More locations don’t just mean more opportunities – they also bring more complexity. So how do you keep all your spaces running smoothly without having to be on-site all the time? The key lies in smart management, efficient workflows, and the right digital tools.
Centralized Control vs. Decentralized Responsibility – What’s Right for You?
The larger your network, the more important it is to have a clear structure in place. Generally, there are two main strategies:
1. Centralized Control
A core team coordinates operations, marketing, and finance across all locations.
Pros:
- Standardized processes
- Economies of scale and optimized resource allocation
- Clear communication and less chaos
Cons:
- Less flexibility at the local level
- Slower responses to location-specific needs
2. Decentralized Responsibility
Each location gets more autonomy to make decisions about local services, partnerships, events, or pricing.
Pros:
- Better alignment with regional target groups
- Stronger local communities
Cons:
- Risk of inconsistencies
- Higher coordination effort
Most successful coworking chains use a hybrid approach – standardized processes with enough flexibility to adapt locally. This keeps the overall concept consistent while allowing room for individuality and innovation.
The Right Digital Tools for Stress-Free Management
Without automation and centralized control, managing the tech side of multiple spaces can become a nightmare. Here are some tools to keep things under control:
Coworking Management Software: Platforms like Nexudus, OfficeRnD, or Cobot let you manage bookings, billing, and member data across locations from one place.
Cloud-Based Access Control: Automated access systems allow flexible, secure entry across locations –no physical keys required.
Print Management with ezeep: ezeep Blue’s cloud printing solution gives all your spaces easy printing access, managed centrally – no need for local print servers or on-site support.
Centralized Accounting & Reporting: Cloud ERP systems offer consolidated financial oversight and automated reporting across all locations.
Pro Tip: Make sure all tools you use offer APIs. This makes integration easier and allows centralized control of your workflows.
Automation & Self-Service – Lighten the Load for Your Team
As your network grows, correspondingly so too do your staffing costs. Smart automation and self-service options help reduce the strain:
- Automated Booking and Payment Systems: Members can book desks, meeting rooms, or events on their own.
- Self-Service Check-in & Digital Keys: No front desk staff needed – members get access via apps or QR codes.
- AI-Powered Support & FAQs: Chatbots or built-in help desks can automatically handle basic questions – available 24/7.
These upgrades don’t just make operations more efficient – they also improve the member experience with far less waiting, more independence, and a more modern brand image.
Seamless IT and Printing Infrastructure for All Locations
Tech issues are one of the top frustrations in coworking spaces. A unified infrastructure helps you avoid many of them:
- Cloud Printing with ezeep: No need for local IT support – members can print easily across all locations.
- Central Wi-Fi Management: Use systems with monitoring and automatic troubleshooting. Unified SSIDs make access easier.
- Single Sign-On (SSO): One login for all digital services – from Wi-Fi and printers to access systems.
A well-integrated system cuts down on support needs, boosts member satisfaction, and keeps your locations protected from tech chaos.
Bottom Line: More Locations, Fewer Headaches
Successfully managing multiple locations comes down to three core pillars:
- A clear structure combining centralized leadership with local flexibility
- Smart digital tools that streamline and automate workflows
- A consistent IT and infrastructure setup that just works
The better your processes are built for scale, the easier growth becomes. Automation, standardized operations, and digital support tools help you run your coworking network efficiently – without losing your grip.