No one solution fits all. The best workspace for you depends on your business, your processes, and your goals. You can save a lot of money, time, and effort by choosing the right software. If you choose the wrong software, it can make life more difficult.
It’s important to invest some time in preparation and evaluation. Here you will find the learnings we’ve gained from working with industry experts and hundreds of workspaces around the world. This resource is designed to help you select the right management software and set business goals more efficiently.
Getting started with coworking management software may seem a bit overwhelming, especially if it’s your first time. Think of it like creating a roadmap for your business, and Flex Engine is the CRM that you need to get your business to where you want it to be.
Our team at Flex Engine helps you figure out who your customers are, how you make money, and the best way to set your prices. It’s like having a friendly sidekick to make everything clearer and easier, whether you’re a pro or just starting in the coworking world.
1. Start With Your Business Plan
To begin the coworking software assessment, you must first identify how your business makes money and what its essential processes and requirements are. You will be able to identify the most important features of your business. You might feel lost at times, especially if this is your first time using coworking software.
Take the time to fully understand your target market, your revenue streams, and your pricing strategy.
2. Find Out Who Would You Like to Have as Members
You can target freelancers, subject-matter experts (SMEs), non-profits, and students. Ask your members where they worked before coming to your office. How do they work, too?
These factors are important when evaluating software. Some people may need remote access 24/7, while others might prefer a community app that allows them to connect with their coworkers during the day.
3. Know What Are Your Revenue Sources
What are they? Are they private offices, coworking spaces, meeting rooms, events or other services like catering, retail products, or virtual mailing? Your revenue streams will help you determine the functionality of software that is needed to meet your business requirements.
4. What do you charge per hour for your service?
Do you charge a fee per month, per day, or hour? You will most likely charge your members in different ways. Identify all your payment terms.
Consider how you currently collect money and how you would like to continue collecting it. Are there any payment methods that are specific to your business or country? Understanding these terms is key to finding software that will work for your business.
5. Find Out What Can You Offer That Your Competitors Don’t Have.
Think about your current and future competitive advantages. What can you do to make your software better than the competition? What can you improve to make your members feel more welcome? You can introduce a mobile application. Automate bookings and check-ins to create a seamless experience.
6. Evaluate Your Processes’ Efficiency
The use of technology can increase the efficiency and effectiveness in a business. You’d like to know your current performance.
- What is the most important task you do?
- What are the processes you find easy to manage and those that are difficult?
- Which of these processes is a high priority for your business?
- What tasks can be automated and are repetitive?
Reflect on these questions and others. You can write down the questions and give points to them based on their current effectiveness, effort, frequency and priority. You will be able to see the bigger picture and know where you can improve.
7. What Are Your Goals When Searching for Software?
You should base your search for coworking software on the following:
- Identify the current problems that you wish to solve. This can help you identify your priorities, and what key features you need in software.
- Your business vision and your future goals: This information will help you make an informed decision and purchase a solution that will boost your growth.
Define what you are looking to achieve and how. This will allow you to identify what functionalities you need.
Imagine you’re looking to improve the billing process. Look for software with seamless integration between your accounting software and payment gateways.
You might want to purchase a coworking program for:
- Manage multiple locations
- Automate your billing process
- manage day passes
- Provide a better experience for members
- Operate your location with fewer employees
- manage meeting room bookings
- automate door access
- manage wifi systems
8. Consider the Needs of Your Community
Consider the needs of your local community. Do you have any members who ask for something specific that you believe you can deliver using software?
You might want to consider asking yourself:
- Do you have any members who ask for something specific that you believe you could deliver using software?
- Does your team need an automated environment?
- What about autonomy in booking a room for a meeting? They need to book the meeting room from outside of the office.
- Your member’s experience could be improved in a manner that addresses common complaints.
- Are they able to change their billing information or access their invoices independently?
- Are they looking for a way to quickly report problems to your employees?
9. Define the Stakeholders in the Purchasing Process
Identify the Key Stakeholders Who Will Use the Coworking Software
Think about the impact the software adoption will have on your entire team. What teams and how many people will use the software? Who are the decision-makers in each of the process divisions (billing, booking meeting rooms, community management, events, etc.)?
You Can Ask All Stakeholders About Their Software Requirements
The software requirements of each stakeholder may differ.
For example, your finance manager/accountant/bookkeeper/controller might require a particular payment integration or feature based on their bookkeeping.
Write down all the functions and requirements that you need and then prioritize them.
Define the Role of Each Stakeholder in the Decision-Making Process
Clarify the extent to which stakeholders can influence a final decision. Are they merely being informed on the process of purchasing and implementing software, or are they making decisions? You can then determine how their opinions will influence your final decision.
We would recommend creating a matrix for a large team that has multiple locations. The document should include a list of all stakeholders and every stage in the evaluation and adoption of software. It should also distribute the four main responsibilities for the project, namely: Accountable, Informed, and Consulted. This matrix will become a valuable asset in your onboarding process.
10. Plan Your Time and Resource Allocation
Budget Your Expenses
Determine how much money you are willing to spend, and what you will compromise on in terms of price and quality. You’ll most likely need to take a demo to find out how much software costs.
Remember that the new software will likely improve efficiency and process. You will be able to scale your business through increased revenues, improved member experiences, reduced revenue loss, etc.
Stick To the Deadline You Set for Choosing Coworking Software
This process may remain on your To-do list forever because other priorities may arise. When the implementation of coworking software is critical to the success of your company, it should be given priority. Delaying the decision too long could negatively affect your business and lead to a complex implementation.
How to Find the Perfect Coworking CRM Software
Once you have set your goals, learn about the available solutions. It’s no secret that there are many options available. Booking a demo for each of them is tempting. Talking to all vendors and watching all products in action can be overwhelming. It could create a mess in your mind. Do some initial research. Validate whether the software can solve your current issues and supports your long-term goals.
Check what integrations the software offers. Check the integrations for accounting and payment, as well as any other apps that you may use, such as WiFi, door access systems, marketing CRM, etc It’s easy for you to become overwhelmed by the many features available on the market. Reflecting on your goals can help you cut through the clutter. Shortlist the best candidates and book on one session with them.
Sign Up for the Demo and Trial
You want to know if the product is worth your investment and whether it solves the problems you have. During the demonstration, give specifics about your common tasks. Ask the vendor to demonstrate how the features on their website work.
Try to find out if the most difficult tasks or those with which you are most inconsistent can be resolved. Do not forget to ask about the software implementation. How long will it take? Will you be helped by a specialist in onboarding? What training is available for you and the future members of your staff?
Ask about the price of the entire management platform. You’ll get a quote during a demo or shortly afterward. You will then be able to determine if it is a worthwhile investment. Do not forget to consider the total cost, including the cost of the subscription, any additional charges, time, and effort required for implementation, as well as the cost per ownership.
Try out the free trial version of our management platform. It’s better to get some help first (book a demonstration call) before you start your trial (to ensure you don’t miss the information you were shown during the demo). You might want to start a demo call if you are tech-savvy or have specific tasks that you would like to verify. Write down your questions and then ask them later.
Find out about the different pricing options
There are two main pricing models for coworking software – by location and member. You can choose the best one for your needs. If you are just starting, per-member pricing would be the best option. This is also the best option if your occupancy levels are not stable and each desk has a significant impact on your revenue.
The per-location pricing allows for precise budgeting and cost planning by having a set cost without any limitations on your community’s size. If you have a long-established business and prefer annual contracts, this pricing model is the best option for you. It also allows you to budget more easily and predictably.
Consider all extras and add-ons when evaluating pricing. You may find that the total price you pay as a client is different than what’s shown in the pricing calculators and plans on the vendor’s website. Check if there are any extra charges that the vendor may apply to get an accurate idea of how much you will be paying.
- payment gateways
- Processing fees
- Add-ons like mobile apps
- Integrations
- Onboarding
Find out more about software implementation
Onboarding a coworking solution can take anywhere between one and six months, depending on your business’s complexity and size. The implementation time is usually determined by your involvement. The faster you can implement it, the more time you devote.
Choose a coworking software provider that offers a dedicated onboarding program if you have definite timelines for introducing the software to your team or community. Onboarding specialists can be your partners in helping you to meet deadlines, organize your team better, and improve your efforts when you begin configuring and using software. Be sure to ask the vendor about training options for your existing team as well as for any future team members.
There is no one-size-fits-all software solution.
Your business, your processes, and your goals will determine which software is best for you.
Identify your needs first. Next, dig deep into your processes to get a clear picture of your priorities. Plan your time and resources by identifying all decision-makers and stakeholders involved in the evaluation. After you have completed these steps, it is time to explore your options. Consider your goals when evaluating possible solutions.
Consider features, price options, and extra services. Test the product yourself and see a live demonstration before making a final decision. Do not forget to look at the company as a whole – for example. Level of expertise, development, and security.
One Example of the Perfect Coworking CRM Software Is Flex Engine
Getting started with coworking software may seem a bit overwhelming, especially if it’s your first time. Think of it like creating a roadmap for your business, and our team at Flex Engine is like a helpful guide along the way.
Unmatched Features:
- Dashboard Mastery:
- Seamlessly manage opportunities with automatic pipeline tools and CRM.
- Gain strategic insights with CRM scorecards, funnel distribution, and lead source reports.
- Proactively engage leads through a power dialer, lead tracking, and real-time notifications.
- Communication Hub Mastery:
- Streamline communication with a universal inbox, conversations, and integrated chatbots.
- Elevate user experience with automated website interactions.
- Effortlessly track deals while staying informed through integrated analytics.
- Customization and Automation Mastery:
- Tailor experiences with smart lead scoring and customized communication.
- Ensure consistent engagement with email tracking, templates, and social media scheduling.
- Optimize campaigns with strategic tracking and in-depth website analytics.
- Scalability and Efficiency Mastery:
- Choose flexible monthly plans with credits and priority support.
- Experience advanced AI tour booking support and utilize top-tier CRM and marketing tools.
- Scale effortlessly, making Flex Engine the cornerstone of coworking business growth.
Flex Engine is not just a solution; it’s the benchmark for coworking software excellence. Elevate your operations, engage your community, and lead the future of coworking with Flex Engine—the gold standard in workspace management.
Flex Engine: Pioneering Excellence in Coworking Management Solutions
Step into the future of coworking with Flex Engine, the unrivaled leader in coworking management software. More than just a tool, Flex Engine is a catalyst for innovation, empowering coworking spaces with cutting-edge features for lead tracking, seamless calendar integration, and automated workflows. Experience the next level of coworking efficiency, where Flex Engine becomes the heartbeat of your space, fostering collaboration, and revolutionizing your operations.
Unlock Unprecedented Efficiency – Make Flex Engine Your Coworking Ally!
Revolutionize your coworking venture with Flex Engine, a beacon of excellence in the realm of coworking management software. Tailored for success, Flex Engine redefines the coworking experience with its intuitive interface and robust capabilities. It’s not just software; it’s your strategic partner in driving coworking space success. Elevate your community, nurture connections, and embark on a journey of growth with Flex Engine – the epitome of innovative coworking management.
