If you’ve moved to a coworking space, likely, you did so because of the opportunities and benefits available to you. In 2022, visits to IWG workspaces climbed by 54% from January to November. With this in mind, it’s clear that flexible workspaces are still growing in popularity.
However, some businesses don’t consider how managing a coworking space differs from a traditional office. You might have a combination of permanent office workers, remote workers, and freelancers, making team management tricky.
It’s clear that a dedicated office isn’t paramount to effective team management, but there are several other things to consider. Your strategy needs to change to centre around your new office dynamic. You’ll also need effective digital tools and a plan for maximising community benefits.
In this article, we’ll give you some tips on how to manage a coworking space, ensuring every team member gets the most out of their coworking environment.
Understanding the unique challenges of managing a team in a coworking space
From managing noise levels and providing space for irregular working patterns, there are plenty of challenges when managing a team in a coworking space.
Whether you’ve just moved or it’s on the agenda, knowing the challenges you’ll face can make coworking space management a lot easier. To get you started on the right foot, here are our top tips for effective team management in a coworking space.
1. Leverage the community (and coworking space services/support)
One big benefit of a coworking space is the sense of community experienced when working alongside other businesses. As a manager, you can make use of your nearby community to improve collaboration and embrace the positive energy found in shared offices.
Many coworking spaces also have access to a management team or office manager. They can look after everyday office concerns while you get on with people management.
2. Set up team-building exercises and social activities
A coworking environment lends itself well to tech startups and communities that collaborate. This means motivating teams and encouraging collaboration can be a little easier.
From team-building activities to networking events, many coworking spaces offer plenty of opportunities for interaction among teams and others using the space.
3. Utilise technology and digital resources
Coworking gives you the chance to leverage technology so that your staff can do their job more easily.
This is especially beneficial for workers who come into the office sporadically. The right technology allows them to simply log in and pick up where they left off.
It’s worth looking for an office space with a centralised booking system so your teams can adhere to a centralised office calendar. Regus coworking spaces also offer IT support, AV equipment, and on-site tech teams to help your business run like clockwork.
4. Encourage idea sharing
Sharing ideas is an integral part of working together. A brilliant aspect of working in a coworking space is the ability to easily combine ideas.
Team building and team management should involve staff in core concepts that help them feel more productive in the new space.
5. Continue to build a company work culture
A shared understanding of company culture is vital for building successful teams.
Without this, businesses can experience friction which could lead to problems if not managed. When staff feel at home within a company, they are more likely to be invested and productive.
Establishing culture is a real possibility in a coworking space, as long as you put the effort in. Team-building activities can help reinforce culture, as can encouraging creativity and collaboration.
You could also circulate a company manual, set up regular discussions, and schedule talks with startup management teams.
6. Allow personalisation of workstations
Nothing says 'contentment' like a modified office space.
Allowing teams to customise their workstations with plants and photos will help boost morale and improve productivity. Most flexible coworking spaces allow changes to office layout, enabling you to create an environment that fits your culture and workforce.
7. Reduce distractions where possible
Collaboration is key to coworking, but all teams need to concentrate to improve productivity and general well-being. While this can be tricky in some coworking spaces, it is manageable.
Your employees should know how to avoid disturbances, whether they’re from loud phone calls, meetings in public places, or rubbish left in common areas. Many coworking spaces provide private spaces for confidential chats and problem-solving, which can also help to manage distractions.
8. Establish clear communication (transparency is key)
Clear communication in coworking spaces reduces confusion and helps create a positive environment. All staff should understand the company mission statement, working methods, and expectations to ensure they are working towards a common goal.
To help manage and encourage clear communication amongst your teams in a coworking space, you should be clear on how people should communicate. This could be via email, phone, or an integrated workplace chat tool.
9. Ensure private working options
To get the most from your staff, it’s important to provide different work environments to suit their needs. Most coworking spaces come with private office options, usually bookable through a centralised system for convenience.
Many Regus coworking spaces also have training rooms to rent by the hour, as well as designated areas for relaxing and private talks.
10. Address knowledge management
Knowledge management (KM) is how a company stores information. Workers who don’t have access to company knowledge, or don’t properly understand it, may not be as productive as a company with a strong KM process.
In a coworking space, this information should be available digitally for both regular office users and remote employees.
11. Monitor and adjust workplace strategies
Making sure your team is productive is an essential part of your business, especially when coworking. Continuity is key, but it's also important to adapt to new scenarios as your business grows. Handing over generic admin to a virtual assistant, for example, allows you to concentrate on team management and daily office activity.
12. Encourage collaboration and knowledge sharing
A key benefit of coworking is that it naturally encourages networking and ideas-sharing. To embrace this, your workspace should provide meeting rooms, breakout areas and easy opportunities for staff to offer feedback.
How Regus coworking enhances team management in the workplace
Regus spaces offer everything you need to thrive in a coworking space, and our management tips should help you get off to a flying start.
If you've decided to move your team to a coworking space, or you’re thinking about growth solutions, we have both short and long-term solutions all over the world. Call our customer service team to find out more.