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When you think of coworking spaces, images of modern kitchens with premium coffee machines and perhaps even beer taps come to mind. Rarely do we consider the IT infrastructure and the teams that manage it. But how do the IT requirements of coworking spaces differ from those of traditional companies? Should coworking space operators consider hiring IT staff?
Unique IT Demands of Coworking Spaces
Coworking spaces have vastly different IT needs compared to traditional businesses, yet they are no less challenging. Unlike conventional companies, coworking spaces resemble an environment with a 100% Bring Your Own Device (BYOD) policy – everyone brings their own devices to work. This setup is further complicated by the frequent turnover of users and the difficulty in enforcing consistent policies. Additionally, the IT infrastructure doesn’t just manage digital resources; it also regulates access to physical spaces like buildings and meeting rooms.
The Cloud Solution
Despite these challenges, it’s rare to find IT employees in coworking spaces. One reason is the abundance of cloud services that cater to almost every aspect of coworking operations. These specialized cloud offerings allow spaces to operate smoothly without the need for in-house IT staff.
Cloud services streamline everything from booking systems to print management, providing seamless access to essential tools. They also ensure scalability, allowing spaces to grow and adapt quickly without expensive hardware investments. Plus, with automatic updates and enhanced security, coworking operators can focus on delivering a great member experience rather than managing complex IT infrastructure.
Data Protection in Coworking Spaces
Data protection is a significant concern for many space operators, as coworking spaces handle a substantial amount of personal and sensitive information. Operators should train their staff to handle member data in compliance with local data protection regulations. Hosting workshops can not only educate members about data protection measures but also enhance their trust in the space’s practices.
Attention to data protection is also crucial when selecting management services. Establishing data processing agreements with service providers ensures that user data is fully protected.
Integration and Automation
There’s a general consensus that coworking spaces in fact don’t need their own IT departments; instead, they can leverage tailor-made cloud solutions. While these services come at a cost—much like utilities such as water, rent, and electricity—a well-functioning IT infrastructure is a key differentiator for a coworking space.
Platforms like Nexudus and ezeep are leading the way by integrating various services into a single platform. For instance, when a member is added in Nexudus, they automatically gain access to printing services, and their usage is reflected in their invoice. Similar integrations exist for access systems like Tapkey, Clay, and Sensorberg. Essentially, members select a plan, and their IT environment configures itself automatically.
Simplifying Printing with ezeep
Printing remains a significant service in coworking spaces, especially for members who split their time between home and the office. Rather than investing in home printers, they prefer using the facilities provided. Traditionally, printing can be an IT nightmare but ezeep has made it significantly simpler by moving the entire printing process to the cloud.
Key Printing Benefits of ezeep for Coworking Spaces
- Simplified Printer Management: ezeep allows operators to manage all printers, users, and permissions from a single, web-based portal, reducing IT workload.
- Seamless User Experience: Members can print from any device – PCs, Macs, Chromebooks, smartphones, or tablets – without installing printer drivers. This enhances flexibility and convenience.
- Secure and Confidential Printing: Features like user authentication and pull printing ensure that documents are only released when the member is at the printer, maintaining confidentiality.
- Print Accounting and Cost Recovery: Space operators can track printing usage, set quotas, and generate reports. This helps manage costs, reduce waste, and allows for accurate billing.
- Environmental Sustainability: ezeep is environmental responsibility with its CO₂ offsetting program. For every page printed using ezeep, the associated carbon emissions are offset through its support of the Justdiggit program. This means all printing done through ezeep is carbon-neutral, helping coworking spaces reduce their environmental footprint and achieve ESG goals.
- Easy Setup and Scalability: Being cloud-based, ezeep requires minimal hardware and scales effortlessly as the coworking space grows.
Integration with Autumation and Coworking Management Systems
ezeep also integrates seamlessly with a variety of coworking management platforms, automating processes and enhancing efficiency. Some of its integration partners include:
- Nexudus
- OfficeRnD
- Cobot
- Make
- Zapier
- Coworks
- Spacebring
- Archie
- Pably
- Pipedream
By integrating with coworking management platforms, when a member signs up, they automatically gain access to printing services, and their usage is reflected in their invoice without additional administrative work. This automation not only simplifies billing but also enhances the overall member experience.
Benefits for Traditional Businesses
Can traditional companies benefit from coworking technologies? Absolutely. Coworking spaces are essentially testing grounds for the workplace of the future. Concepts like hot desking, cross-team communication, and project-based group work are increasingly sought after in traditional business environments. The ease of using IT infrastructure in coworking spaces can be motivating for employees. By opening up infrastructure, for example allowing remote work from home offices, companies can boost productivity. Some businesses are already moving entire departments into coworking spaces. The next step is to apply these experiences within their own offices.
Conclusion
Coworking spaces face unique IT challenges, but with the help of cloud-based solutions like ezeep, they can provide seamless services without the need for dedicated IT staff. ezeep simplifies complex tasks like printing by offering features such as printing from any device, centralized management, secure printing, print accounting, and integration with existing coworking management systems. Moreover, its commitment to CO₂-neutral printing helps reduce the environmental impact of printing activities, aligning with the growing emphasis on sustainability.
By integrating with leading coworking management platforms like Nexudus, OfficeRnD, Cobot, and others, ezeep ensures a smooth and automated experience for both operators and members. This allows operators to focus on what they do best – providing an excellent and environmentally responsible environment for their members.
If you’re interested in print management without the need for an IT department and want to contribute to environmental sustainability, check out how ezeep can solve your printing hassles so you don’t have to be the “printer guy.”