How to Manage a Coworking Space

Hybrid and remote workplaces have driven the demand for flexible office spaces. Also called a “coworking space,” it is not just desks and WiFi but a space for flourishing productivity, creativity, and collaboration. However, none of these will happen without a comprehensive understanding of how to manage a coworking space. 

This work setup may cause booking chaos, member conflict, and team coordination. Hence, like any other work setup, successful coworking space management resolves these issues. 

Are you opening your first coworking space or improving an existing one? It can be overwhelming initially, especially without a clear strategy and the right tools. If so, this guide will explore the complex nuances of effective space management. 

Understanding the Two Pillars of Management

To manage a coworking space, you must first understand two critical components: the space and the people. Let us break these down. 

Space Management

Space management is the first pillar often described under the operational tasks. For any cowork space management strategy, it serves as the core. Some of the operations that fall here are

• • Managing and organizing the everyday bookings and check-ins

• • Supervising the maintenance, cleaning, and supplies

• • Processing bills and allocating resources

It is all about the essential procedures that make the management work. And the best solution to ease the day is to automate as much as possible. Hence, there are software solutions that can automate space bookings, member check-ins, and even feature equipment scheduling. 

People Management

This pillar highlights both team members and staff. Remember, a successful operation begins with supporting the people involved while maintaining the structure. And how is that possible? The management should:

• • Create and build a strong community culture.

• • Do not forget to offer support and respond to the member’s needs.

• • Always address conflicts related to the misuse of shared space promptly and effectively. 

Balancing friendliness and maintaining clear boundaries is essential, as this is a favorable starting point for managing office space effectively.

How to Manage Day-to-Day Operations in a Coworking Space

After understanding the two main components of managing a coworking space, you may wonder how to handle the day-to-day. Here are some things you need to remember:

Automate Repetitive Tasks

With technology now making work easier, no one wants a repetitive task done manually. Furthermore, performing repetitive tasks manually is not sustainable, especially over the long term. Automate operations such as:

• • Billing and Invoicing: Utilize tools that can automate payments. This approach reduces paper usage and enhances organization.

• • Room Bookings: Let members reserve the necessary space through integrated apps anytime and anywhere.

• • Access Control: Save time by implementing smart locks or checking in via kiosks or their smart devices. 

These automated operations are crucial for effective space management. This approach keeps up with modernized workplaces and saves everyone’s time and effort.

Building an Integrated Tech Ecosystem

Another essential part of managing everyday operations is creating a cohesive ecosystem that integrates various tools. One standalone tool is not enough. The management may utilize

• • Desk Booking Software: Scheduling solution that comes with floor plans, and secure data privacy for every log and user’s information

• • CRM and Member Engagement Platforms: Track interactions and manage customer data. That way, it can help in seamless customer service processing.

• • Communication Tools: Stay connected online by choosing a messaging tool that is easy to use for everyone. While maintaining a professional purpose, the communication app must be simple yet comprehensive. 

Effective cowork space management involves unifying the work system. Enhance your members’ satisfaction by reducing those double tasks. 

Establish Reliable Systems and Processes

Utilize project management tools to streamline everyday team operations. It organizes the team’s workflow. It allows scheduling weekly check-ins and viewing monthly reviews. 

Additionally, establish Key Performance Indicators (KPIs) that are directly linked to key objectives, such as occupancy rate, churn rate, or member satisfaction. That way, it will be easier to track the operational progress. 

How to Manage Members at a Coworking Workspace

Effective people management begins with setting clear expectations. From day one, members should know what is expected of them. Hence, it is commendable to create

• • A well-written member handbook that will guide them on every workspace aspect

• • A plastered house rules poster to keep everyone reminded

• • Onboarding materials must include coworking space guidelines

Effective communication is also essential for effective coworking space management. It ensures transparency, seamless interactions, and reduced conflicts. 

Handle Disturbances Professionally

Managing a coworking space can be challenging work. Noise complaints, misuse of meeting rooms, and unattended visitors are just a few of the common issues that can be expected. Therefore, before the situation worsens, address these professionally. For instance:

• • Create a clear and standard protocol for these incidents.

• • Establish reasonable consequences and apply them consistently and fairly.

• • Always communicate calmly and clearly with a solution. 

Do it professionally; that way, you can ensure harmonious coworking space management. It also boosts the morale of every member while maintaining a reputable brand for the organization. 

Collecting and Acting on Feedback

When managing people, it is critical to know their thoughts and suggestions. The management can only obtain this information by conducting regular surveys. They can ask, for example:

• • How satisfied are you with the current booking software?

• • Are there any services or improvements you would like to experience?

The team can create a survey in which participants will rate every essential aspect. After obtaining the answer, conduct an analysis and prepare a comprehensive report. Make informed decisions on how to act with the suggestions and improvements. That way, the members can trust the coworking space management. 

How to Manage Your Team in a Coworking Space

Effective space management stems from a manageable team. How is that possible? The first thing to do is

Define Roles and Responsibilities

Use an organizational chart to define who will be responsible for each task. That way, there is a clear path for each team member. And to make it easier, you can incorporate the Responsible, Accurate, Consulted, and Informed (RACI) framework to highlight:

• • Who is responsible?

• • Who is accountable?

• • Who needs to be consulted?

• • Who needs to be informed?

This reduces confusion and increases productivity in your team’s approach to managing office space. Moreover, there should also be a clear job description for every position. This approach ensures that no one overlaps with anyone else. 

Leading with Values

Establish a mission and vision for the workplace. It will serve as the group’s goal and a means to achieve the purpose of the workplace. Also, promote values that will guide the work culture. For instance, if your coworking space management excels in sustainability, ensure recycling programs are well-managed and visibly supported. Therefore, hiring and retaining team members who share these values improves morale and consistency.

Practice Empathetic Leadership

Most importantly, the leader must know how to listen and support their team in managing the office space. It builds loyalty. Hence, create an environment where team members experience being heard during meetings and check-ins. Support them through personal and professional challenges. And let them be empowered to innovate and take initiatives. 

Empathetic leadership is crucial in strengthening the team’s productivity and performance, especially in cowork space management. 

Leveraging Coworking Management Software

The success of coworking space management begins with the right software solution. Although every software may have a different purpose, generally, when choosing the right one, evaluate

• • If it is user-friendly for both staff and members

• • The best ones always support integrations, especially for known tools like Microsoft and Google Calendar

• • Its coworking features include billings, bookings, and access control

• • Backed with a reliable and robust security system

• • Supports customizing for your company’s needs

• • Has a reliable customer service for any inquiries and problem solutions

The best coworking space management software will always offer a comprehensive suite covering scheduling, space allocation, and access management, all in one app.

Examples of Successful Tech Stacks

If you are wondering which software is typically found in a modern coworking space, here are some examples:

• • Room or space scheduling software like DeskFlex

• • CRM for a coworking space solution like HubSpot

• • An internal communication application like Slack or MS Teams

• • An automated payment solution like Stripe

These are just a few examples of reliable tech stacks that can help you reduce the manual work involved in managing office space. 

Long-Term Impact on Business Growth

Choosing the best coworking management software will always bring a long-term return. Expect to have:

• • Reduced operational costs and smart budget allocation

• • Increasing scalability

• • Improved satisfaction for both members and staff

• • Saving time for repetitive tasks

• • A comprehensive analysis that will guide better strategies

Invest in a tech stack that ensures a long-term impact, as it will help foster the success of managing office space, which will later reflect on workplace productivity. 

Takeaway

Coworking space management demands strategic planning, reliable tech integration, and human-centered leadership. The everyday work operations need consistent member engagement while building a value-driven team.

And all of these are only possible with a robust system committed to continuous improvement. If you plan to start or improve your existing coworking business, set it up for success and sustainability.

Start small. Start smart. Start today.

FAQs

What is a coworking space?
It is a shared workspace where professionals from different companies or industries work. It offers flexible desk rentals, collaborative areas, and, often, community events.

How does a coworking space work?
Members pay to use the space through hourly, daily, or monthly plans. Amenities typically include Wi-Fi, conference rooms, coffee, and networking events.

What is the difference between office space and coworking space?
Traditional office space is usually leased long-term by a single company. Coworking spaces offer short-term, flexible arrangements shared among freelancers, startups, and remote teams.

What software is used for a coworking space?
Popular tools include DeskFlex, Nexudus, and Cobot. These platforms handle bookings, billing, member management, and analytics, making them essential for modern coworking space management.