Whether you’re managing a team or are an employee yourself, shared workspaces bring out opportunities for collaboration and some major adjustments, especially if you’ve previously worked in a traditional office space. Flexible workspaces change things physically and mentally, and that’s because shared workspaces are designed to remove barriers between people and cater to their needs to personalize the experience.
While these spaces promote dynamic change and creativity, they can also have unintended side effects, especially if your teams are new to the concept. If you want to maximize your time in your shared workspace, here are some ways to improve your experience for a more collaborative, productive workspace.
What Problems Do Shared Workspaces Face?
Shared workspaces are a type of flexible workspace that allows multiple businesses to rent the same location. These spaces help companies gain access to the same facilities and office plan setup and experience better savings on monthly payments.
Some shared workspaces are also coworking or rented spaces that allow employees access to additional features such as cafes, community events, and networking opportunities. Office space design has been a constantly evolving feature of companies for years, and today, working in a shared workspace is considered the new normal and is an integral part of the modern, global landscape.
While shared workspaces can benefit greatly, they can also bring unintended challenges. These challenges include:
- Distractions and Noise: Noise and distractions are more likely in open-plan workspaces than in traditional offices. While the space’s design is intended for cooperation, increased socialization can also lead to a lack of productivity in the workspace.
- Lack of Privacy: Shared spaces work within an open-plan design, meaning the barriers often present within traditional offices are completely removed. For coworkers working with sensitive information, privacy can be a concern as these environments create a more public space for interaction.
- Insufficient Amenities: Some shared workspaces may need more amenities, such as reliable internet, printing facilities, and meeting room availability, which can increase the risk of meeting delays, project delivery delays, and poor workflow.
- Lack of Security: These workspaces can lack security if they lack the monitoring capabilities to keep your information secure. This can include physical security due to the lack of private storage spaces, cybersecurity issues due to encryption-free wireless networks, and a lack of security personnel.
- Limited Space Use: Working within a shared space will also mean you only have a limited amount of time to use that space effectively. Depending on the nature of your agreement with the renting company, you may find booking specific spaces for work challenging, causing production delays.
- Discrimination and Harassment: Lastly, having a shared workspace where teams work together can also increase the risk of discrimination and harassment, especially when the involved parties are from different companies. If your shared space lacks HR or community management capabilities, these problems can persist and cause massive problems.
All of these issues can pose challenges to you and your team members, so it’s important that even before figuring out the logistics of your team’s productivity, you remove potential problems ahead of time, starting with the workspace itself. Finding a shared workspace with a wealth of amenities, increased asset security, and flexible scheduling terms can improve your experience immensely. It can help protect the interests of your business. Once you’ve chosen a shared workspace that’s professional, accommodating and meets all your requirements, you can begin working to improve your experience at the office.
How To Maximize Your Time in A Shared Workspace
Maximizing your time means learning about your shared space inside and out. It means understanding the habits of your coworkers, the amenities at your disposal, and implementing practices that will benefit you long-term. Shared workspaces help build relationships and network with like-minded people, and it takes some strategic planning to use your shared space effectively. If you find yourself struggling to work, face distractions, or don’t know how to utilize your flexible workspace, here are some tips that can help you enhance your experience:
Prioritize Your Tasks
Before arriving at your workspace, try setting up your goals and tasks beforehand. Planning out your goals and tasks for the day can help you stay focused and inspired, and breaking down long-term projects into smaller tasks can help you prioritize the urgency and importance of your work.
Establish a Routine
Getting a daily routine down creates structure and rhythm, so use the shared workspace to experiment and find your flow. Find a spot that helps you stay focused, take scheduled breaks at specific times in the day, and establish times for meetings with coworkers so your workflow can maintain a healthy balance.
Cancel Out The Noise
One of the biggest problems these spaces face is noise, and some shared workspaces offer quiet zones for employees to unwind and improve their productivity. If you have the resource, incorporate it into your schedule or use noise-cancelling headphones for focus.
Book in Advance
Book the space beforehand if you require a meeting room throughout the week. Meeting rooms provide effective ways to engage with coworkers, share ideas, and offer much-needed privacy, especially if your usual quiet spaces aren’t unavailable.
Create a Feedback Loop
If you face problems in your shared workspace, develop and implement a feedback loop. A feedback loop can help you report technical or design issues within the workspace and use your monthly contract with your rental company.
Schedule Breaks for Networking
During your routine, make sure to take breaks. Scheduled breaks allow you to unwind and socialize with others in communal work areas. This allotted time can be used to build relationships with others, learn from their experiences, and connect with other professionals for fresh ideas about your work.
Practice Self-Care
Practicing self-care can help you protect yourself from work stressors and make the most of your time at work. Taking walks early in the morning, eating a healthy breakfast, heading to bed earlier for better sleep, and being kind to yourself can not only improve your life outside of work but also prevent procrastination, boost your productivity, and enhance your relationships with others.
Enhance Your Experience With CoFlex Shared Workspaces
At CoFlex, we believe in helping companies gain opportunities for growth and success through our wide selection of flexible workspaces. We provide a wide range of shared workspace options, including private meeting rooms, virtual offices, storage rental units, and coworking lounge areas at affordable monthly prices for businesses throughout the Calgary, AB, area.
For professionals looking to experience the benefits of flexible workspaces, all our coworking spaces offer high-speed wifi, 24/7 secure access, and a wealth of amenities just for you. Enhance your team’s productivity with us, and call (587) 327-7797 to learn more about your options.
