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. 

 

How to Actually Be Productive When Working Remotely

Ah, working remotely. There’s no arguing that working outside of the office – maybe even at home – can be as awesome as it sounds. Imagine, not having to wake up at an ungodly hour, no longer needing to dredge through traffic, and being able to unabashedly binge-watch your favorite shows as you draft an important presentation while still wearing your favorite PJs – awesome, right?

There’s certainly a case or two to be made for working remotely, but it’s also not difficult to see how things can easily turn south if you’re not careful. You might wake up too late, and miss a meeting or waste too much of the day. You might get too hooked up on the show’s current arc, and not notice the hours passing by. You might even get too comfortable during a virtual meeting, and actually fall asleep.

But with just a few tweaks to your remote work setup, you can easily be just as productive outside the office as you are inside, and maybe even more. Here are four tips to get the job done whether you’re in coat-and-tie or your pajamas.

Set Realistic Goals

When you’re not hemmed in by a 9-to-5 work day, it’s easy to think that you have all of 24 hours to do nothing but work. In reality, humans aren’t wired that way, and in between doing your reports and emailing your boss and clients, there are a myriad of other little things that could chip away at your time.

Allot a portion of the day when you would do nothing but work, much like you would if you were in an office. You could break this down into segments, and schedule them when you’re most productive.

If you’re a night owl, for example, you could use two to three hours in the morning to do the less mentally-exhaustive tasks like catching up on emails or scheduling meetings. You could sit down for the remaining hours later at night when your brain is fully prepared to do some heavy work. There’s also the added bonus that these hours are typically the quietest, when people are getting ready to tuck in.

More importantly, figure out precisely what you should be doing in those allotted hours. Be smart about your To-Do List.

If you feel like you have many tasks to do, first list down all the work that needs to get done, then start a fresh To-Do List. From your bigger, less organized list, figure out which is the one thing that you must absolutely finish that day, and write that down on your new To-Do List. Only when you’ve accomplished your top priority should you start adding more. This way, you actually clear out the things you actually have to do, rather than be overwhelmed by tasks you can accomplish at a later date.

As an added bonus, and an easy pick-me-up, you can also start a Done List. In this list, you write down the things you’ve already accomplished, whether it’s a work task or a personal errand. Having a Done List can really make you feel productive about your day.

Block Distractions

If you’ve ever found offices too boring or dull, it’s for a very good – and obvious – reason: offices are designed to get you to focus on work by keeping distractions to a minimum. But when you work outside, it’s up to you to deal with distractions.

Start with the obvious: social media, games, and whatever series or movies you’re currently bringing on.

Download app blockers on your phone, like Offtime (paid) or Flipd (free) to crack down on your unproductive phone hours.

Install a similar distraction-blockers on your laptap, leaving only the bare necessities like single emails or one comms channel (think Skype, Viber, etc.)

Keep your phone out of reach too, like at the very bottom of your bag, in a drawer away from you, or in another room altogether.

The trick is to be realistic about your time out: going for eight full hours without a quick social media break might be counterproductive when you get too distracted about what you could potentially miss out on, so it’s better to schedule shorter increments like three or four hours of work time, and allow yourself the occasional 30-minute window for social media, snacks, and bathroom breaks.

Fix Your Space

You need a dedicated working space. Your productivity can really suffer if you constantly have to find various nooks and crannies at home to work, or if your “work area” is also used by other people for a variety of other things.

Set up a space at home that is specifically for you to do work in, and make sure your housemates respect that space, too. Let them know not to bother you when you’re using that space, unless it’s absolutely urgent.

Your workstation should also ideally not have to double as anything else other than a place for you to work, but if you or someone else needs that extra floor space, be sure to clear it up immediately afterward so you can readily return to your work.

And even if your station only carries your work things, make sure to regularly clean it up. Clutter can be distracting, even distressing, and can not only hamper your productivity, but also start affecting your health should it start piling up (think cockroaches and other nasties). Only have the essentials out when you work: your laptop, notebook, the documents you need, a bottle of water, and the occasional snack. Anything else goes to your drawers or cubbies.

Don’t Just Stay At Home

They say that complacency breeds failure, and if there’s one place on earth you’re almost guaranteed to be complacent, it’s your home.

Your home is where you’re most comfortable in, where you can simply relax and unwind, sit back and take a break after a hard day’s work. Most homes are not designed to be places of work, which is why it’s actually imperative to get out of your house every so often to keep up your productivity – especially if you work remotely on a regular basis.

Consider investing in a spot at a co-working space. Co-working spaces are designed to have all the functionality of traditional offices, but retain the flexibility inherent to remote working.

In Ortigas, WeRemote and other similar spaces are equipped with amenities like desks, meeting rooms, power sockets, a solid internet connection, and even a well-stocked pantry, all to recreate the aspects of traditional office stations that best boost productivity, but without the conventional restrictions of fixed work hours.

You can clock in whenever you want, and go to the “office” as often or as seldom as you like in a week, all depending on your contract. In these spaces, you’re surrounded by others who are in a similar position and situation as you, making for a highly supportive environment where you can even easily network with potential partners and clients.

With a co-working space, you can work remotely without the usual distractions of home. And with the conducive working environment, you can be assured you won’t feel like you’re wasting any time while you’re there.

Recap

Before we say goodbye and send you off back to work, here’s a quick review of our top productivity tips for remote workers.

  • Set realistic goals. Prioritize the one thing you must absolutely finish that day, then work on the rest when you’re done.
  • Block distractions. Deactivate apps on your phone and block websites on your laptop, but don’t forget to allow yourself the occasional break.
  • Fix your space. Clean up your area and get rid of distracting clutter. And if you’re working remotely often enough –
  • Consider investing in a spot at a co-working space. Having a dedicated office space, without the stifling restrictions that come with traditional office setups, can make you more motivated to work and increase your productivity.

There are innumerable benefits to working remotely, but it can be tough to stay productive when you’re working in a place that’s not designed for that. Boosting your productivity can be a simple matter of making the right To-Do Lists or relocating to a nice, comfortable spot.

Follow these tips and let us know how your workday goes!

How to Build Rapport with your Coworking Space Members

Coworking is about people, and if you run a coworking space, your top priority is on how to attract and maintain members in your coworking space. Since this has become one of the most common challenges as the coworking business continues to increase. Though coworking has become a trend nowadays, many space owners still struggle with finding effective ways to attract new clients and maintain members as well. There may be various solutions that you can find from different sources and people, however, it is important to remember to put purpose in the core of your strategy. According to Harvard Business Review, a compelling purpose clarifies what a company stands for, provides an impetus for action, and is aspirational. Purpose helps your coworking staff team understand the whys and get on board with the new direction. 

If you want to build positive vibes in your coworking space, it is vital that the members from different companies will interact with one another. Since coworking is about people, the primary way to maintain your members is to create a culture of community rather than on focusing alone in physical structure. It is the responsibility of the space owner or the manager to create this culture by building a rapport with, and between, its members. 

What is Rapport?

Rapport forms the basis meaningful, close and harmonious relationships between people. It is the sense of connection you get when you meet someone you like and trust, and whose point of view you understand. In an organization setting, rapport isn’t just a tool for building relationships; it is also often the foundation of success. 

Benefits of Building Rapport with Space Members

Sales

  • Because members are naturally attracted to pleasant experiences, maintaining rapport with them can help boost sales. Space members who feel they have a solid relationship with the owner or to the whole staff may feel more comfortable expressing their needs and they will be more likely to renew membership and be more receptive to upselling. 

Internal Relationships

  • When space members feel they have a comfortable relationship with the staff, they tend to be happier in the workplace. Good rapport with space members can translate into higher member satisfaction which can create a positive customer experience. A good and positive experience will most likely result in productivity and teamwork with colleagues and other members as well.

Ways on how to Build Rapport with Space Members

Relate on a human level

  • One way to build rapport with your members is to build meaningful relationships by being human and avoid the trap of over-professionalism. Learn to empathize and listen to your members’ needs, even if it requires postponing another task or responsibility for a moment.

Communicate your values

  • Let your members know is important to you and they will also do the same. Communicating with your members doesn’t necessarily have to be in a formal setting, but it can happen over small talks while photocopying papers or over a coffee machine. Feel free to be yourself and share your interests with your members. You will never know how you might be able to relate to them. 

Know what they need

  • In order to know what they need is by asking them. Don’t assume that it will be the same for everyone. Every member has a distinct need, and find the common ground where your team can possibly take action to address their pressing needs. 

Connect members with each other

  • As the space owner or manager, it is one of your responsibility to connect members with each other as a form of hospitality you offer to them. Through this, it will alleviate loneliness and connect with people they might be able to collaborate with.

Give people options and be honest

  • When you want to organize events, give people what they want and not what you think they might want. If you have some ideas already, present to them the options and show them that you value their ideas and insights. Also, be honest with what you can do and don’t make false promises if you know that you can’t cope with their requests. 

Create a welcoming environment

  • Design and layout can facilitate a rapport-building within workspaces. Having breakout areas where people can chat easily such as sofas or lounge areas where people can feel relaxed and open to sharing. 

Treat your members as colleagues

  • Don’t just lock yourself in the office or behind the reception desk all day. Building rapport entails conversation and that will not happen if you just stay behind the corners. It is helpful to see your members as an extension of your team, you can chat with them in breakout spaces and exchange ideas with them.

Final Words

There are many effective tips on how to build rapport in a workplace setting. But going back to purpose, leaders must constantly assess how purpose can guide their strategy. When a business has a strong purpose, the members are most likely to trust it and are motivated to interact with it. What are your other ways to build rapport with space members? Comment it here below. We would love to hear from you. Lastly, don’t forget to share this article with your fellow space owners.

How to Safely Provide 24/7 access to your Coworking Space

Coworking spaces are full of fellow freelancers, entrepreneurs, small business owners and independent professionals who would rather work around other people than by themselves. Letting a coworking space have a 24/7 access will be so nice since people would come and go as they please, however, 24/7 access is generally expensive to the members and even to the space owners. For some, this is an essential feature, while others debate if it is necessary, and if so, how to do it.

Securing your coworking space is essential to the safety of your members and also to the success of the business. Here are some of the best tips on how to do it:

Set up a Camera System

During business hours, you can expect more foot traffic in your coworking or shared space. It’s important to have a good camera system that covers up an open space, front and back doors, and any hallways leading to private offices. Cameras can be linked to your access system, so every time a door is opened, you can see what happens 10 seconds before that event to seconds after that.

Set up a Door Access Control System

Most spaces’ first line of action is to lock the front door for security purposes. But if you want to remain it unlock especially on business hours, it’s highly recommended to hire a receptionist to monitor the visitor and member stream. 

For enhanced security, you can require members to present a credential key, which is either a key card or mobile phone, to access the door and then they will be greeted by a receptionist. Through this, it allows you to track with software who comes into your space and at what time. You can connect your coworking space to KISI software. The KISI access control software allows you to control all of your locations from anywhere. This would entail for you to invest in radio-frequency identification (RFID) or Bluetooth on every door, including private offices, conference rooms, and front and back doors. The capital may be costly, but on the good side, you will never have to deal with locksmiths and changing locks when someone leaves.

Secure your Space after Normal Business Hours

Mostly, there are only a few members who have access to the coworking space 24/7. Even so, securing your space during these off-hours requires more consideration for the technology you will need. Systems will need to be put in place to offer complete visibility and control. After working hours, there should be only one primary “after-hours” door that authorized full-time members can access after hours. Using the access control system mentioned above, you can add your full-time members to who can access after hours. In that way, you will see who unlocks which doors and which times.

Final Words

If you’re operating a coworking space or planning to have one, security is of the utmost importance. If you don’t have cameras installed and you hand out physical keys to everyone, you will have no way to monitor who accesses your space, and when. To keep it at the minimum level, you should only offer a 24/7 membership level to those that you can control. If there is no proper access system in place, it might put you up to many risks. The benefit of offering 24/7 access is increased revenue, as well as local positioning and differentiation. If a neighboring coworking space doesn’t offer 24/7 access and yet you did, it doesn’t matter how creative the other space is, people with the need for full-day access will go to your coworking space. So, what do you think? What other security measures would you provide to ensure 24/7 access to your coworking space?

What is Expected of a Good Community Manager in a Coworking Space

Many coworking spaces thrive nowadays. The creative environment of coworking spaces invites freelancers, entrepreneurs, digital nomads, and small companies to kick start their business and dodge expensive rent agreements. However, coworking spaces have their own set of difficulties, specifically when it comes to management. There will always be a need for a community manager who will single-handedly maintain and grow space’s membership, reduce turnover, and even improve the lives of coworkers. 

In theory, community managers operate, regulate, and engage with the company’s online community to build and increase brand awareness and loyalty. They stand as relationship builders since they interact and engage with customers and key members within the community. 

In a coworking space, community managers do almost everything! They are responsible for building a sense of community, that ranges from making connections between members to running coworking events that foster relationships. They make sure the coffee is flowing, space is clean, manage or take care of countless other responsibilities.

Responsibilities of Community Manager

  • Welcome visitors and members
  • Maintain the cleanliness
  • Keeps everything in good working condition, from copier to Wifi
  • Schedule and plan events
  • Manages mailroom, delivery packages, lunch orders and more
  • Coordinate fun and social events
  • Billing

Looking at the responsibilities, a good community manager has an impact on the success of the coworking space. They build a healthy and engaging environment for the coworking space where members can work and socialize together. Whenever coworkers need assistance, they are the go-to people for a boost of energy. The members will feel assured and supported knowing that someone on the staff that they can approach and whose focus is on forming bonds and meaningful relationships. Community managers are often the unsung heroes that make or break a coworking space.

Qualities of a Good Coworking Space Community Managers

Helpful – You want to have a good reputation of having a helpful person in your staff who “did” this or ”that” for the members of the space. Being helpful and friendly will build a strong community in your coworking space. Having a helpful community manager invites potential members especially people want their needs to be met.

Accountable – A good community manager can be trusted in everything he or she does. As they handle responsibilities, they should be trusted with everything that is on their shoulders.

Events and Party Organizer – They should be well versed in organizing events such as seminars and workshops. A good balance of educational experiences and a fun and entertaining coworking events for community members socialize and network among themselves. 

Good Salesperson – Consistency in encouraging and inviting new members. Community managers will look for ways and new ideas to increase potential members of the space. At the same time, they know how to protect and maintain the existing members of the space.

Authentic – Lastly, a good community manager must be true to themselves so they can build deep and long-lasting relationships. Members would appreciate genuine gestures rather than doing it just for the sale of the role. 

Summary

It’s very important to have a community manager who helps to establish a flourishing and vibrant coworking space. If you are looking for a good community manager, skills and character are important to look at. The real key to the amazing success of your coworking space is community managers. They bring life to your growing coworking community. How do you describe your community manager?

 

What are the Best Coworking Membership Plans for your Members

Managing your coworking space is a serious business. Deskmag reported that around 1.7 million people will be working around the world. And on average, coworking spaces are now serving 150 or more members. Having diverse members in your coworking space seriously needs a proper management plan to meet their many different needs. One of the best things you and your team can do is to regularly monitor the needs of your members and prospective members as to the types of memberships and each membership tier includes.

Below, we’ve provided most of the common types of Coworking membership plans and why they’ll work well for your members.

Hot Desk

The hot desk gives members access to the coworking space but doesn’t have a particular spot on a given day, meaning those with this option change desk daily. This type features a first-come-first-served basis during regular days. This is ideal for freelancers, remote workers, and startups. You can set up the plan on a per day, per month or even hourly basis, giving the member maximum freedom. 

Dedicated Desk

The dedicated desk gives coworking professionals the chance to have their permanent desk in your coworking space. You are offering your members a quieter environment, which makes it easier to focus on more intensive projects while still working with like-minded people. This is beneficial for people who want more personal space and storage space. You can use a door access control system for the members who avail of this membership especially after their traditional office hours for security purposes.

Private Offices

This is perfect for members who need to occasionally host one-on-one client meetings or those who need to regularly work on projects that require quiet and concentration. Private offices may vary to serve a variety of needs among your members. Some are using it for regular group meetings, client meetings, or individual works. If you run out of the private office to rent, you can offer a group of dedicated desks, and give extra meeting room space-time as an incentive to them. 

Weekender or Hourly rate

Many coworking spaces offer hourly rates or those who need these timings, especially for those who are just in town for a short time or they only need a room occasionally. Hourly office spaces are the most flexible since the members are to pay only for the time they need it.

Virtual Office

If you have members who want to establish a professional image for their home-based business or need to establish a satellite office at an affordable price, then you may consider having this type of membership plan. These are for people who need an office address and a place to hold meetings, however, do not need a workspace. 

Final Thoughts

Coworking spaces are to offer a wide range of membership options that provides flexibility to appeal to everyone who might need it. It is important to provide many options as possible to your members and provide many benefits to your dedicated members. The competition may be fierce, but knowing what is the need of your members and addressing it properly will surely help you and your team provide the desired service. 

Open Office vs. Private Office Space: Which is Right for your Coworking Space?

Many business owners assume on what type of office plan that is best for their workers. In deciding to choose your coworking space design, it is important to consider more than just the cost and personal preferences. With the rise of shared office space nowadays, it is also surprising to find that private offices are far from extinct. Rather than choosing which is convenient for you, weigh the pros and cons of each based on your team’s needs. 

Open Office Space

An open office is a floor plan that makes use of large, open spaces and minimizes the use of small,  enclosed rooms such as private offices. Open offices generally promote improving collaboration since it eliminates barriers such as walls and doors that traditionally separates distinct functional areas.

Pros:

  • Free flow of interaction: The lack of walls or physical barriers in an open office space makes it easier for employers to interact with each other on a regular basis. This enhances the flow of information and teamwork among the staff members. Interactions here are more frequent and informal than in a closed environment. 
  • Teamwork: The increased collaboration in an open workspace can lead to business innovation advancement. Bringing people together can facilitate faster learning for new ones with others who are seat away from being able to help quickly.
  • Reduce cost: An open office layout can benefit the business economically by reducing the costs tied to construction, utilities, and office equipment. Having a single workspace may reduce electricity expenses because of the improved flow of air and light. The business can also save on equipment investment since this kind of space promotes the use of shared resources such as printers, copiers, and other office-related stuff. 

Cons: 

  • Distractions: The high level of everyday interaction that takes place in an open space may lead to noise and distractions that make it difficult for members to focus on their work and conduct business. Energy may be good but if people are required to focus on specific tasks, errors can creep into work because people get easily distracted. 
  • Personality issue: Another issue is personality issues among workers. Some people don’t perform well in large groups or they seek privacy when doing their work. 
  • Privacy: The lack of privacy is another potential problem, where computer screens are easily visible by those walking by and telephone conversations are likely to be overheard. Additionally, if there is a conflict between two people, the tension spreads more easily in an open floor plan, adding to the chaos and harming the company morale. 
  • Health: Open office layout also may facilitate the spread of a disease, so if one of the members come to work with a cold, it might affect the health of entire members.

Private Office Space

Private office space is an enclosed lockable office situated within a shared environment. The same with open office space, private office spaces provide startups and SMEs with a flexible workspace that can be rented by the hour or day. This type of coworking space allows a business to retain the same amenities as a corporate office setting, but without having to purchase or service the equipment. 

Pros:

  • Free Access: Private office spaces grant members access to basic office equipment such as printers, fax machines, projectors, cubicles, boardrooms, TVs, and water cooler. With access to free equipment, this leaves more room to expand your business or offer other employee perks that improve turnover rates. A private office allows the members to rent out separate office whenever they need it. If they need it for an hour or day, then they don’t need to sign up for a lease.
  • Privacy: Private office spaces offer privacy. Professionals do not have to worry about others eavesdropping on conversations with clients as they can simply close the door.
  • Personal Atmosphere: It also provides a distraction-free space especially if members are looking for a place of escape from distractions. With distractions decrease, professionals can concentrate on work at hand. In many cases, if they need to complete a lot of work, the private office has doors that can be closed to block out activities that interfere with work. 
  • Tidy Appearance: Private offices can be tidier and less regimented. Overcrowding and congestion are eliminated.

Cons:

  • Uneconomical: Private office denotes to small rooms where the office work is performed by a small group of persons or a single person. Thus, it encourages much wastage in the valuable space and as a result, it increases the cost of operation.
  • Costly Supervision: Private office leads to difficult supervision. The supervisor loses personal contact with the staff.
  • Poor natural lighting and ventilation: The flow of natural air and lighting is interrupted due to many walls and partitions. Therefore, artificial lighting and ventilation are provided for staff members. 
  • Poor communication: transmission of information and the free flow of work is hindered due to walls and partitions.

Which is Right for your Business?

Open offices and private offices each have their own pros and cons and depending on your business, one might be a better fit for you than the other. For instance, a collaborative team might perform well in an open space, while individual workers such as managers are better off in cubicles with more privacy.

Focus on the nature of your business. What will suit the types of members you have and the tasks they are required to complete. Understand it first and carefully plans the office space selection, design, and construction. Consider the work of your members and their needs. Does the nature of their work requires frequent calls with clients or are the employees often engaged in group projects necessitating regular communication? One of the best ways to come up with solutions for the best office space plan is to ask the employees about their preferences. This does not only help you make a decision that will increase productivity but also gives the employees a sense of autonomy and pride.

Open Office vs Private Office Spaces

By removing physical walls that divide the workspace into cubicles and private offices, companies have thought of an open space layout to increase communication and foster an environment of collaboration in the office. Here are some examples of specific industries that benefit in using open office space layout:

  • Graphic Design and Visual Arts: Visual Arts projects tend to feature a healthy mix of individual effort and teamwork. Because these projects need a lot of feedback sessions and a quick burst of collaboration, thus the removal of cubicle walls can create a connected environment that suits creative work.
  • Content Marketing, Media, and News: Open office space layout is effective for the visual fields which are convenient for newsrooms, content offices and other businesses where words are the primary product.
  • Software Development: Many software companies are built around the idea of small, fluid teams and an environment that is well-suited to the advantage of the open space.
  • Contact Centers: Many organizations have moved away from the cubicle-based call center to a modern contact center model.

An open space layout fosters a feeling of freedom, giving the employees access to the tools they need for the work. However, there are studies also that is strongly against to open office plans stating that they’re actually a hindrance to collaboration and teamwork. The research was found that conversations via email and instant messaging have increased significantly after the open office redesign. It has been observed that 72 percent of participants spent less time interacting in person in the open space. Interestingly, the results showed that people are taking their interactions online as soon as physical boundaries disappeared.

With alternatives to modernize the office into an open space layout, there’s a growing backlash to the open-plan office to bring back private offices. The benefits of giving people the option to work privately has given them a benefit to have control over their productivity. Private offices work best to professionals who want a place to work comfortably, these can be to startup business owners, managers, or professionals who regularly want to help private meetings or conduct client meetings. 

Final Thoughts

Everybody has their own rhythm. People come at different times, need to socialize at different times, and have their most productive hours at different times. There is no universal answer on which type of office space to use. When choosing between an open office, private office, and combination office layout, assess which design would best suit your industry, employee preferences, and job functions. The role of the management is to accommodate the differences and create a space where all conflicting needs will not lead to distraction. Hope this article has given you a better understanding of private offices and an open office space.