October 13, 2024
30 Things People Won’t Tell You About Running a Coworking Space
At Deskie, we know firsthand that running a coworking space isn’t all fun and roses. Over the past decade, we’ve personally navigated the ups and downs of operating our own coworking spaces, often learning lessons the hard way. We built Deskie as a direct response to the lack of tools that truly fit our needs as coworking owners - but beyond software, we’re just as committed to sharing the insights we’ve gained along the way. So, from one operator to another, here’s a list of 30 things we wish we’d known before we opened our own coworking space.
1. "This Is Why We Can't Have Nice Things"
People will break, move, and take stuff. Common area chairs? They’ll end up in someone’s private office. Your vinyl record player? Someone’s kid is going to play DJ and scratch your favorite album. Try to make decorations more permanent (command strips, etc), don't put out anything you love and invest in sturdy, stain-proof furniture for communal spaces.
2. Common Sense Isn’t So Common
Don’t expect folks to grab extra paper towels from the supply closet when they run out, report leaks/spills, or notify you about exterior doors that don’t close properly. You’ll be amazed at what people overlook.
3. Making Money Isn't Greedy
To make money, you have to charge for services - it’s not greedy, it’s business. Charge for your conference room, late fees, amenities, even cleaning fees. Stop leaving money on the table. Your coworking space will not survive without revenue.
4. People Want Bragging Rights
Amenities like beer or kombucha in the fridge aren’t just perks - they’re selling points. A nice workspace at an affordable price isn’t enough. People want to feel justified in their membership and have something to boast about. Give them every reason within your power to say "Yep, this is the space for me".
5. Everything Is Your Fault
Power outage on the entire street? Somehow, that’s on you. Don’t stress about the never-ending flow of problems - but be prepared to handle complaints about things beyond your control (and stand firm in your responses).
6. Members Talk
Be cautious about charging different prices to different members. Word gets around faster than you’d think.
7. Prepare for Filth
People are gross. Very gross. You’ll witness horrors in the bathroom you never imagined - and it’ll happen regularly.
8. Spell Out the Obvious
You need to lay down rules (constantly) that you think are common sense. Even then, you’ll never cover all the bases. Plan ahead for how you'll handle the issues you can anticipate, like members using the conference room without booking or hosting unauthorized parties. Less expected issues, like members parking cars on the sidewalk "just for a second", or taking the chromecast in to their office "because nobody else was using it" will have to be dealt with on the spot.
9. Prevent Misuse of Your Space
Clearly outline acceptable uses and expectations in your sales materials and during (or ideally, prior to, tours): “No salons, no retail, you can’t sleep here.” It’ll save you a ton of hassle.
10. Facebook Marketplace Is Your Friend
It’s the best free promotional tool you’ve got. Use it - but be aware, you'll be at about a 50/50 serious/time-waster split.
We talk a bit more about Facebook Marketplace promotion in this blog post.
11. Invest in Remote Access Control (Seriously)
A door access system with remote capabilities (shoutout Kisi) will save you so much time and reduce so much frustration - and more importantly, it'll allow you to seriously maximize your profits.
12. Music Sets the Mood
Background music can make your space feel 10x fuller and more inviting. Shoutout to the lo-fi hip hop station on Spotify.
13. Plants Are (Practically) Magic
They’re a cheat code to make your space feel modern and cozy. You can never have too many plants. Check places like Ikea and Home Depot for bargains!
14. Don’t Skimp on Security Cameras
Affordable options like Blink cameras are available for about $10 each. Don’t stop at just one or two - cover all your bases. People will ask about security during tours.
15. Leverage Member Networks
Your members know people. Offer a generous referral plan (like 50% off next month with a successful membership referral). Every guest is a potential customer.
Shoutout to Deskie’s visitor check-in feature which allows you to capture and following up with everyone who walks through your doors.
16. Keep It Simple and Easy
Simplify everything: pricing plans, sign-up processes, tour scheduling. People have money burning a hole in their pocket; make it easy for them to give it to you. Unless you have a good reason to close, offer 24/7 access. Don’t give members a reason to choose a competitor.
17. Enforce Late Fees Strictly
Create a late fee policy and stick to it. No exceptions. Make sure it’s well-known upfront.
18. Remove Emotion from Decisions
Have strict, accessible rules and make them known. When issues arise (like late fees, difficult conversations, terminations) be able to refer to these rules. It sounds harsh, but it’s better than being the bad guy who arbitrarily decides when to enforce or bend the rules.
19. Listen to Red Flags
People (potential members) will tell you exactly who they are - if you listen. If they ask for special favors like splitting the first month’s rent, they’re telling you in no uncertain terms that they can't afford the rent. During tours, you're vetting them just as much as they're vetting you. It's not unreasonable to ask if/why they're leaving their previous space. Pay attention. Which leads to our next point:
20. Don’t Chase Bad Sales
It’s tough to turn down money, but ignoring your gut can lead to bigger headaches. Don’t do favors or make exceptions just to make a sale.
21. Be Ready to Cut Ties
Don’t be afraid to terminate a membership. Bad apples will spoil the bunch! Some people can’t be pleased, and their negativity is contagious. One bad review and a temporary hit on your rent roll is the least of your worries.
22. Trust Yourself Over Others
Members will very, very confidently tell you how to run your business, and it's easy to let it make you question your own judgment. Take their advice with a grain of salt and lean on industry peers instead (shoutout to the Coworking Owners Alliance Facebook Group).
23. Say Less
As a community manager, it’s tempting to chat with and befriend members but be cautious. Too much conversation turns your business and policies into open discussions rather than clear directives.
24. You’re Undercharging for Your Conference Room
Don’t be afraid to set higher rates - $50 to $100 per hour isn’t unreasonable. Without adequate revenue, your space can’t survive (this is a recurring theme here!).
25. Centralize Communication
Keep all interactions in one dedicated channel (shoutout to Deskie’s messaging feature). Members will find your phone number, email, Facebook - redirect them back: “Thanks for reaching out! Please send this over to me in the portal, and I’ll take care of it ASAP.”
26. Get Comfortable Saying “No”
It’ll come up repeatedly. Know that “No, sorry!” is a complete and appropriate response in most situations.
Prioritize Interior Design
Every person that walks in to your space for a tour is judging it on their own personal set of standards - but almost every single one of them shares the same sentiment: your space should look like a million bucks. Prioritize nice/modern furniture, cute decorations, plans and paint! Pinterest can be your best friend here!
28. Everyone Likes Free Coffee And Donuts
Think of relationships with your members like a game - and coffee/donuts on a Monday morning are an easy cheat code to leveling up with them.
29. Nobody Will Care About Your Business As Much As You Do
This one is meant to be more supportive than the title may make it sound. As you continue to develop your business, you'll find (sometimes pretty quickly) that not only your members, but also your peers in life, will never appreciate what you do as much as you do. Do not let people's doubts or lack of respect hinder your progress or stop you from reaching for your goals.
30. Don't Become Complacent
You should constantly be striving to improve your space (both aesthetically and in terms of offerings). Complacency kills. Do not get too comfortable. Do not get lazy. There are others that would gladly take your spot - and if you close your eyes for long enough, they will.
