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How To Boost Your Coworking Space With The Right Technology?

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Coworking spaces are becoming more and more popular as professionals are turning to freelance and remote work. Consequently, coworking space owners are looking for new ways to improve their place. Here is how to boost your coworking space with the right technology.

#1 Keeping Track
First and foremost, technology can help you better keep track of everything in your coworking space. All the small things need to be organized in a way that will be both comfortable to use and understandable for anyone who needs to consult whatever you have organized. Here are some things you can organize and the tools you can use for this:

- Trello: Trello has been around for a while. It is somewhat a combination of multiple things and could be considered a project management platform, but it can also be used simply for keeping track of everything related to your coworking space. The site lets you create a project where you can then create cards that can be sorted into columns. You can then use the cards as separate tasks where you enter text and can add files of almost any format. You can also set deadlines for the cards, so you can use Trello for daily, weekly, monthly, or evenly yearly schedules.

- Asana: Asana is somewhat similar to Trello as it is also a project management platform, but it has a different logic. In Asana, you can create separate channels for different projects. Then, you can create tasks and structure them in tables, lists, and so on. You can then add labels to the tasks, set deadlines, sort them into sub-categories, leave messages on them, etc. Both Asana and Trello let you add other group members to the projects, but there are still certain limits (you will need to upgrade to premium if you want to overcome them, but the basic version is still pretty good).

- Google Docs: Google Docs might not be the first set of tools that comes to mind when you think about keeping track of things, but it can actually be quite useful. Basically, you’ve got Word, Excel, PowerPoint, etc. all online with the option for your entire team to be able to access the documents online at any moment. Besides, storing your data this way is also pretty secure as it won’t be accidentally lost when you lose your flash drive – it will be all stored online and protected. It’s also entirely free which is perfect for those who are on a budget.

#2 Communication
If you want to make sure that there are no misunderstandings in the space, using technology is essential for proper communication. There are numerous messaging apps and platforms that have enough security to provide you with a safe way for communication. Here are just some of the well-known apps to consider for improving your communication:

- WhatsApp: WhatsApp is a very popular messaging app. In fact, you are probably already using it with your friends or family. And considering all the features the app has (the ability to send various files, reply to specific messages in group chats, voice chat, video call, send voicemail), it could probably be used professionally too. Besides, most of your employees will probably also know already how to use it which means you will be able to avoid the learning curve which usually appears when you try to integrate different tools into your business. By using an app that everyone uses already, you will save both time and the headache of going through the learning process.

- Slack: If you are looking for a messaging platform that is considered to be suitable specifically for professional use, then look no further than Slack. Slack is a messaging platform that helps you categorize your messaging channels better than probably any other messaging app. You can create a channel for a project and then create threads or groups for messaging each other about a particular topic. Of course, you can still message group members privately. Slack lets you send files and react to messages with emojis. Moreover, in group chats, you can have an entire conversation under one message without the chat itself being clogged because of it. This is ideal for all the teams that have regular discussions.

- Messenger: Facebook Messenger is not a separate app – it comes along with Facebook itself. However, it is probably better for those who want to be able to see complete profiles of all the group members. Likewise, if all your employees are already on Facebook, using Facebook Messenger will be one of the best options for your team both because everyone is already registered there and because they probably used it at least once or twice. Another advantage is that Messenger is available both for mobile and for desktop devices (like Slack and WhatsApp) which is not always applicable to messaging apps that tend to be designed solely for mobile devices.

#3 Social Activities and Events
Technology has numerous benefits for organizing events and social activities easier. Considering that you own a coworking space, you can find some tools pretty helpful for assisting you with event management. After all, such social activities and events can give you additional exposure and let more people know about your coworking space. Here are some apps to check out that will help you with event management:

- Eventbrite: Eventbrite is a very popular ticketing solution for events of all sizes and characteristics. This platform has almost limitless options for customization and even lets you register from your phone. Moreover, Eventbrite lets you send reminders and confirmations via email which means that almost everything will be automated and taken care of. They charge a small fee from the tickets which is considered by some to be too high, but the platform is still pretty popular despite the fee. Basically, Eventbrite is great for pretty much any small- and medium-scale events.

- Zoom: To put it simply, Zoom is an alternative for Skype. It is quite similar to Skype as it has the options of sending text messages, hosting voice and video calls, etc., but it also has a more user-friendly interface for group calls. In addition to that, some users have remarked that the call quality seems to be better than that of Skype calls. Zoom is currently a very popular app to use (it’s available both for mobile and for desktop devices), so if you are looking for a free tool to switch to from Skype, this should definitely be one of the applications you try.

- Facebook: If you decided to use Facebook Messenger for communication, then using Facebook itself for social activities and events can actually reduce your work significantly. There are two main ways you can use the social media network for this. Firstly, you can create dedicated closed and open groups. Secondly, you can set up events on Facebook. In both cases, you will be able to notify all the attendees about the possible changes you make for the event and check how many people will actually come or plan to come. You will also be able to see who your attendees are and understand who your event is interesting for.

#4 Design and Features
It’s not the first thing that comes to mind, but technology can also improve the design of your coworking space and provide users with additional features. For example, think about the restrooms in your coworking space. Instead of using paper for wiping hands after your visitors wash them, you can use the hand dryers.

You can also install automatic lights, for instance, to save energy. They will turn on when they detect movement and then turn off after some time. You can also make the water automatic in your restroom or install extra sockets for your visitors to be able to charge their devices. Almost any innovation can be very useful as long as it reduces costs or attracts new clients.

#5 Security
Last but not least, technology allows you to provide more security in the coworking space and have access control over who can use your coworking space. The most obvious way to control this is by installing tourniquets that will not allow random people to slip by unnoticed. An alternative to these would be human guards, but we are focusing on technology right now.

Your wi-fi connection will obviously need to have a secure password so that only your actual visitors can access it. Public connections are usually considered to be less secure than private ones, so you can expect some of your customers to be more careful about it. This is why you need to ensure that your wi-fi has extra security built into it and hackers can’t use your clients’ device for their own purposes.

Final Thoughts
All in all, by using the tips in this article, you will be able to find the right tools and technology to improve your coworking space and provide a better environment for your clients to use for their work and enjoy their jobs.

Jamie Fry - Purposeful and promising author. At this moment he is working at writing services review companies, as Pick the writer and Writing Judge and enhances his blogging skills. Confidently goes to his goal. He has a talent for writing original content. The main conviction in his life: «To be the best in the field in which you are developing». Always in search of fresh ideas.
Author: Jamie Fry