How to Manage a Coworking Space

Did you know that over two million people worldwide are using coworking spaces? This statistic highlights the growing demand for these flexible work environments. Today, more and more people are choosing freelance or hybrid work. Many prefer working in spaces designed for that purpose, rather than from home or an office.

While coworking spaces used to be simply places with desks and chairs, they have now evolved into hubs of innovation.

These convenient spaces boost creativity and collaboration. Though offering many pros, coworking spaces require effective management to truly thrive. If you want to learn more about how to succeed in this endeavor, let’s delve deeper.

What Is Coworking Space Management All About?

The primary goal of coworking space management is to ensure the smooth operation of space management, hence the name. In particular, you need to keep the space clean, purchase office supplies, provide coffee, tea, and snacks, process payments, and manage check-ins.

However, coworking management goes beyond just logistics; it also involves effective people management. It is crucial to ensure that individuals have the accommodations they need to perform their jobs effectively.

So, coworking space management is all about creating a comfortable, supportive, and innovative environment where people can organize their work effectively.

How to Effectively Manage Coworking Space?

Now, let’s take a look at some core tips that can help you successfully manage your coworking space operations:

Hire Relevant Staff

Depending on the size of your coworking space, you may require different professionals on board. However, here are the core roles you should have in your staff:

• Reception Desk Manager: This person will answer calls and emails and assist with booking rooms as needed, guiding clients on how to do it online if necessary.
• Space Manager: You’ll need someone by your side to tackle issues promptly and effectively. Whether it’s planning finances, making crucial decisions to enhance client satisfaction, or providing guidance to other employees, a space manager will be essential.
• Tech Team: Technical issues are common in coworking spaces, making it essential to have a dedicated tech team or a couple of skilled IT professionals. They can effectively resolve WiFi connectivity problems, configure devices, and set up computers, ensuring a smooth coworking experience for your members.
• Marketing Team: In today’s digital reality, there is no way to succeed without a marketing team by your side. They will help promote your coworking space business and attract the relevant audience.

You can proactively manage your entire staff by implementing a project time tracker for your team. As such, you can delegate tasks, track their progress, and identify any gaps to provide timely support.

Prioritize Community

You should clearly define who your target community is. If you aim to attract freelancers, your core requirements will differ from those needed if you decide to focus on companies.

For example, if you target freelancers, your coworking space should have enough desks, shared tables, and perhaps a small kitchen, which may be sufficient. On the other hand, if your target audience is companies, your space should include meeting rooms, restrooms, and perhaps even a small restaurant.

So, before tapping into coworking space creation, make sure it is relevant to your target customers.

Utilize Advanced Tools

When it comes to effective management of coworking spaces, relevant tools are crucial. Typically, you will need platforms to automate activities like billing and various administrative operations, as well as allow members to manage visits, schedule rooms, book desks, and more.

In this regard, it’s definitely worth implementing powerful coworking management software. This way, you can significantly enhance the coworking experience.

Set Clear Rules

Another crucial step in establishing a robust coworking space is setting clear rules for all customers to follow.

Basically, you need to define working hours, provide parking information, outline payment options, and establish rules for using office supplies. It’s also important to clarify if your space is pet-friendly, as many people today prefer animal-friendly workspaces.

If you plan to allow pets, consider designating specific rooms for those who bring their animals, ensuring a comfortable environment for everyone.

Collect Feedback

Once you successfully set up a coworking space and develop a clear management plan, your work doesn’t end there. If you want to truly succeed in this venture, your management strategies must continuously evolve.

One of the most effective ways to achieve this is by soliciting customer feedback. Their reviews can be invaluable in identifying what you’re doing well and which areas need improvement.

For example, you may discover technical gaps, such as not having a printer when many of your customers need it for their work. Or you might find out there are service shortcomings, like not having enough microwaves. While these details may not seem crucial at first glance, addressing them promptly or finding alternatives is essential.

Well, just scroll up and check the statistics about coworking space usage we provided at the beginning. Yes, there is real competition in this industry, so offering just a reasonable pricing package isn’t enough to retain customers.

Key Takeaways

Coworking space demand is constantly growing, making it increasingly tough to evolve in this competitive market. Hopefully, our 5 core tips on how to achieve better coworking space management will be helpful.

Start by crafting your office space with your top customers in mind, consider their needs, and utilize robust platforms to get things done simply and efficiently. And, of course, don’t forget to collect feedback to make timely adjustments.