The 7 Keys to Successful Onboarding for Coworking Teams
As workstyles evolve, flexible coworking spaces are gaining popularity as a modern alternative to traditional offices. Using coworking spaces brings many advantages for both staff and employers. It can cut energy use by up to 30%, and recruitment teams can hire from a broader pool, breaking past geographical limitations. However, adopting a coworking model can pose challenges.
For business owners and HR professionals, adjusting traditional hiring methods is crucial to support new staff thriving in flexible environments. Onboarding coworking teams demands a nimble and efficient approach.
To guide teams in creating a successful coworking onboarding process, here are seven steps to follow.
1. Provide Clear Documentation
While coworking offices share some similarities with traditional ones, new hires may find navigating the flexibility of coworking environments a bit tricky. It’s not always clear which spaces are communal or private, especially for those unfamiliar with the setup. Additionally, dispersed teams might face challenges in providing an in-person onboarding experience.
To help new hires become independent quickly, it’s a good idea to prepare a comprehensive new member information document. This document should include details about:
- Available Office Amenities
- Facility Opening Hours
- Required Security Codes
- Group Messaging Services
- Important Contact Information
Creating such a document enables HR teams to evaluate and structure critical information for new hires. It encourages empathy among staff, allowing employees to concentrate on their roles with minimal distraction. Moreover, a thoughtfully crafted new hire information document can serve as a template for upcoming coworking onboarding teams to streamline their processes.
2. Lease Agreement
In coworking spaces, members need to sign a lease contract that outlines the shared rules and expectations for all companies and employees on the property. This standard agreement typically includes crucial details such as the allowed number of guests, noise regulations, and a guide to the facilities accessible to staff.
Distributing this document to new hires early in the coworking onboarding process is crucial. They need ample time to read and comprehend the unique terms and conditions. An effective approach is to send the document with a welcome email immediately after the candidate is hired. This ensures that the employee is well-prepared for their first day on the job.
Although you can have your employee sign all the paperwork asynchronously, it’s advisable to schedule a meeting. This allows your onboarding teams to address questions and provide support.
3. Create a new members group
Utilizing a shared workspace offers a significant advantage – the opportunity for employees across various teams and companies to exchange ideas, network, and collaborate.
Statistics reveal that a substantial 82 percent of coworkers report an expansion of their professional network upon joining a coworking space. Furthermore, 84% express that these environments enhance their motivation. Prioritizing coworking team building is essential to promote collaboration and cultivate a robust workplace community.
Take proactive steps to acquaint new members with the existing staff early on. Establish a new members group for employees to join, where regular updates and valuable information are shared to help newcomers immerse themselves in the workplace culture.
Leaders in coworking team management should also arrange group events and design an office layout that encourages conversation and personal interactions. This approach significantly contributes to encouraging a positive and connected workplace culture.
4. Be hands on
In the coworking onboarding journey, leaders should invest time in personally guiding new hires through each essential procedure, ensuring they can navigate independently.
Instead of simply guiding staff on signing into the property, accessing amenities, and booking meeting rooms, it’s crucial to walk them through each process. This hands-on approach ensures full comprehension and comfort with your Standard Operating Procedures (SOPs).
Seize this opportunity to clarify any unique aspects of the space, such as optimal times for booking meeting rooms or the functionality of specific amenities. This walkthrough not only helps acquaint new hires with the surroundings but also creates a chance for existing staff to meet them, promoting coworking team building.
5. Use automation when you can
Regardless of the company, the onboarding process in coworking can be extensive. There’s a wealth of crucial information to address, coupled with the task of equipping new hires with essential work tools and system access details.
Fortunately, leveraging intelligent technology allows you to streamline various facets of the onboarding process by automating numerous potentially time-consuming tasks.
6. Set up access control
Access control systems play a crucial role in modern offices, facilitating secure monitoring of individuals’ access. In coworking spaces, these systems become even more essential, given the diverse permissions needed for workers from various companies.
In the coworking onboarding process, provide new hires with distinct access credentials. Configure these credentials to grant entry to communal areas and locations essential for their tasks. Ensure clear communication about areas where their credentials won’t provide access. Several modern coworking spaces utilize cloud-based access control systems. These networks offer the advantage of seamlessly integrating property access with additional systems.
For example, staff can receive credentials directly on their smartphones, enabling them to enter the property, log into on-site computer systems, and even reserve meeting rooms and access amenities—all from a unified platform.
7. Be clear about culture & expectations
When your coworking team adopts the outlined steps and carefully creates a well-structured onboarding process, new hires should grasp the office rules, regulations, and the overall workplace culture within the Best coworking spaces.
However, it remains crucial for teams to effectively communicate this information throughout the coworking onboarding process. For instance, if there’s a policy prohibiting conference calls in open communal spaces, ensure that new hires are precisely informed about designated areas for such calls.
During onboarding, think about sharing information that new members might overlook or not think to ask. Questions like if members have 24/7 building access or if specific parking spaces are reserved can be essential. Offering this information upfront helps teams steer clear of potential issues in the future.
Conclusion
For a seamless and efficient onboarding process with coworking teams, clear communication and well-structured documentation are paramount. Empathize with employees and focus on providing information that is especially beneficial for those new to flexible office spaces and coworking environments.
Leverage smart technology to expedite and streamline the coworking onboarding process. Ensure that new members can effortlessly access training guides and documents whenever needed. Adhering to these principles ensures that onboarding teams create an environment where new hires feel well-supported and prepared for work.
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