7 tips and tools for time management in coworking spaces

May 21st, 2024

zapfloor's invoicing module
As a coworking space manager or workplace manager, efficiency is critical to focus on your members. While traditional to-do lists have their place, they may not be sufficient for the dynamic demands of managing a coworking space day-to-day. Drawing from our expertise in coworking management, we've curated 7 tips and tools to help you optimise your coworking space management for maximum efficiency.
1. Set clear objectives and priorities
You've probably heard it before, but we'll repeat it for the people in the back: outline your daily, weekly, and monthly priorities. What needs immediate attention, what can wait until the end of the week, and what are the longer-term projects? Whether organising member events or tackling administrative tasks, having a clear roadmap will enable you to allocate your time effectively. Our team swears by tools like Trello, Notion, Monday, and Google Calendar to manage tasks efficiently.
2. Choose a team with the right mindset
In the dynamic environment of coworking spaces, job descriptions often blur. With smaller teams, flexibility and adaptability are key. As a workspace manager, look for enthusiastic individuals who thrive in environments where last-minute deadlines are no exception. An all-round team in which everyone pitches in when needed makes delegation smoother and tasks more manageable.
3. Implementing time blocking
Allocate specific blocks of time for different tasks or categories of work. For example: if you have to do your admin work every Wednesday, block your Wednesday weekly. This strategy minimises distractions and ensures dedicated attention to critical activities like member management, facility tasks, and business growth. At zapfloor, we block time in our calendars to safeguard against interruptions. Some companies, including Facebook and Atlassian, even go one step further with meeting-free days, providing uninterrupted time for focused work.
4. Regularly review and adjust
Review your progress at the end of each day or week. Assess what's working well and where you can make improvements. Flexibility is key; if your workload proves too hefty, adjust your schedule accordingly and reprioritise tasks. Adapting your time management strategies ensures sustained productivity over time.Tip: Tools like Trello, Monday, and Notion, make it very easy to follow your progress on a weekly or monthly basis.
5. Take breaks
Working in a coworking space can be very bustling, but most of all, it can be truly inspiring. Still, it is important to integrate breaks in your work day. Whether it's a game of ping pong, a coffee break, or a stroll through the city centre, stepping away from your desk resets both body and mind. Remember to give your eyes a rest from screens; apps like Plantie can help remind you to take regular breaks, maintaining focus and productivity.
6. Network
Use the collective expertise of your coworking community. With members from diverse industries, a wealth of knowledge is at your fingertips. Don't hesitate to seek advice or collaborate with your members; tapping into their expertise can save you valuable time and effort.
7. Use an all-in-one coworking software
Invest in a comprehensive coworking management software to streamline administrative tasks such as member management, space scheduling, billing, and community building. By automating these processes, you'll free up time for more strategic initiatives and member engagement.

Curious how zapfloor can transform your coworking space management? Schedule a call with one of our representatives for a personalised introduction.