Gearing Up For Opening Day: A Roadmap For Shared Office Owners-To-Be

Opening a shared office space brings great excitement paired with challenging planning and preparation. As opening day approaches, your checklist likely contains countless tasks still left unfinished. Careful attention to the details outlined below will enable your new flexible workspace to open smoothly while establishing roots for long-term success.
In this article, we explore the key considerations that new shared office owners should account for when gearing up for opening day. From selecting the right location to enabling future growth, we provide a roadmap covering the major milestones along the journey.
KEY TAKEAWAYS
· Research location thoroughly considering demographics, business climate, and growth projections to position your shared office for success.
· Design and outfit office spaces focused on flexibility, collaboration, and promoting connectivity between members.
· Market early and often to professionals, freelancers, remote workers, and startups who will utilize and benefit from the workspace.
· Continually gather member feedback and reevaluate offerings to nurture organic growth as demand evolves over time.

Selecting A Location

Choosing the right location is the first key step when starting a shared office space business. You’ll want to conduct thorough research on neighborhood demographics and business densities to understand your potential member base.
As you explore how to start a shared office space business, dig into workforce data to see the prevalence of remote workers, startups, freelancers, and small teams that could utilize the workspace. Pay close attention to zoning laws, construction regulations, and accessibility requirements to avoid any delays or restrictions in setting up your space.
Work with contractors to accurately calculate the square footage needed for a viable number of private offices, shared desks, and common areas. Think through the right balance to remain intimate yet profitable for your business.

Designing The Office Layout

Carefully considering how to arrange the physical layout is crucial in order to maximize usable space while retaining comfort, personality, and flexibility within your shared office. Map out optimal placements for private offices, collaborative desk arrangements, phone booths, conference rooms in various sizes, lounges, cafe areas with coffee machines and small kitchenettes, easily accessible restrooms, equipment rooms, and storage closets.
Layer in thoughtful design elements with the ideal member experience in mind. Select modern yet comfortable furnishings, ample and adjustable lighting, visually appealing and calming decor, live plants, and colorful artwork to create an inviting, energizing environment where members feel at home.
Enable flexibility in your floor plan to easily rearrange spaces, furniture, and partitions as needed to accommodate changing demands from members over time. Plan not just for current needs but expected growth and shifts down the road. Getting the layout right from the start will allow your shared office’s form to follow evolving functions.

Building Connectivity Infrastructure

Having robust internet and extensive access to power is also fundamental for a modern shared office. Invest in fast, secure, and highly reliable enterprise-grade WiFi with hardwired failover options to avoid any connectivity frustrations.
Plan for members needing to connect a diverse array of devices from laptops, tablets, and phones to printers, video equipment, and more. Enable seamless video conferences, international VOIP calling capabilities, instant messaging, and screen sharing through up-to-date equipment.
Carefully evaluate bandwidth needs based not just on today’s demand but likely growth as augmented and virtual reality applications become more ubiquitous. Disperse plentiful grounded and USB power outlets conveniently throughout to fully support members getting work done.

Establishing Usage Rules And Billing

You also need to set clear policies that allow efficient space usage while maintaining order. Outline appropriate hours, reservation systems for conference rooms, storage allotments, meeting room equipment, printer protocols, and food policies. Build consensus around overarching cultural values of maintaining a tidy, shared environment.

Determine rates through careful analysis of local competitors and demand drivers. Consider varied packages like tiered membership levels, day passes, dedicated desks, or private office rental rates. Select management software to handle scheduling, billing automation, and access control.

Promoting The New Office Space

You may also want to start spreading the word early to local professionals, freelancers, remote workers, startups, and small teams. Highlight the value proposition of an energizing community space where innovation happens. Market any specialized equipment, conference spaces, or member events that set you apart.
Offer special deals for early members to accelerate bookings. Share progress updates and run contests on social media driving excitement towards opening day. Promote any opening events, happy hours, or networking meetups.

Ensuring Smooth Operations

Likewise, hire detail-oriented, customer-focused managers to oversee day-to-day space and member coordination. Develop systems and restocking procedures to maintain supplies like coffee, printing paper, and cleaning products. Create maintenance processes for issues like IT troubleshooting, equipment repair, custodial tasks, and security monitoring.
Set utilization tracking to monitor demand patterns across workspace types, peak usage times, and member needs. Use data insights to inform policy changes, new offerings, and growth opportunities. Listen to member feedback and continually refine operations.

Fostering Member Connections

Shared workspaces thrive on meaningful connections between members. Facilitate introductions, coordinate small gatherings, and nurture organic relationships. Consider hosting weekly open houses for prospective members or arranging one-on-one office tours.
Build in programming like speakers, panel discussions, pitch events, or targeted mixers to support networking. Send periodic member surveys and monitor Slack or social channels to identify collaboration opportunities or event ideas based on common interests.

Allowing For Future Growth

Limit initial risk by starting smaller in footprint and member capacity during the first 12-24 months. Select flexible lease terms that enable moving locations or expanding square footage as warranted by demand. Define milestones where adding private offices, more desks or entire new floors comes into play.
Assess local growth projections in your target industries. Anticipate how pending developments like corporate relocations or new housing could increase your member base. Continually reevaluate offerings against evolving needs to support scaling without losing intimacy.

In A Nutshell?

Preparing to open a new shared office space takes significant planning, financial commitment, and vision. However, the rewards of fostering a hub where innovation happens make the effort worthwhile. Use the roadmap above to guide you through the journey from securing a location to cutting the ribbon on opening day.