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5 Reasons to Consider Co-working Spaces and How to Make a Switch

09 September 2024

In recent years, the global work environment has undergone a massive transformation. One of the most significant changes has been the rise of shared workspaces. As the world becomes more interconnected, businesses have sought new ways to cut costs, promote flexibility, and enhance collaboration without sacrificing productivity. Shared workspaces, or co-working spaces, have emerged as a viable solution, providing organizations with the opportunity to reimagine how and where their employees work.

These workspaces offer a blend of communal and private areas, enabling individuals to network, collaborate, and work in an environment that supports both independence and interaction. However, transitioning from a traditional office to a shared workspace can seem like a daunting task. The key is to manage the move with care, ensuring that employees feel supported and engaged throughout the process. Below are five essential tips to help your organization adapt to a shared workspace smoothly.


1. Does Your Workspace Reflect Your Company Values?

One of the first steps in transitioning to a shared workspace is ensuring that the new environment aligns with your company's culture. Every workplace has a unique atmosphere that reflects its values, practices, and expectations. Before making the shift, it's crucial to assess whether the shared workspace matches the tone of your existing office culture.

Co-working spaces come in a variety of designs and structures—some promote vibrant, open, and social environments, while others cater to quieter, more private workstyles. Your organization needs to determine which of these models fits best. Consider the kind of work your employees do: do they thrive in collaborative, dynamic environments, or are they more productive in focused, quiet settings?

Gather feedback from your team to understand their preferences. Surveys and open discussions are effective tools for gauging how employees feel about a potential move. Also, leadership should weigh the benefits of adopting a shared workspace against potential challenges. Does the new space encourage creativity and productivity? Can it support your team's diverse working styles? Answering these questions will ensure a smoother transition that respects the integrity of your company's culture.


2. Bend But Don't Break: Adapting to Change

For many employees, the concept of a shared workspace is entirely new, especially for those who've only worked in traditional office environments. As such, it's vital to approach the transition with patience and flexibility. Rushing the move or imposing rigid schedules can create resistance or frustration among staff.

To ease the transition, offer a flexible work arrangement during the adjustment period. Some employees might need more time to adapt to the new environment, so consider allowing them to work remotely or adopt a hybrid model that blends remote work with time in the shared office. By providing flexible options, you give employees the space to get comfortable with the idea of a co-working space without feeling pressured.

Remember, productivity is not tied to location; it's tied to an individual's ability to manage their work effectively. The more flexibility you offer, the more likely your employees will embrace the change with a positive mindset.


3. Ensure Safety, Security and Privacy

Security is often one of the primary concerns when moving into a shared workspace. The notion of working alongside people from other organizations can raise questions about the protection of sensitive information, both digital and physical. Addressing these concerns early on is key to ensuring that employees feel safe in their new environment.

While many shared workspaces come equipped with security measures—like entry checkpoints, security cameras, and designated areas for specific teams—it's important to assess whether these measures meet your company's specific needs. Ensure that all employees are aware of the security protocols in place and understand how to handle confidential materials in a shared environment.

You should also consider digital security. Co-working spaces typically provide communal Wi-Fi networks, which may be more vulnerable to breaches. Encourage employees to use secure VPNs and adopt practices that safeguard their online data. Providing secure storage options for physical items, like lockers or lockable desk drawers, will also help employees feel confident that their belongings are safe.


4. Ergonomics Matter: Invest in Comfort

The transition to a shared workspace presents an opportunity to rethink your office furniture and equipment. While shared workspaces often provide the basics—desks, chairs, and communal areas—it's important to assess whether these options meet your team's ergonomic needs.

Ergonomics plays a significant role in employee well-being and productivity. Poor-quality furniture can lead to discomfort, fatigue, and even long-term health issues. When choosing furniture for the new workspace, prioritize comfort and functionality. Invest in adjustable chairs, sit-stand desks, and other ergonomic tools that allow employees to work comfortably for extended periods.

In addition, consider how the shared workspace is organized. Is there enough room for employees to store personal items? Will they need additional accessories, such as monitor stands, anti-fatigue mats, or under desk storage drawer? Addressing these needs not only improves the workspace's functionality but also helps employees feel more at home in the new environment.


5. In the Loop: Keep Everyone Informed

A successful transition to a shared workspace hinges on effective communication. Employees need to be well-informed about every step of the process, from the reasons behind the move to what they can expect in the new workspace. Transparency fosters trust and minimizes anxiety about the unknown.

Start by sharing the rationale behind the transition. Whether it's to reduce costs, improve flexibility, or promote collaboration, explain how the move aligns with the company's overall goals. Address concerns head-on, and be prepared to answer questions about the logistics of the move, such as how shared workspaces function and what changes employees should expect in their day-to-day work routines.

Regular updates are equally important. As the move progresses, keep employees informed about timelines, workspace layouts, and any new developments. Hold meetings, send newsletters, or host Q&A sessions to ensure that everyone feels engaged and informed. The more employees feel included in the process, the more likely they are to embrace the transition with enthusiasm.

Conclusion: Embracing the Future of Work

The workplace of the future is evolving rapidly, and shared workspaces are an essential part of this new landscape. By offering flexibility, promoting collaboration, and reducing costs, these spaces are redefining how we work. However, the transition to a shared workspace requires careful planning and thoughtful execution.

By evaluating the culture of your chosen workspace, providing flexibility, prioritizing security, investing in ergonomic furniture, and communicating clearly, your organization can make the transition to a shared workspace with ease. Employees will feel more comfortable, supported, and ready to take advantage of the opportunities that a shared environment offers.

Ultimately, shared workspaces provide more than just a change of scenery—they offer a chance for organizations to rethink how they work, collaborate, and grow. With the right approach, your company can navigate this transition smoothly, creating a dynamic and flexible workplace that supports both individual needs and organizational success.