How to Create an App Adoption Strategy for Your Coworking Space

Learn how to create a sound strategy that ensures successful adoption of your coworking app.
By Kelly K
August 11, 2022
How to create a coworking app adoption strategy


  • An app adoption strategy is an intentional plan designed to increase the rate at which individuals use an app in their day-to-day lives
  • Your strategy will want to answer questions like what is your goal, what are your tactics, and how will you measure success

Mobile technology is transforming the workplace.

When implemented correctly, it can improve workflows, boost productivity, and encourage collaboration in coworking spaces and beyond.

Simply having an app is not enough to reap these rewards however. You need members to adopt the technology by downloading it and engaging with it through regular use to realize all of the benefits.

The key to making that happen? An app adoption strategy.

In this blog, we’ll help you create a sound strategy that ensures successful adoption of your coworking app. Let’s get started!

What is an app adoption strategy?

An app adoption strategy is an intentional plan designed to increase the rate at which individuals use an app in their day-to-day lives.

Let’s say you deploy a white-labeled app to help you manage your coworking space. Once your team is onboarded into the platform, now you need to get your members using it. However, they are resistant to change and weary of new technology.

If your members aren’t using or enjoying the technology you provide, you run the risk of inefficient workflows and increased churn.

So how can you make the transition as smooth as possible for your members while ensuring a rapid adoption of your coworking app?

This is what an app adoption strategy aims to address.

How to create a strategy for mobile app adoption

How to create a coworking app adoption strategy

Your strategy doesn’t have to be fancy to be effective. However, you will want to make sure it answers the following questions:

  • What is your goal?
  • What are your tactics?
  • How will you measure success?
  • What will you do if it’s not working?
  • How long before you rethink your strategy?
  • Who will be involved in the strategy creation process?
  • Who will be involved in the strategy implementation process?

Step 1: Start with your goal

The best place to start is with your goal. For most coworking operators, the goal is to get their members using their app, without any issues, and enjoying their experience with it.

From there you’ll want to consider exactly what you’ll do to achieve this goal.

Step 2: Consider your tactics

There are many different ways you can increase adoption of your app. The most effective strategies will include a combination of tactics including:

  • Reminders to download the app hung at high touch-point areas
  • Email newsletter sent out to members with app education information
  • Regular reminders from you and your staff, especially when a member comes to you and asks you if a meeting room is available, or has an issue they want to share with you such as the wifi isn’t working, etc
  • Helpful guides or PDFs on how to use the app in your space
  • QR codes places in meeting rooms and other bookable spaces that link to the app store to download your app

We’ll dive deeper into some of these tactics in the section below, so you can figure out what works best for you.

Step 3: Define your timeline, budget, and KPIs

If your space is not yet open, then you may be able to skip this step. However, if you are switching from one platform or one way of doing things to another, then it may be a good idea to allocate a budget, timeline, and KPIs for your strategy.

The reason being that behavioral change is hard, especially if one way of doing things is already ingrained in your members. Thus, you’ll need to invest more into educating them on switching.

An example of a timeline, budget, and KPIs for an app adoption strategy may be:

  • Timeline: 6 months with a 3 month check-in
  • Budget: $500 for refreshments for education events, hiring freelancer to make signs and educational materials
  • KPIs: # of app downloads after 6 months, % of members who have the app downloaded, qualitative information from team about number of member questions decreasing overtime

Step 3: Bring your team up-to-speed

Don’t forget to bring your team into the mix! Your community manager is going to be on the ground, implementing this strategy and fielding questions about the new technology.

Make sure they are well informed of the goals, tactics, and their role in strategy implementation right from the beginning.

No matter how well-planned your strategy is, you always run the risk of app adoption challenges. Below are some helpful tips for overcoming common hurdles when it comes to app adoption.

Overcoming common challenges with app adoption

How to create a coworking app adoption strategy

Members aren’t downloading your app 

The first hurdle to digital adoption is getting members to download your app. Your members are busy people and it’s easy for them to forget to download and set up an app – even if it will make their lives easier.

That’s why it’s important to build app education into your processes.

To help you get started, here are some tactics used by our clients that you can deploy to support app adoption.

1. New member welcome events 

Invite new members for a welcome lunch during which you share important workspace information, explain the benefits and functionality of your app, and support your newest members in downloading and getting started with it!

As an added benefit, hosting these sessions will give new members an opportunity to get to know each other and help build your coworking community.

2. Incentives

Rewarding behavior can be a valuable tool to combat our inherent resistance to change.

Whether you’re transitioning from another platform or starting fresh with Optix, consider running an incentive campaign such as a prize draw for the first ten or twenty people who download and use your app.

3. Email campaigns

It’s important to let your members know what’s in it for them. Sending out two or three short emails that highlight the benefits of your app is a great way to get members on board.

Remember to include a call to action and instructions on how to download it to maximize the effectiveness of the campaign!

4. Promo materials 

Visual reminders placed throughout your workspace can be a valuable addition to your user adoption toolkit. Posters in common areas and cards on your meeting room tables can serve as a consistent reminder for members to download your app.

Make it even easier for them by including a QR code that links to your app store.

Members aren’t using your app 

Getting members to download your app is only the first step towards successful digital adoption. The next challenge is ensuring that they use it.

Simply having the app installed won’t make a meaningful difference to your operational efficiency or the member experience. It needs to become part of your member’s regular routine.

Here are some tactics you can use to drive frequent engagement with your app.

1. Post on your community feed 

Your app’s Community Feed is a centralized hub for communicating with members. Make use of it by sharing updates on the app’s features and how to put them to work.

You can also use it to publish your events – including the link for your members to sign-up or buy tickets. Adding a push notification when you post will also remind less-active members to check it out.

2. Force the habit 

Habits are hard to break, and some members may need a nudge. If they come to you to make their next booking, ask them to use the app.

Soon enough it will become second nature for them to head straight there.

3. Promote discounts 

Make the app a gateway to reach popular value-added services and offers, such as exclusive member discounts. Once members are in the app, they’ll start discovering its other useful features.

You’ll be able to promote these discounts and member benefits through the Perks App, an application in Optix that makes it easy to show off your member discounts and for members to redeem them.

Learn more about the benefits of offering member benefits in your space with this guide. 

4. Include app tips in your newsletter

By highlighting tips for using the app’s features in your newsletter, you not only teach members how to make their experience even better, but you also remind them why the app is so useful in the first place.

App adoption starts at the top

In the end, the key to encouraging app adoption in your coworking space is having a strong plan in place to make it happen.

In the same way that buying a treadmill won’t instantly make you fit, simply having an app won’t change the way your members work.

You need to communicate with them, build it into their onboarding experience, and incentivize the change. Once they’re on board, it won’t be long before both you and your members start to realize the benefits and efficiencies of a digitally enabled workplace.