Productivity |

Enhancing Communication in Your Coworking Space: Best Practices for Success

Helga Moreno
Helga Moreno
Enhancing Communication in Your Coworking Space: Best Practices for Success

Effective communication is the cornerstone of success in the world of coworking. It encompasses both internal and external interactions, as well as fostering member-to-member connections. In this article, we'll explore the key practices for elevating communication within your coworking space, creating a welcoming environment, improving member retention, and enhancing your brand reputation.

Understanding the Essence of Coworking Communication

Before diving into specific strategies, let's clarify what we mean by communication in a coworking setting. It encompasses various forms of interaction, including:

  • Sending informative emails to members.
  • Engaging in casual conversations over a cup of coffee.
  • Booking one-on-one meetings with your community manager.
  • Sending push notifications via mobile apps.

The Benefits of Strong Communication

In a coworking environment, where members are essentially customers, the importance of robust communication must be considered. Here are some compelling advantages:

  • Enhanced member retention rates.
  • Reduced member turnover.
  • Increased sustainable revenue.
  • A strong sense of belonging in your community.
  • A more enriching experience for your members.

With these benefits in mind, let's delve into the three types of coworking communication and how to improve each one

Internal Communication

Effective internal communication is the bedrock of a thriving coworking community. It hinges on cultivating a company culture of openness, collaboration, and continuous improvement and advanced human resources information systems can play a pivotal role in increasing that. Here are some practical steps to strengthen your internal communication efforts.

Companies with a highly engaged workforce are 21% more profitable and 17% more productive than those with disengaged staff. — Wellable

1. Share Your Vision and Strategy

  • Clear Communication: Start by clearly articulating your coworking space's vision, goals, expectations, and core values.
  • Storytelling for Engagement: Use storytelling to connect with your team on a personal level. Share success stories or anecdotes that align with your coworking space's mission.
  • Promote Idea Sharing: Encourage the free flow of ideas and resources among your staff. Hosting regular brainstorming sessions or innovation contests can stimulate creativity.

Did you know that Google allows employees to allocate 20% of their time to work on personal projects, which has led to innovations like Gmail. — Wikipedia

2. Choose the Right Tools

  • Tool Selection: When selecting communication tools, consider your team's preferences and needs. Tools like Slack, Microsoft Teams, or Asana alternatives can streamline collaboration.
  • Consistency Matters: Consistency in tool usage is crucial. Define clear guidelines for tool adoption to avoid confusion.

3. Foster Feedback

  • Two-Way Communication: Establish a culture of two-way communication where everyone's voice is heard. Create channels, like anonymous suggestion boxes or regular team meetings, for team members to express their thoughts.

A Harvard Business Review study found that companies with a strong feedback culture have turnover rates 14.9% lower than those without.

  • Regular Feedback: Gather feedback regularly through surveys, one-on-one meetings, or anonymous platforms.

Did you know that Google uses a tool called Googlegeist to gather employee feedback, leading to improvements in their work environment.

According to a Glassdoor survey, 81% of employees are motivated to work harder when their boss shows appreciation.

External Communication

External communication is your bridge to members and potential clients. Every interaction counts in shaping their perception of your coworking space. Here are some actionable steps to enhance your external communication efforts.

1. Consistently Positive In-Person Experiences

  • A Welcoming Atmosphere: Studies show that 68% of customers leave because they believe you don't care about them. Maintain a warm and inviting atmosphere within your coworking space. Greet visitors with a smile, offer tours, and ensure the environment is clean and comfortable.
  • Friendly and Knowledgeable Staff: Your staff plays a pivotal role in creating a positive impression. Invest in staff training to be friendly, knowledgeable, and attentive.

Research by McKinsey reveals that 70% of buying experiences are influenced by how customers feel they are being treated.

  • Clear Policies: Develop clear policies for in-person interactions. This includes handling visitor inquiries, addressing member issues and concerns promptly, and ensuring everyone understands the rules of the space. Transparent and fair policies build trust.
Member support system on Spacebring coworking space software

2. Strategic Marketing

  • Up-to-Date Online Presence: Your online presence is often the first point of contact. Keep your website updated with accurate contact information, hours, and offerings.

94% of consumers cite website design as a reason they mistrust or reject a website, according to a Stanford study.

Landing page on Spacebring coworking space management software
  • Multichannel Communication: Utilize various communication channels to reach your audience. Social media platforms like Instagram, LinkedIn, and Twitter allow you to engage with different segments of your community. Airbnb, for instance, leverages Instagram to showcase unique spaces, sparking interest.
  • Storytelling for Engagement: Share compelling stories and testimonials. People trust authentic stories.

3. Prioritize Transparency and Clarity

  • Clear and Authentic Communication: Authenticity resonates with audiences. Ensure your communication is clear, honest, and aligned with your coworking space's values.

In a survey by Stackla, 86% of consumers stated that authenticity is a key factor when deciding which brands they support.

  • Centralized Updates: Establish a central source for community updates. This could be a newsletter, a dedicated section on your website, or a community feed.
Community feed on Spacebring coworking space software
  • Leverage Technology: Leverage technology for message delivery. Use coworking management software to send timely notifications and updates. Automation tools like MailChimp can help you deliver targeted newsletters efficiently.

Communication Between Members

Fostering communication among your coworking members is the heartbeat of a vibrant workspace community. Let's dive into some practical steps to encourage interaction and connection among your members.

1. Provide Conversation Starters

Events on Spacebring coworking space management software
  • Workshops and Events: Organize workshops, seminars, or networking events that ignite conversations.

70% of professionals perceive networking as a catalyst for increased career advancement opportunities. — Market Spash

  • Sharing Success Stories: Share the successes and innovations that happen within your coworking space. Create a bulletin board or digital platform where members can showcase their achievements. Success stories not only inspire but also create a sense of belonging and shared achievement.

2. Incorporate Structure

  • Welcoming New Members: Ensure that new members feel welcomed and integrated into the community. Assign a "buddy" or mentor to help them get acquainted with the space, introduce them to fellow members, and answer any questions. A warm welcome can significantly impact their retention.
  • Daily Stand-Up Meetings: Consider introducing daily stand-up meetings, or "huddles," where members briefly share their goals or progress for the day. This fosters routine, provides a platform for members to connect, and enhances accountability. Agile teams have successfully employed this strategy for years.

3. Encourage Social Interaction

  • Social Events and Meals: Host regular social events, whether it's a weekly breakfast, a happy hour, or themed gatherings. Food is a universal connector, and sharing a meal can be a catalyst for engaging conversations.
  • Design for Interaction: Thoughtfully design communal spaces that encourage member interaction. Place comfortable seating, communal tables, and whiteboards in common areas. Be like Google, which office spaces are renowned for their creative design, which promotes spontaneous collaboration.

Enable members and non-members of a coworking space to join events with a few taps

4. Leverage Technology

  • Community Directory: To kickstart seamless member communication, employ a robust Community Directory within your coworking management system. This digital catalog serves as a digital hub where every member's profile, along with their business and contact details, resides. This directory can be easily accessed by both the manager and fellow coworkers.
Community catalog on Spacebring coworking software
  • Branded Coworking App: Encourage members to engage through a custom branded app designed for your coworking space. When a customer signs up, send them an invite to download the app from Google Play or the App Store. Through this app, members can create and personalize their profiles, making it effortless to connect with others. They can also filter coworkers by skills and interests, fostering potential collaborations.
  • Integrated Chats: Implementing a chat feature within your coworking app streamlines micro communications. This tool offers an easy and efficient way for coworkers to connect and collaborate in real-time.
Chats on Spacebring coworking space management software


In the vibrant realm of coworking, community reigns supreme. Effective communication, whether within your team or with your members and clients, forms the bedrock of a thriving coworking space. By wholeheartedly embracing these best practices, you set the stage for an environment that nurtures a sense of belonging, supercharges member retention, and propels organic growth within your coworking community.

The secret to success? It's all about adopting communication strategies that are as clear as day, engaging as a great conversation, and as dependable as an old friend. These strategies should be tailored to fit your unique business needs like a glove.

Ready to explore these principles in action? Take a proactive step and sign up for a demo call with Spacebring. Experience firsthand how our tools can elevate your coworking space management to the next level. After all, great communities begin with great conversations. Let's get started!

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