide on a date when you will bill all your members every month. Tell them about this date early so they’re always prepared. Write down all the charges clearly, whether it’s their monthly fee or any extra service they used. Share this list with them so they always know what they are paying for. A few days before the bill is due, send them a reminder.

If a member misses a payment, follow up within two days instead of letting it pile up. 

3. Simplify Your Booking Management 

Managing different workspace types manually is a recipe for errors. Meeting rooms can get double-booked. Hot desk availability and pricing plans for the space can confuse professionals.

When members reach out to sort these things out, it only adds more to your workload.

How to solve this? Well, you can set fixed time slots for meeting rooms and cap the number of hot desk reservations per day. Make sure your pricing is documented and visible to members upfront. 

Simplified Spaces can also help you here, as it takes the entire booking process off your hands:

• Create and manage every workspace type, from meeting rooms and private offices to hot desks. You can set availability, pricing, and plans for each one easily. 
• Members get access to a branded self-service portal where they can book spaces, manage their team, and handle billing. 
• Support requests from members are also raised and tracked through the same portal. Nothing gets lost in messages or emails.

This way, your team gets fewer interruptions and more time to focus on running the space.

4. Get Full Visibility Over Your Tenants and Visitors

When your coworking business is growing, keeping track of tenants and their teams every day becomes difficult. A team member can get added without your knowledge, or a visitor may walk in without being logged in. And before you know it, you’ve lost visibility over your own space. 

So, ask every business in your space to tell you when they add a new team member. At the front desk, keep a digital log to add their names when they arrive. Have one staff member stand at the check-in so nobody is missed. Every week, go through your tenant list and check if the names match the people actually coming in. 

Also, share the rules about bringing guests into the space with all your tenants. A thriving community starts with knowing who's in your space.

A coworking management software can be a great solution here, as it allows you to track visitors, log them, and also assign them to tenants. You have complete visibility over the processes, which keeps your workspace secure. You’ll always be aware of who’s using your space.  

Summing Up 

Getting admin tasks done properly isn’t a one-man job. Your entire team needs to work with you, so you can tick these off the list. All this will let you offer customers a fantastic coworking experience, so they keep coming back. Your team must always remember that.  

Along with these tips, try to automate the tasks that take up too much of your team's time. These can include handling visitor entries and invoices. When your team does less manual work, they can focus more on making the space a better place for your members.