The remote office may have changed the way we work, but one fact remains: No matter where they operate, workers want a comfortable, welcoming space that enables them to produce at their best. Affordable membership fees and a convenient location will bring them to your coworking space, but they won’t stay if the amenities are poorly maintained, and the environment is unpleasant.
Your goal of creating a workspace that enhances members’ performance involves more than cleaning floors and keeping the air-conditioner at a comfortable temperature.
A Sensory Workplace Experience
The best coworking spaces consider all five of the human senses:
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Sight
Whenever possible, avoid harsh fluorescents; opt for natural light, which is healthier and aids productivity. If you must use an artificial source, make sure it’s adjustable.
Colors should create a sense of calm, favoring a neutral palette but with occasional pops of vibrant hues to stimulate creativity. Keep the workspace tidy and clutter-free; a disordered environment can lead to disordered minds.
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Sound
Complete silence in the workplace isn’t golden, but a noisy office is unpleasant and limits collaboration. Use sound-absorbing materials like carpets, curtains and acoustic panels to reduce noise levels. Designate quiet areas for focused work and recommend noise-canceling headphones to non-private office members if needed.
To combat sound pollution, utilize white noise machines in hallways in-between offices and for other common areas such as the kitchen, lobby and/or lounges, consider playing soft instrumental music to create a soothing but inobtrusive atmosphere. This typically goes without saying, but please avoid playing music with explicit or vulgar lyrics.
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Smell
It’s one of the most important senses when it comes to marketing and memory recall but is also one of the least utilized by most coworking operators.
Like sound, scent should be subtle and natural; lavender and citrus are good choices for diffusers or air fresheners. Avoid overpowering fragrances and be sensitive to members who may be allergic. Consider companies that specialize in creating custom, signature scents for businesses.
Whether you use a scent or go with something simple, make sure the space is properly ventilated. Use air purifiers to maintain fresh air.
Don’t forget to share a set of House Rules including best practices with members when it comes to outside food left in microwaves and refrigerators that could cause additional unsavory odors in the office.
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Touch
Invest in ergonomic chairs and desks to ensure comfort and reduce strain. Incorporate different textures in furniture and decor, such as soft cushions, smooth desks and textured wall coverings.
Maintain a comfortable room temperature and allow options for personal adjustments, like fans or heaters.
Don’t forget to consider the cleanliness of highly touched areas – grimy, sticky and otherwise dirty surfaces can also elicit unsavory feelings for members and visitors of the space.
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Taste
The quickest way to someone’s heart is through their stomach. Consider offering a variety of healthy snacks, treats and beverages, such as fresh fruit, nuts, coffee and tea, and keep them well-stocked.
I also recommend periodically surprising members with themed or specialized food and beverage social hours and events that coincide with various holidays like National Doughnut Day, National Cheeseburger Day or my personal favorite, National Cheesecake Day.
As an added bonus, having treats with your space’s branding on it like custom chocolate bars or cookies can be a great way to leave a lasting impression on someone visiting or touring your location.
Provide ample waste receptacles to help keep kitchen and dining areas consistently clean.
Maintaining the Space
The more welcoming and efficient you make your members’ workspace, the more items you have to stay on top of. Hiring a professional cleaning service is highly recommended to ensure a high standard of cleanliness and allow owners to focus on managing the space and community. Professional cleaners are also more efficient and thorough. But for simple, minor repairs, in-house staff can often handle the tasks.
Chairs, desks, and communal seating areas often see the most wear and tear. Additionally, high-use equipment like printers, coffee machines, and kitchen appliances may require frequent maintenance or replacement. Furniture should generally be replaced at least every five to seven years, depending on usage and wear. It’s often more practical to replace pieces as they deteriorate to keep costs low and minimize member disruption. However, maintaining a consistent aesthetic is important, so consider bulk replacements for high-traffic areas.
Keep everything in good working order by having your cleaning and maintenance teams follow daily, weekly, monthly and quarterly upkeep schedules. Each office space is unique, so this suggested schedule should be customized based on the common needs of each individual at your property.
- Daily: Cleaning and checking amenities and services critical to the ongoing member experience, such as the coffee maker, printer, dishwasher, restroom facilities, internet connectivity, HVAC temperature consistency and high-touch fixtures.
- Weekly: Dusting, window washing, cleaning out shared refrigerator and microwave.
- Monthly: Decluttering storage areas, discarding expired food items, deep-cleaning floors, carpets, rugs, chairs and upholstery.
- Quarterly: Checking lighting fixtures, replacing wooden furniture, inspecting HVAC.
Happy Spaces for Happy Members
Throughout all this, don’t forget the role your members play in maintaining an engaging space.
Clear expectations should be communicated during the onboarding process and reinforced through signage, newsletters and regular reminders. A member handbook that includes “house rules” or a code of conduct should outline these expectations clearly.
Typically, minor wear and tear are covered by the membership fee. However, if a member is at fault for significant damage, they should be responsible for the repair or replacement costs.
At the same time, show members you care about their comfort. Enable them to report issues promptly with a simple reporting system, such as an online form linked to a publicly placed QR code, written comment forms/suggestion boxes and a dedicated member service email. Keep them informed of progress on repairs or renovations and offer alternative spaces and consider offering complimentary services such as meals and snacks to ease the inconvenience.
Most importantly, properly scoping out the priorities of each team is key. By creating engaging, efficient workspaces that prioritize users’ needs, you’re more likely to keep members happy and your spaces full.
