Shared resources in Coworking Spaces help in maximizing productivity by providing members access to office equipments, conference rooms, and amenities without the financial burden of ownership. Optimal utilization of these resources guarantees cost savings, flexibility, and improved networking. Inefficiency, or overutilization of shared resources in coworking, on the other hand, can initiate inefficiencies, and therefore, members must utilize shared resources responsibly and efficiently.

This guide delves into optimizing common resources in a coworking space, from optimal planning and appropriate etiquette to addressing everyday issues. Compliance with best practices assures members of an integrated, adequately equipped, and efficient workspace.

Understanding Shared Resources in Coworking Spaces

Shared resources are the focus of the coworking space model, where professionals can access quality facilities without the burden of ownership. Facility resources are designed to improve productivity, support collaboration, and allow teams and individuals to work in a stress-free environment.

Types of Shared Resources in Coworking Spaces

Checkout the various types of shared resources in coworking spaces below.

Workstations and Hot Desks

Coworking facilities provide flexible seating arrangements in the hot desks and dedicated workstations. Hot desks allow the members to choose any vacant seat daily to generate interaction with various professionals. On the other hand, dedicated workstations offer reserved spaces for individuals who like consistency in their surroundings.

Meeting and Conference Rooms

Equipped with audio-visual equipment, whiteboards, and fast internet, these rooms are designed for team meetings, client meetings, and idea generation. Reservation systems are generally in place in most coworking spaces to facilitate even and effective utilization of such facilities.

Office Equipment (Printers, Scanners, Copiers)

Rather than an investment in sophisticated equipment, membership can grant individuals access to printers, copiers, scanner machines, fax machines, 3D machines, and equipment of various kinds for professional experts.

Common Areas (Lounges, Kitchens, Break Rooms)

Shared break rooms, kitchens, and lounge spaces provide areas for relaxation, networking, and casual conversation. There are usually coffee machines, microwaves, and seating spaces, thus becoming a collaborative and friendly environment. 

Specialized Facilities (Podcast Studios, Event Spaces, Phone Booths)

Most coworking spaces offer specialized requirements for podcasting recording studios, photography studios, and soundproof phone booths. Others offer event rooms for workshops, product launches, and corporate events, increasing chances of community collaboration. 

By economically using these common resources, members of coworking spaces can work more efficiently, lower their operational expenses, and have professional but flexible workspaces.

Benefits of Utilizing Shared Resources in Coworking Spaces

Optimization of common resources in coworking environments improves efficiency, promotes collaboration, and fosters a vibrant work culture. Below are the most important benefits:

Cost Efficiency

Sharing facilities means less overhead expense in setting up and running a personal office. Members are offered good facilities at a lower cost, with efficient use of financial budgets.

Networking Opportunities

Working with a diverse professional network encourages collaboration and idea exchange. Shared environments naturally create interactions that lead to collaborations, mentorship, and new business opportunities. For more tips, look at our guide to Networking Strategies for Professionals.

Flexibility

Availability of other areas when necessary enables members to adapt their workspace to fit their immediate tasks, whether it is a silent area to concentrate or a conference room to discuss with their team.

Also read: Amenities in Coworking Spaces: Explore BHIVE Workspace Amenities!

Strategies to Maximize Shared Resources in Coworking Spaces

Using shared resources efficiently in a coworking space requires planning, coordination, and participation. This is how members can maximize it:

• Effective Planning: Reserve meeting rooms and equipment in advance to ensure availability. Most coworking spaces have online booking systems to facilitate this, reducing scheduling conflicts.
• Use Booking Systems: Utilise the online systems offered by the coworking space to reserve resources to eliminate double bookings and save time. Review Coworking Space management tools for the most effective resource allocation systems. 
• Engage in Community Events: Participate in the coworking space’s workshops, networking, and social events. These events encourage learning, promote the development of larger professional networks, and foster a sense of belonging. 
• Provide Feedback: Provide the management feedback regarding the availability and use of resources. Providing suggestions for improvement can enhance the effective use of resources and assist in providing an effective workplace.

Through these approaches, the members can maximize the utilization of shared resources in Coworking Spaces and develop a better and collaborative working environment.

Etiquette for Using Shared Resources in Coworking Spaces

Having a clean and professional coworking area guarantees that all the members have an opportunity to use shared resources effectively. Practising etiquette keeps the working environment smooth and harmonious. 

• Respect Time Slots: It is important to respect reserved times to limit disruptions. In meeting rooms and workstations, be punctual at the beginning of appointments and at the end times of reservations. If additional time is needed, check with other members to ensure the time is not needed by others before overstaying. 
• Maintain Cleanliness:   Coworking involves shared control, which also includes cleaning up after using a shared meeting room, a shared kitchen area, or a shared lounge area. This means disposing of rival materials, returning materials borrowed or used, and cleaning up the area for the next person. A clean space can improve productivity and lead to a more desirable culture in coworking. 
• Report Issues:  If equipment is not in working order (for example, a printer or projector), immediately bring it to management’s attention. The sooner it is reported, the sooner management can solve the problem without inconvenience. Reporting it to management may foster a more pleasant coworking scenario for other members if something else is maintained poorly or there is a repair issue in the shared areas.

When coworkers use and fulfil these simple etiquette behaviours, all members create a professional and respected community, a common workplace where everyone can be happy and productive.

Checkout this detailed LinkedIn article on the etiquettes to maximize utilization of shared resources in Coworking Spaces.

Challenges and Solutions of Shared Resources in Coworking Spaces

Even though there are numerous benefits of coworking spaces, it isn’t easy to manage shared resources. Employing the right solutions ensures a smooth and efficient working environment.

• Overbooking: Meeting rooms and office equipment may be overbooked, and members will get frustrated. To avoid this, coworking spaces must ensure fair usage policies that prevent excessive bookings and promote fair access. Automated scheduling systems with time slots can allocate resources automatically, lessening conflicts.
• Resource Hoarding: Members can take over shared facilities like printers, lounge spaces, or meeting rooms, restricting others’ use. Orientation sessions, community guidelines, and signs can inform members of sharing expectations. Open communication and abuse reporting to the management can also ensure fair resource distribution.
• Noise Levels: An active shared workspace can sometimes become too noisy, disrupting concentration and productivity. To counter this, shared workspaces need quiet rooms for the concentration of solo work and distinct collaboration, discussion, and networking areas. Noise-reducing features like soundproof meeting rooms, acoustic panels, and community guidelines on acceptable noise can also enhance the work environment experience.

By addressing these issues head-on, coworking spaces can create a harmonious and inclusive environment where members can work effectively while respecting shared resources.

Conclusion

Resource management helps best use shared resources in a co-working space to achieve a productive, cost-effective, collaborative work experience. When members maximize resources through efficient planning, utilizing booking systems, connecting to community events, and following etiquette expectations, they will fully benefit from co-working and achieve that workplace experience. The role of proactive engagement involves following time slots for booking, cleaning workstations, and providing feedback to improve how shared resources are managed. When members in a co-working space engage in a well-managed and supportive co-working space, the experience increases productivity and expands professional connections.

Looking for a coworking space that prioritizes community, flexibility, and well-managed shared resources? Visit your nearest BHIVE premium Coworking Spaces and experience the future of coworking! You can also schedule a visit or book a day pass to experience professional work environment. 

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