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If you’re researching how to start a coworking space or are currently running one, you will find out that productivity is key to your success. Your clients depend on you to provide an environment that fosters focus and creativity. But how do you keep things running smoothly and efficiently behind the scenes? In this blog, we’ll use our expertise as a coworking management company to explore a few proven strategies that we use today to help boost the productivity of our clients’ coworking spaces

Whether you’re just starting out or looking to take your coworking space to the next level, these tips will help you create a workspace that works for everyone. So let’s get started!

1. Optimize Your Sales System

Sales strategy is a crucial element for any business, especially when it comes to coworking spaces. In order to maximize profits, it is important to have good sales integration software, an effective sales team, and solid marketing practices.

Software: One of the most important aspects of a successful sales strategy is having reliable sales integration software. This software should be able to help you manage your leads, track your sales funnel, and provide detailed analytics to help you optimize your sales process. Without good sales integration software, it can be difficult to keep track of your leads and close deals in an efficient manner.

At Flex Workspace Solutions (FWS), we use Hubspot, which is a leading CRM (Customer Relationship Management) platform. Hubspot allows us to manage the sales funnel at multiple locations and ensures each new lead gets a timely response from our team and a tour scheduled with ease. 

Sales Team: In addition to having good sales integration software, it is also important to have an effective sales team. A well-trained sales team can help you close more deals, increase revenue, and maintain customer satisfaction. Your sales team should be knowledgeable about your space and be able to effectively communicate its value to potential members.

Sales team selling an office space

Check out FWS BOOST program to learn more about our inside sales solutions. 

Marketing: Marketing practices are also vital to a successful sales strategy. Your marketing efforts should be targeted towards your ideal customer and should effectively communicate why your coworking space is the best choice for them. This can be achieved through targeted social media campaigns, email marketing, SEO/SEM, and other forms of advertising.

2. Invest in Operational Tools

The efficiency of a coworking space’s structure determines how successful it will be. Each day can be unpredictable, and team members might quickly become distracted by unscheduled duties, creating an opportunity for member requests and concerns to be overlooked. So, it is important to be organized to ensure your center is operating smoothly.

Organizational Tools: Utilizing organizational tools, such as Monday, helps streamline operations and allows team members to quickly input and prioritize tasks. 

One of the key benefits of using Monday for coworking spaces is its ability to facilitate communication among team members. With Monday, it’s easy to assign tasks, track progress, and collaborate on projects in real-time. This helps ensure that everyone is on the same page and that deadlines are met.

Operating System: Secondly, it is important to have a system set up for managing the space as a whole. This includes having a system for booking desks, conference rooms, and other resources. Most coworking operating systems will also have the ability to manage billing, floor plans, community portals, and more!

See which coworking software is best for your space!

Moreover, catch-up calls also help to foster a sense of community among co-workers. It provides an opportunity for individuals to connect with others, exchange ideas, and collaborate on projects. This can lead to increased creativity, innovation, and improved performance.

3. Set Up Communication Procedures

Communication is crucial in a coworking space to ensure productivity and efficiency throughout the center.

Delegation: One significant aspect of communication management is delegation. Delegation allows team members to focus on their strengths and expertise while ensuring that all tasks are completed efficiently and effectively. By delegating tasks, team leaders can ensure that the workload is distributed evenly and that each team member is contributing to the overall success of the project.

Accountability: In a coworking space, accountability can be fostered by setting clear expectations for each team member, establishing deadlines and milestones, and regularly checking in to ensure progress is being made. By doing so, team members are more likely to communicate effectively with one another and collaborate to achieve their goals.

Email Procedures: Setting up email procedures for your team can help to streamline communication, prioritize tasks, and reduce wasted time, all of which can contribute to increased productivity.

Creating effective communication tools like email templates can save time and improve productivity. Standardized templates can ensure consistent messaging and formatting, which can help convey professionalism. 

Weekly Catch-Up Calls: Scheduling weekly catch-up calls with your team will help to keep everyone on the same page. During the calls, team members can discuss any issues related to the space, such as equipment malfunctions, member concerns, sales, and more. This allows for quick resolution of any problems and ensures that everyone is able to work efficiently.

Team of professionals on a catch up call.

4. Utilize Social Media Marketing Tools

Having a social media presence is crucial for coworking spaces in today’s digital era. With the majority of people spending a significant amount of time on social media platforms, it provides an excellent opportunity for coworking spaces to connect with their target audience, build brand awareness, and attract new members.

Social media marketing tools can be incredibly beneficial for businesses looking to increase productivity. With the right tools in place, companies can streamline their social media efforts and achieve higher levels of engagement and ROI. Here are a few social media marketing tools that we use at FWS to increase productivity:

  • Canva: For beginner and user-friendly graphic design. 
  • Buffer: For content scheduling across multiple platforms. 
  • Creating a Content Calendar: There are many social media softwares and templates for creating content calendars. 

5. Set Up a Standard Mail System

Providing a good mail system is another important component of a coworking space. It is important for a wide array of reasons. Most of the businesses located in coworking centers require communication with clients and internal communication between different departments within the company. Some clients may schedule weekly deliveries that are on a deadline and rely on your team to get them in time.

A reliable mail system ensures that important messages and documents are delivered in a timely manner, which can help to build trust and establish a positive reputation for your space. 

At FWS, we ensure our staff are trained in handling mail and understand the importance of the mail distribution process. We use tools such as, to help keep track of mail forwarding and postage and partner with 3rd party locators such as Alliance Virtual Offices and Davinci Virtual to help professionals find our space. 

Professionally delivering mail in an office environment

In conclusion, the productivity of your coworking space can be significantly boosted by implementing the strategies mentioned above. Developing a sales system can help bring in more clients and revenue, while being organized and setting up email procedures can streamline communication and increase efficiency. Utilizing social media marketing tools can help you reach a wider audience and attract more potential clients, and understanding the importance of mail procedures can ensure that important documents and information are delivered in a timely and secure manner. By implementing these proven strategies, your coworking space can become a more productive and successful environment for all. Remember, productivity is key to success, and with the right strategies in place, your coworking space can thrive.

Learn more about FWS management solutions for your coworking space!