How to Build Local Partnership for your Coworking Space

There are many ways to increase the visibility and success of your coworking space. One of the best ways is to build a local partnership of nearby businesses in your community that increases the sense of community both in your workspace and neighborhood. This partnership is a collection of complementary services, discounts, free products that you can offer to your members provided by third parties. Businesses such as restaurants, coffee shops, and gyms are obvious choices for partnership. 

As you initiate and cultivate local partnerships, you are:

Providing added value to your members

Imagine the excitement of your members that they have something to look forward to becoming part of your coworking space. You can showcase these perks like discounts, promos, and rewards, Other than that, you can include it as part of their Membership Plan benefits. For instance, a member can avail of a Plan that offers free access to the gym with the corresponding fee that is attached already to the Membership Plan

Increasing your revenue

With the partnerships, this increases the chances of profitability since its a good marketing strategy for member retention and inviting potential members. It may be a risk for a start, however, you can mitigate the risk by surveying first the culture of your coworking environment on what kind of local partnership suits best. 

Offering free advertising for your space and the local business as well

Isn’t this a good avenue for advertising? You are not just promoting your coworking space, but also, the local business benefits from the promotion you are offering to your members. More people will come to know about their business, and more will visit them. With the influence of social media, both the coworking space and the local business benefits the influx of more customers. 

How to Build Local Partnerships

Identify the business to partner with

A partnership is essentially important since it can boost profit and brand recognition. For example, if you partner with spas, you can get your members discounts and rewards as perks of joining the space. This can encourage your members to join and invite other potential members. At the same time, you are also showing support to the spas or any local businesses nearby with free marketing and more customers. There may be tons of businesses that you can partner with, but not all of them are suited to your coworking space. How do you know the right one for your coworking space? Ask your local members so you will get informed feedback from them.

  • What local businesses they frequently visit
  • Which business draws the best local crowds
  • What do guests mention when they visit the space

With these questions, you can identify the right business that is favorable to your members.

Partnership with a beauty salon near your area
Partnership with beauty salon near your coworking space

Does it fit into your Vision as a company

You may receive a lot of requests for partnerships and most of it sounds great, however, you should pay attention to the bigger picture to not cause friction with your coworking space’s original purpose. Ask yourself these questions:

  • How does the partnership support my vision
  • Does it support my business’ objectives and goals
  • Does it reflect and foster our values  

Make the deal

Once there’s a verbal agreement on the proposed partnership, it’s time to draft the details of the agreement. Make sure to include the duration of the promotion, the type, and value of products or services provided, and any discounts that will be applied. Include other relevant details if there’s promotion to be done via flyers, email or social media on the said partnerships. Be sure to consult with your attorney about the terms of the contract. 

Spread the good news

Now the deal is sealed and you’re ready to grow your business with this partnership. Just like in doing your events, you can promote these by showing it to your website, sending emails to members, give welcoming leaflets, and announce it on your members’ platform.

In building partnerships, consider that your members will benefit from a variety of promotions. Reach out to restaurants of different cuisines, including gyms that offer a different type of programs, beauty salon, and spas that gives out a different style of service and many other options that you can choose from. With these, your members will surely enjoy the new and fun opportunities that wait for them. 

Final Words

In conclusion, your members are getting most of the privileges and perks of being part of your coworking space as you partner with local businesses. That is why a local partnership is a great coworking strategy. With a successful partnership strategy, you would see the benefits mentioned above in your coworking space. Do you think local partnership is a good business strategy? 

How to Effectively Manage your Staff in the Coworking Space

If you’re in a leadership position either in an office or a small business, how you manage the staff can make or break the business. Happy and motivated staff will bring your business to success, while lazy and unmotivated ones will bring you down. In short, your staff are the ones making your goal a reality and your job as the space owner or manager is to make sure you effectively manage them.

It isn’t easy to manage different people with different motivations, views on work, and attitude. There is no right management style since it varies in a different environment. However, there are wrong ways to manage people that can be prevented. This article will help you on how to effectively manage your team in the coworking space.

But first, let’s discuss common challenges in managing the staff in the coworking space.

  • Distractions

    – Working in a coworking space involves collaboration, networking, and interactions which is different in an office setting. Because of this, there is a possibility that it might compromise the productivity of your staff.

  • Social Interactions

    – The ideal situation in a coworking space is that everyone would get along perfectly, so it is expected that staff is to socially interactive. However, this could cause to lose focus from other operational and administrative work inside the coworking space.

  • Time Schedule

    – Schedule may vary among your workers in the coworking space and also the factor that coworking presents a sense of working freely inside not time-bounded unlike in the office setting. This might cause compromises on the attendance of your staff, especially if it’s not monitored well.

Different Ways to Manage your Staff

Provide a Sense of Community

  • It will be great to organize extra activities like happy hours, fun days, team lunches or dinners to develop stronger bonds outside the office. These social activities can boost collaboration and teamwork. Ask feedback from your staff about what activities they’d like to do, then assign someone to organize weekly and monthly activities away from the office. As a space owner, you might ask why you go to this extreme? Because this will make your staff inspired to work and also the staff who bonds after work is more likely to respect and trust each other. 
  • Team building allows your staff to improve and develop problem-solving skills, communication, creativity, time management, and productivity. Be sure to stick to your social activities plans to create trust among your staff.

Engage in business branding awareness

  • Promote your brand within the workspace to constantly remind your staff about the brand identity you are standing for. Find ways to remind staff of your brand identity and its values. You can give your staff business cards with their names and your company logo to give them a sense of ownership and belongingness. Also, you may want your staff to wear uniforms on certain days like a branded t-shirt or cap from the company. If you plan to do this, including your staff in the decision-making process of the design of your uniforms to build team spirit. 
  • Your coworking space could be labeled with your logo, with signage, posters, and printed chair covers. Such branding efforts can go a long way in encouraging your staff to be proud of the coworking space. And once this communicated organically to your staff, they can communicate this easily to the members of your coworking space.

Data Sharing

  • Data sharing in the coworking space will motivate your employees to share their progress and be on the same page with everyone. The goal here is to allow your staff to work together in achieving better decision making. Here are some ideas on how to initiate better sharing of ideas:
  1. Blogs – Encourages your staff to share ideas on the trending topic and what kind of content to include
  2. Deadlines and Project sharing – Manage your content like Slack allows your staff to view each others’ deadline sand completed projects, which results in encouraging them to complete their assignments and projects.

Manage privacy, noise, and interruptions

  • Managing privacy can be a headache especially coworking spaces can be noisy and disorganized if it is not managed well. Be proactive in managing the noise and interruptions for your staff. Encourage them to use noise-canceling headphones if they are easily distracted by the noise while working. Also, as they use earphones, remind them to keep their noise down when communicating. They should be aware of each they can come in. Encourage your staff to send emails or messages to each other before approaching a coworker or fellow team members. A phone call can be made to ask permission first before entering a coworker’s personal space.

Counseling

  • Offering counseling will help to minimize and resolve conflict. Investing in a counselor will keep your employees happy and healthy, especially when they have someone to talk to outside the organization. 

Final Words

Coworking space can help your team thrive if you allow them too. Support your staff with digital tools to help them share, communicate, and collaborate without delay and friction. These different ways to manage your space is just a glimpse of other possibilities that you can do for your staff. Don’t forget to listen and ask questions to your staff, to initiate a dialogue that can foster a mutually beneficial environment. Hopefully that you can apply this to your coworking space. 

 

Who to Hire in your Coworking Space

The people helping you run your coworking space are the backbone of the business. Without manpower, it is impossible to run a business. They also represent your company and are the ones interacting with members daily. Therefore, it is important to have the right people in your space. 

To do this, you have to decide how many staff you’re going to need and what are their specific positions. With so many different things going around in a coworking space, what are the necessary positions that you need to hire to improve the overall performance? Make sure that these are aligned according to the needs of your space based on your assessment. From there, you can create your job descriptions to guide you in finding qualified people. 

Here are the key positions that you should hire:

Operations Team

The Operations team is in charge of the day-to-day operations of the coworking space. These people are working behind the scenes to ensure that all things run smoothly in the space. This includes the Operations Manager and the Operations Coordinator. The responsibilities of the team include:

  • Ensure daily logistics of the space are taken cared of
  • Manage communication with third-party services such as cleaning and outside vendors for food and supplies
  • Oversees and tracks the progress of long-term projects
  • Coordinates the development of the team
  • Develops and redefines operations procedures

Member Management Team

A coworking space is successful if it continues to attract potential more members. The proper management of the members and events that fosters member relationship is the role of the Member Management team. The head of this team is the Community Manager. For larger spaces, then you might want to add an Assistant Community Manager. The Member Management team is the employees where they hold the most customer interactions daily. The responsibilities of the team include:

  • Creating a fun and hospital coworking environment
  • Engaging with members, getting feedback and communicating with the Operations team to improve members’ experience
  • Ushers guests, potential members and assist in tours
  • Event planning, coordinating, and hosting
  • Resolve members request and complaints
  • Opening and closing the space
  • Tidying of common areas

Sales and Marketing Team

To have an increasing number of potential members, the Marketing team is responsible for creating a vibe that attracts new members and thinks of best practices to retain existing members. The Marketing Manager should be well updated on the different marketing strategies and trends in the coworking space industry. You can hire only one Marketing Manager that will manage marketing activities, however, you can add more once you see that is fitting to the situation. The responsibilities of the team include:

  • Planning and executing of marketing strategies
  • Digital marketing strategies
  • Build social media presence and grow an online community
  • Implement specific marketing KPIs to track progress
  • Coordinate with Community Manager for the coworking space events
  • Scout for possible partnerships with local business

Final Words

All the teams work together hand-in-hand to ensure the operation, member management, and marketing side of the coworking space are at their best performance. If one loses its arm, the other departments will be affected as well. As the space owner, you have the leadership role to guide the space to its fullest potential. You don’t just leave the team on their plans, but you have to be visible and updated on their plans and implementation. Through working with them, you’ll be able to look for ways of improvement and expansion. There are other positions that you may add but we have provided here the essential positions that you need for your coworking space. Check out our new feature on Coworkify, wherein multiple owners can manage your space.

 

How to Attract Freelancers on your Coworking Space

Considering the work nature and rising number of freelancers nowadays, a coworking space is what they need instead of coffee offices or homes. It’s a perfect place for them to stay productive without leaving their freedom as a freelancer. Many would like to work at home, but who would agree that working at home would compromise productivity. For this reason, freelancers should look for a good place to work to keep them motivated and avoid unnecessary distractions.

Even though freelancers aren’t working directly with other people, the good thing is that they’re still around other people. Your coworking space should have this sense of community for them to be involved in and look forward always as they visit your space. If freelancers can work either at home or at coffee shops, then as space owners, how can you attract them to work on your coworking space? Here are some ways to do it.

Offer Diverse Membership Packages

Many freelancers are doing their jobs part-time only. For this reason, your membership package should represent part-time options to allow flexibility. You can offer daily passes or present a limited amount of days each month when they can work in your space.

Make Google as your Marketing Tool

List your coworking space on Google. Include the opening hours, your space phone number, email and website details and allow your members to add their photos of the venue in the Google listing. This would help to build awareness and gain an online presence for your space. By creating an Adword campaign, you are reaching potential customers who are interested in coworking space.

Offer a Free Trial

Allow potential customers to spend one day at your space for free. This will give them a chance to have on-hand experience working in your space. At the same time, this will draw more prospective members.

Create a Referral Program

Offer discounts to members who bring their acquaintances and you’ll be amazed how useful this tactic is. You’ll be surprised that a percentage of these people are freelancers who are looking for space or just curious about how a coworking space environment might be. In any type of business, word of mouth is still the most effective delivery channel.

Social Media Presence

Create a social media account on Instagram and/or Facebook and put posts regularly with good quality photos or videos relevant to your space. Social media influence is very helpful in attracting potential members. Posting some of your services and the people inside your space will certainly gain an audience from prospective members. Also, be active in engaging with comments and answering inquiries to reflect on how engaging your activity on social media.

Host Useful Events

Host fun social events and practical workshops for non-members and you’ll see an influx of new members. In organizing an event, keep in mind that the sense of community matters in coworking space. Have events that encourage collaboration and networking among other coworkers from different industries. 

Partner with Local Business

Partner with restaurants, coffee shops, and fitness centers to offer your members special discounts at these venues. This way you both advertise your coworking space and these establishments will benefit as well.

Summary

Freelancers who work better in non-standard hours have the freedom to choose which place to work. Coworking space is not their only option. As space owner, you should market your coworking space with a good strategy. Be sure that the amenities you advertise are available and functional for their needs. Let your place promote community where they can be a part of, especially if they are not regular members of the space. 

 

Hot Desks vs Dedicated Desks: Which is Best to Offer?

Some will say hot desk is better than dedicated desks while others claim dedicated desks are way better. Well, there is no better superior option since each type of membership has its advantages and disadvantages. Let’s take a look and you can decide based on what is best for your space. 

Hot Desks

Hot desks are seating areas shared communally amongst a group of members. It is your on-demand workspace where coworkers would simply choose any open seat in your location to begin their work. Hot desks are ideal for freelancers, remote workers, small business owners, or business travelers in need of inspiring and vibrant spaces. This is perfect for those who need flexible and 24/7 coworking space access. 

Advantages

Hot desks grant freedom to coworkers to choose where, when, and how they want to work within the space. They can choose to sit at a quieter place if they need concentration or for other days to sit around and chat with coworkers. This is offered to both full-time and part-time memberships. Through this kind of set-up, it increases the level of communication and collaboration among coworkers. It can lead to valuable conversations from different backgrounds and industries. 

This can be recommended to a larger team in your coworking space for project-based collaboration. Also, this is at a cheaper cost for the members since they do not have their dedicated spot and are sharing the cost of the space with fellow hot-desking members.

Disadvantages

However, there are also drawbacks to hot desking. The recurring monthly revenue will be harder to predict since it varies from time to time. It is also difficult to foresee and accommodate coworkers during peak hours. Since members come and go, it will be a challenge to create a consistent community.

Dedicated Desks

Dedicated Desks are desk rented out to one specific individual. It is like giving a coworker a business home with a desk that is specifically reserved for them. Dedicated desks are for anyone who needed a reserved, permanent space where they can keep their belongings and return to every day. It is specifically equipped with a chair, trash can, and lockable filing cabinet and other important stuff to make the member at home. 

Advantages

Dedicated desks are charged at a higher cost when compared to hot desks. This kind of membership enables to have anchors for your community since you will have consistent members who can grasp the vision and mission of your coworking space. As a space owner, you can offer your members additional security of their belongings to make them feel comfortable and relaxed. Offer your members a long term contract for you to have a more reliable recurring revenue plan.

Disadvantages

There are also a few disadvantages with dedicated desks. This would require a more upfront commitment from your prospective members making them hard to get this type of membership. There might be fewer drop-ins and visitors to be part of the community. Also, it can be an additional expense since it requires additional security for storing items and allowing 24/7 access.

Why Not Choose Both?

Why choose one when you can have both this type of memberships in your coworking space. Most coworking spaces adapt the mix of hot desks and dedicated desks since they can work together to maximize the benefits of both memberships. Visit the site if WeWork where they have a mix of shared-workspaces in their coworking space. Offering both ensures you to attract a mix of members that can keep your community dynamic and your members engaged. In terms of revenue, it allows you to optimize your growth efforts from event rentals, drop-in visitors, and shorter-term memberships. When you have a mix of dedicated and hot desks, your community benefits the best of both and you can even experiment if which works the best in your specific location. 

Final Words

There are different needs of the members and the demand to compete with the rising coworking industry is also high. From the selection above, what fits you and your space best? The choice will be yours. In some areas, the combined approach might be a great idea. But for some, it might take to choose from either of it. Check our blog on The Different Membership Plans you can offer to your members to widen your choices. 

 

Credit Plans

Many space owners are requesting the ability to have Credit Plans aside from the recurring Plans alone. With the competition nowadays, it’s understandable that space owners would look for an opportunity to expand their service offering to cater to the demanding needs of the customers. Thus, we are so delighted to announce that we have released a new feature called Credit Plans.

What are Credit Plans

Credit Plans are rights that you give to your Members where they can use available ‘credits’ to book a particular resource. Credits in coworking spaces are essentially virtual money that members use to book resources such as conference rooms, desks, meeting rooms, and other products that space offers. Upon using the credits, it shall be deducted from the member’s credits wallet upon usage.

 

Benefits of Offering Credits in your Coworking Space

Advanced Payments and Reporting

Offering the credits system in your space brings payment in advance rather than an invoice that is paid usually at the end of the month. Members are to purchase a Credit Plan with a specific number of credits that can be used at a space to book resources. With the advanced payment, you can forecast the future purchase of members and guide you on the products and services that your members commonly use using their credits. These data are very helpful to determine important business decisions to make especially on catering to the needs of your members. 

Flexibility and Simplicity

Space owners have full control over the number of credits they want to sell on a particular Credit Plan. They can even change it from time to time if they see the demand for it from the members. It is also flexible in a way that members have the option to use the credits in booking resources or not. A member can but a number of credits and keep track of how many are used or the remaining balance. 

Incentives

You can use credits as compensation if something goes wrong or to improve the experience of an unhappy member. Through credits as incentives, it will help to increase customer satisfaction by providing a certain number of free credits to new members. 

See this guide on How to Set Up Credit Plans

MailChimp Integration

Finally, we have launched a new integration! You can now integrate your Coworkify account to MailChimp.

What is MailChimp 

MailChimp is an all-in-one marketing platform that helps you manage and communicate with your clients, customers, and other interested parties. It is a web-based email-marketing service that gives you the ability to create and manage mailing lists, newsletters, automated marketing campaigns and more. 

With MailChimp, you can promote your business across email, social, landing pages, postcards, and more in one single platform.

Why Integrate Coworkify and MailChimp

Email Marketing is one of the tools that coworking spaces can use in their marketing strategies. It gives you direct access to your members or potential members on their private and personal communications. Also, it’s a fantastic way to enhance your brand to existing members as well as remarketing to lost leads, promoting special offers and discounts such as free trial days and offering leads a mention as part of your sales strategy. 

Through the integration, you are using this as a marketing opportunity to bring your space customers and make repeat sales to the same people. You can segment your list according to your coworking space accounts and prepare target emails for each segment. Take for example people who have visited your space and then didn’t visit again. You can prepare a specific newsletter just for them by offering a first month free or special discount. If you have special events in your coworking space, you can send out invitations to your existing members. 

MailChimp offers a wide variety of customizable templates for designing polished emails. You can build a professionally styled email template with MailChimp rather than using your email. Other than that, with this tool, it gives you an update on successful deliveries so you will know if people are reading your emails. 

And there’s so much more to discover as you integrate your coworking space with MailChimp.

See this guide on How to Integrate Coworkify to MailChimp.

Multiple Owners Managing your Space

Are you having a hard time managing your coworking space? Or you may have a team but they don’t have administrative access? We are pleased to inform you that Coworkify has added a new feature where there can be Multiple Owners to manage your space using our platform. We have added roles inside the app which includes: Co-Owner and Manager

These two roles vary on their privileges:

A Co-Owner has the same privileges as the space owner and has access to all billing and administrative features of the coworking space. This includes adding, editing, or deleting Members, Invoices, Bookings, Plans, and Resources. Co-owners can also add and delete Space and at the same time manage the payments to the Coworkify platform.

A Manager has all administrative access to the coworking space, however, they cannot add and delete a Space or manage the payments to the Coworkify platform.

As a Space Owner, you can assign a user who you want to be a manager or co-owner of your space. There is no limit on how many Managers and Co-Owners you want to assign in a specific space account. You can even assign which space the Manager or Co-Owner can ‘manage’. This is applicable because 1 Space Owner can have many spaces in their account. So if you have a coworking space in different places, you can assign different space co-owners and managers according to your location. 

Also, the privileges of both Admins don’t have that big difference so it isn’t that confusing for them to know which role is theirs and not. Both of the Admins have the most access to the day-to-day operations of the space. Therefore, as a space owner, you can be confident that they can manage the space even when you are away. 

Besides, Space Owner can now focus on the marketing aspect of the space since you have now people who can look out on the operational side of the space. You are now an overseer of all that is happening in your space. 


This new feature is easy to navigate. Check this guide on How to Add a New Co-Owner and Manager in your Space.

 

 

Customizing Plans with Resources

We are so excited to inform you that we have released a new feature in Coworkify. Many space owners are asking on how they can manage the bookings of resources among the members who are subscribed to different Plans. Well, we got a solution for that! Coworkify has enhanced Plans Settings where Resources are available according to the Membership subscription of the members. 

Benefits:

  • Space Owners can include few resources only for a specific Plan. If there are members who are long-time members of the space, there are specific resources that they can avail but is not available to other members.
  • Space Owner can manage well the availability of the Resources on a daily basis by setting a specific time range on each Resources in the Plan. 
  • Members can book a specific resource without being charged for a couple of hours depending on how it will be set by the space owner. 

See this guide on How you can Customized Plans with Resources. 

 

The Common Mistakes Coworking Spaces Make that Causes Members to Quit

Coworking spaces are for startups and entrepreneurs. There are varieties of ways that space owners make to maintain the memberships of their members. However, there are some inevitable cases that members would quit at the coworking space. Losing members might be fine for some coworking spaces that are growing steadily since there’s always an influx of members. Yet, it will be bad for a starting coworking space or still gaining a good reputation in the community. It may be inevitable, but some situations can be avoided to happen to reduce the number of members from quitting. In this article, we will be sharing common mistakes that coworking spaces make that causes members to quit.

Space owners have their preferences on how to arrange and design their coworking spaces. But, the first thing to know, your members are not you. They might not like what you like. A coworking space has a base set of needs that should satisfy the members: productivity, comfort, professional and social connectivity, inspiration, and flexibility. Every single amenity that you provide must cater to one of these needs or else it should not exist. The fundamental issue here would be a misallocation of resources. Members would take notice if the resources are not well allocated to their needs. Some will talk to you about this and others will not, but instead, they will share it among others. Imagine how fast the word-of-mouth goes? Listed below are the common mistakes coworking spaces would make:

Productivity vs Comfort

These two go hand in hand as the most important factors in a coworking space. You can host a lot of events, quality working desks, a highly secured entrance, but if members cannot work comfortably, none of it would matter. Common amenities that reinforce these include fast and reliable internet, soundproof phone booths, conference rooms, private offices, and comfortable furniture. Many spaces would claim that they do well on these, but members would experience the slow internet connection, non-soundproof booths, or only one conference room. Coworking spaces should not invest cheaply on this specific area since these are essentials to the needs of the members. If their needs are not met by the basic amenities, then they would quit without second thoughts. There should be a proper balance to apply in both productivity and comfort. Preferences of the members must be catered well instead of personal preference.

Less Social Connectivity

If the main focus is only productivity, then it would lose the community factor that many members are looking for in a coworking space. This community factor is the social connections members make from regular interactions as well as new business opportunities that they can’t find elsewhere. Common amenities that reinforce these include, quality community member events, planned introductions, detailed and constantly updated member database, and a community manager. Social connectivity is one of the needs that is commonly forgotten or have invested a little only since it requires physical and emotional labor. One way to gain an asset over this is to hire an experienced community manager who gets stuff done and loves people. 

Lack of Inspiration

Inspiration has to do with your space design, the events you produce, and the stories you tell that inspires your members to stay long term. Most space owners lack the connections to pull off these things. Regarding the physical aspect of the space, they often value in maximizing the revenue by ditching lounges and nooks for more “productive” areas, which makes the space less appealing for inspiration to work. Space owners must invest in building relationships early and also with the key thought leaders before building the space. In this way, you will not find a hard time to leverage these relationships for some events and cross-promotion.

Improper Balance of Flexibility

A coworking space is designed to be flexible. Though, it doesn’t mean that you can’t have rules. Most spaces are either too loose like they have no rules or they have but they don’t reinforce it. On the other hand, they might be too strict, such as not allowing easy access to non-members or asking for deposits on flexible space membership. Keep open space memberships on a month to month basis with a monthly cancellation date and no deposit. Allow your members to have guests as long as they are not causing any issues. Through this, it increases conversion from tours and retention of members.

Final Thoughts

Members come and go and some would stay for long. The goal is to build strong relationships with your members whom you can collaborate in promoting your space. One way to maintain your members is to properly allocate the usage of your amenities and resources since these are the things members look into as they tour inside a coworking space. Nobody would want to lose a member. That is why, if there are cases that can be improved then better act on it. How does this article help you? If you have any insights related to the topic, feel free to comment it below.