Building Vibrant Communities: Best Practices for Coworking Space Management

The coworking and flexible workspace market is growing rapidly and is increasingly becoming a mainstream choice for freelancers, start-ups and established companies. As the market expands, the role of coworking community managers and operations directors becomes increasingly complex. It’s not just about providing a space to work, it’s about cultivating a vibrant community that fosters collaboration, innovation and growth. With the rise of hybrid working models, it is more important than ever for offices to provide workers with a workspace that proves a better alternative to home working. In this blog, we’ll explore best practices for coworking space management, how to build thriving coworking communities, and how all-in-one space management software can serve as an invaluable tool.

1. Embrace Technology for Efficient Management

Technology can significantly streamline your coworking space operations. This is so important because it can save operational teams significant amounts of time when it comes to the daily operation of a workspace. These time savings can then be passed onto your members, with operational staff having more time on their hands to ensure they are providing a superior experience. Consider these tools:

• Streamline Tech Stack: Implementing a full stack of services that includes coworking management software, CRM, member apps, integrated payments, facilities management, procurement, and a full general ledger, result in fewer disparate systems and better data integrity. This can save massive amounts of time by making your business more operationally efficient.
• Booking Systems: Implement online booking platforms to allow members to reserve meeting rooms, desks, or other amenities. Choose a booking system that is easy to use for both members and staff, and that offers features like real-time availability and notifications.
• Member Communication Platforms: Employ communication tools to send announcements, newsletters, and surveys to members.

2. Prioritise the Basics First: IT and Wi-Fi Management

When trying to build a vibrant community, the most important thing to get right first is having plenty of people in your workspace to start with. Fundamentally, to have people working in your space you need to be able to provide fast, reliable and secure Wi-Fi connectivity. A reliable and efficient IT infrastructure is the backbone of any successful coworking space. Consider these key aspects:

• High-Speed Internet: Ensure lightning-fast and reliable internet connectivity to meet the demands of modern work. This includes providing redundant connections and regular network maintenance to minimise downtime.
• Network Security: Implement robust security measures to protect member data and prevent unauthorised access. This may involve using firewalls, intrusion detection systems, and regular security audits.
• Bandwidth Management: Ensure the needs of your members are met by managing bandwidth usage across your workspace. This can be included in members’ contracts, meaning they can opt for a package that suits their needs.
• Reliable Support: Ensure your service provider offers support to help you through any issues that arise. If there is a problem with the Wi-Fi in your workspace, having access to great support is vital.

3. Foster Member Engagement

Once you have the basics sorted, and have a strong committed member base, it will be far easier to create a truly thriving and engaged community. At this point, you can get to the exciting part of tending to your community and helping it grow:

• Importance of Member Apps: Having an app that allows members to engage with your space and self-serve is an important aspect of having a happy base of members. As we have mentioned, a happy member base is the cornerstone of a thriving community.
• Organise Events: Host social events, workshops, and networking opportunities to connect members and create a welcoming atmosphere. Consider organising events that align with your members’ interests and industries, such as industry-specific meetups or mentorship programs.
• Offer Perks and Discounts: Provide exclusive discounts on local businesses, services, or amenities, to enhance the member experience. Partner with nearby restaurants, gyms, and other businesses to offer discounts or special offers to your members.
• Active Community Management: Maintain open communication channels and actively listen to member feedback to address their needs and concerns. Use surveys, feedback forms, and one-on-one meetings to gather input from your members and make necessary improvements.

4. Measuring Success: Data-Driven Community Management 

To ensure that community-building efforts are effective, it’s essential to track key metrics and adjust business strategies accordingly. Technology provides the tools needed for this: 

• Engagement Analytics: Use streamlined coworking software to track event attendance, app usage, and other engagement metrics. This data can help identify trends and improve the decision-making process. 
• Member Retention Rates: Regularly review retention rates and gather feedback from departing members to understand why they’re leaving and what improvements can be made. 
• Community Health Indicators: Monitor metrics such as member satisfaction, the number of active collaborations, or the frequency of member-to-member interactions. These indicators provide a holistic view of the community’s well-being.  

Optimising Coworking Space Management

As we have covered in this article, building vibrant communities is about more than simply putting on events. Fostering a true sense of community starts with the efficient day-to-day management of a coworking space.

Optimising this process will support your operational teams to spend more time focusing on the wellbeing of members and fostering a true thriving community. Similarly, you need to create a space that people want to work in – it’s much easier to foster a sense of community in a workspace that is busy and that people want to spend time in. This requires the basics – like a reliable, secure internet connection – to create a space where people can get work done.

Once this is dealt with, you can then move on to things like event management and members apps that enable members to connect with one another. It is in following these best practices that you can create a thriving coworking community that attracts and retains satisfied members.

Find out how an all-in-one coworking management software like Yardi Kube can support your workspace by booking some time with our team.

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