How Startups Can Promote Team Productivity in a Coworking Space [Infographic]

We are still right in the middle of the startup boom, where some innovative and enterprising business owners still build their companies out of dorm rooms and garages. Armed only with a clear vision and little capital, they run their operations while trying to minimize overhead expenses.

Technology has been playing a crucial role in making things easier for professionals to work. With the internet being a key tool in running business operations, there is now a way to complete tasks remotely. But as convenient as this may be, there will always be a need to work in an actual office to set a professional environment where both business owners and employees can jumpstart business operations efficiently. This is where the brilliant idea of a coworking space comes in.

Startup companies looking to take root in the Philippines don’t need to look for office space for rent in Makati or other central business districts. All they have to do is turn a coworking space into an even more ideal work environment using team productivity strategies.

 

How Startups Can Promote Team Productivity in a Coworking Space Infographic

 

Manage noise and disruption

The environment at a coworking space offers huge benefits for promoting innovation and collaboration while steering your startup company towards the right direction.

Despite this ideal set up, noise and boundaries issues may emerge if they are not addressed immediately. You can encourage employees to use noise-canceling headphones to help them avoid distractions from the surrounding noise.

Make sure there is enough space for each of your employees and establish a workplace culture where they respect boundaries. One way to do this is to have them send their coworkers a message to check if they are available before approaching them to engage in a discussion.

 

Use collaborative digital tools

Tools are created to help humans complete a specific job easier and faster. This goes the same at a coworking space, where digital tools should be utilized to help with collaboration.

Find out how various tools can help your team share information, communicate with ease, and collaborate smoothly and without delay.

  • Enterprise tools for collaboration

This kind of tool can help your team work together efficiently. They can have features like customer databases, file-sharing capability, and content management.

  • Content management system

A fully-loaded content management system might include a social intranet, an instant messaging feature, and a customer database. It can have an online workspace where your team can easily start working together in real time.

  • Chat groups, forums, and blogs

Chat groups and intranet forums are an effective way to promote a more close-knit team culture while allowing members to share ideas and participate in discussions. You can use blogs to broadcast and discuss important updates and comprehensive information about tasks at work.

 

Assign office zones properly

Your team’s workspace location within the coworking space plays a crucial role in collaboration and productivity. Each member who works closely together using ergonomic equipment has a higher chance of delivering top-notch work compared to those who are scattered across the work area and don’t use comfortable office furniture.

 

Build spaces for collaboration

An area within the coworking space dedicated to teams for collaboration is a welcome approach in promoting productivity. This may be a large table where each member can sit facing each other for easier discussions on work matters or an exclusive room like a conference room where all members can easily collaborate in a discussion.

 

Fun zones

Fun zones are essential in the lives of your workers to help them be relieved of stress, which is beneficial for their productivity. Employees who don’t take a breather and inject fun into the workplace are likely to experience burnout, which makes it a lot tougher for them to complete tasks.

Setting up specific areas in the coworking space for fun zones helps alleviate the strain of working long hours on projects and balances everything out from all the work that needs to be done.

You can start by setting up a corner where classic board games are available to employees who wish to take a break. A ping pong table or a small room with gym equipment can also be set up for those looking for a nice endorphin boost to clear the head and keep both the body and mind healthy.

 

Quiet zones

Many employees could focus more on the task at hand when they are in the zone. And more often than not, this happens when they are diligently working in a quiet area where it is very little to no distractions. They tend to finish work faster and more effectively.

Quiet zones are also a great place to drown all the noise when your team members just want to take a break and relax. This helps them recalibrate their minds when they’re stuck in a rut or a task that is difficult to complete.

Enclosed areas or small rooms in one corner of the coworking space are ideal quiet zones. They should be away from the main floor where all the chatter takes place.

 

Organize team activities

Being part of a strong and effective team is important in promoting productivity, so employees should be encouraged to form a strong bond with their teammates. Fun activities outside of the serviced office help develop a kind of bond that lets a team function as one cohesive unit.

Organize social outings like hikes, workout sessions, or happy hour trips to the local bar to foster strong connections between members of a team.

 

Encourage to network with other people in the coworking space

There will be other professionals working at a coworking space, making it the perfect place to expand one’s network not only within yours but also across various industries. Networking has tremendous benefits, particularly in one’s profession.

Other professionals from different fields are a wealth of knowledge where you can get valuable opinions and tips on any subject. Keep in mind that this goes both ways, so give as much as you take to make good impressions on people in your network. You just might land your next big project through them.

 

Allow employees to set up their own workstations

Personalization has a positive effect on employees and the overall work culture. Photos of them with their loved ones, small potted plants, pillows, and other personal effects can enhance their mood, creating a more productive atmosphere.

Find ways to accommodate your employees whenever they have requests in terms of personalizing their coworking space experience. The results may surprise you.

 

Promote workplace wellness

The best tools for any job is a healthy mind and body. An employee wouldn’t be able to function well without both, so it’s always a great idea to promote physical and mental wellness in the workplace.

Encourage employees to work out by offering corporate discounts on membership fees. You can also set physical activities together like going on hikes and joining fun runs.

 

Continuously improve or change your processes

Employers should always strive for perfection, so all processes applied in your organization should always go through changes to make improvements. Never be afraid to try something new if it’s going to benefit your company even in small ways.

 

CONCLUSION

Sharing office space with others may be a bit daunting, but with the right strategy and facilities, you can turn a coworking space into an ideal work environment.

You must take the necessary steps to make sure productivity is promoted, and the key is to make sure your employees are happy, comfortable, and motivated. This is a surefire way for them to reach their full potential, and along with it is the growth of your startup into a profitable company.

A Step-by-Step Guide for a Smooth Office Move-in

Moving into a new office can be an exciting part of your company’s journey toward expansion and growth. A new serviced office space means a different environment to perk up employees who may be looking for more modern or upgraded working conditions.

On the other hand, moving office can be stressful. There are just too many things you have to think about and plan for. Office relocation could also cause separation anxiety among employees who are already too comfortable with or accustomed to the old office.

That’s why it’s critical to make the office move as smoothly as possible. As an employer, it’s your responsibility to plan meticulously and ensure that you and your team can transition to the new office seamlessly. This step-by-step guide gives you helpful pointers to ensure a hassle-free move-in whether you have a small team or a big team.

 

STEP ONE: First Things First

Once you’ve decided that your company needs new premises, there are three primary considerations that you should focus on so you can efficiently find the right serviced office providers.

1. Budget

Moving to a new office is a huge project and can, therefore, be very costly. That’s why it’s essential to work on your budget once you’re sure about your company’s plan to move to a new site.

  • It helps you identify, assess, and calculate all the major and minor expenses that the relocation project will incur.
  • It ensures that your moving expenditures do not go beyond what you can afford.
  • It prevents your expenses from ballooning since you have correctly accounted for possible delays, issues, or oversights concerning your office move project.

To prepare your budget, ask for quotes or cost estimates on the following:

  • Occupancy costs on new office property, including deposit, rent, taxes, maintenance, etc.
  • Professional fees for your property agent, insurance company, and law firm
  • Interior design or fit-out of new property
  • Furniture and office equipment
  • Setting up of IT and telecommunications systems
  • Air conditioning and ventilation
  • Environmental and fire plan assessments
  • Removal of workstations
  • Disposal costs of old computers, furniture, and other rubbish
  • Professional movers’ fees
  • Costs for reinstating your current office into its original condition
  • Printing and updating of marketing materials, including stationery, business cards, and website, to reflect your new office address

It’s also advisable to allot 20% of your funds to contingency and other unexpected expenses. Your budget should also account for potential costs on your business while the office is out of operation during the move. You can also arrange remote working or work-from-home options for your employees to avoid business closure during the transition period.

2. Location

You might think that you already found the perfect office. But if the location is not ideal for everyone, you should probably look for more options.

Here are some criteria that make for the right office location:

  • It’s accessible to your customers, business partners, and employees via public or private transportation.
  • It should have links to major roadways, so it’s relatively easy for anyone to get in and out of the area.
  • The area shouldn’t be prone to flooding.
  • There are local amenities nearby, such as restaurants, banks, shops, parks, and pharmacies.

As an entrepreneur or business professional, you know that location is a critical factor in the success of any organization. At Arch Serviced Offices, we recognize how having an office space in Makati can do wonders for your business.

3. Safety and Security

You should hold off signing a contract with any serviced office provider until you’ve inspected the ins and outs of the building, including but not limited to:

  • Office building condition. The newer the building, the better. If it’s an old building, it should pass the structural integrity test and be free of any issues in design and structure.
    Tip: Ask the building administrator if there are any planned upgrades to the building that may later be added to your occupancy fees.
  • Security. There should be a 24/7 security team and closed-circuit television (CCTV) cameras surrounding the premises and stationed on every floor inside the building.
  • Fire plan. Make sure the building has designated fire exits and other fire safety measures in place.
  • Lifts. Check if there’s an adequate number of elevators and if they’re all working efficiently.
  • Adjacent areas. As much as possible, you have to know who the other tenants in the building are. They should be operating as legal business entities. It’s also your responsibility to survey the areas surrounding your future office to make sure there are no threats to anyone’s safety and security.

 

STEP TWO: Before the Move

Congratulations! You’ve finally chosen the office space that suits your business needs. To carry out the move efficiently, you’ll have to decide on the following aspects:

1. Schedule and Timeline

Your timeline has to be as detailed as possible and should cover every aspect of your office relocation project. Here’s how your office move timeline might look like:

Six Weeks Before Moving Day

  1. Give notice to your current landlord.
  2. Measure your new office space and get its detailed floor plan.
  3. If your serviced office provider does offer fit-out services, find an office fit-out contractor that will help you conceptualize and design your new space.

Five Weeks Before Moving Day

  1. Make an inventory of all your equipment, furniture, and office supplies.
  2. Look for a moving company.

Four Weeks Before Moving Day

  1. Order any new furniture needed for your new office. Ask for a guarantee that they will deliver on time – at least one week before the move.
  2. Place orders for new stationery and business cards.
  3. Create a detailed moving plan and have it distributed to employees and staff.
  4. Determine the arrangement of the computer and phone systems with the help of your IT department.

Three Weeks Before Moving Day

  1. Organize a staff meeting to discuss your moving plan.
  2. Create a moving committee who will oversee what each department needs – from packing tapes to moving boxes and color-coded stickers.
  3. Determine the standard operating procedures (SOPs) for the transfer, including which equipment is moved first, which department will stay at the old office while the move is taking place, or which staff members will proceed to the new site to monitor the move-in.
  4. Update arrangements with your suppliers regarding future deliveries from the old office to the new one.

Two Weeks Before Moving Day

  1. Use this time to have the computer and phone lines set up while the office is still unoccupied.
  2. Arrange for temporary storage of furniture and IT equipment in an external facility in case of any delay.
  3. Contact companies that rent out crates to hold large boxes of files and equipment.

One Week Before Moving Day

  1. The moving committee and the employees coordinate in sorting, labeling, and packing the office computers, laptops, hard drives, keyboards, extension cords, and the like. Remind your employees to dispose of broken and unnecessary items properly.
  2. Double check if all furniture has been delivered and is ready for setup in the new office.
  3. Get your IT service provider set up the servers, cables, and wirings.
  4. Contact your cleaners and have them do a final clean of your old office before you finally leave it.

Moving Day

  1. Make a thorough inspection of your new office space together with your contractor.
  2. Test all the telephone lines, computers, lights, and other office facilities to ensure that everything is working well.

2. Office Layout

Here are some tips when planning your office layout:

  • Maximize your office space, especially if you are anticipating growth for your company in the near future. Just don’t make it too restrictive for staff movement either.
  • Consider hiring a professional service planner to help you strike the balance you need in space planning.
  • Your servers, computers, printers, projectors, telephones, and other equipment for work collaboration and connectivity should be in your layout guide.
  • Decide with your contractor where power outlets and light switches should be located.
  • Know what office furniture you already have. Identify which pieces you are discarding, refurbishing, or replacing entirely.
  • Check the type of fit-out service that your new office needs, such as walls, partitions, or shelves.
  • Discuss with your fit-out company the size and location of these facilities — reception area, staff workstations, conference rooms, break rooms, pantry, and comfort rooms.

3. Internal and External Communications Plan

Give appropriate notice about the company’s relocation to all stakeholders. Here’s how you can make your internal and external communications plan a success:

  • Launch a move awareness campaign within your organization. Use it as an opportunity to share with staff the reason for the move as well as future plans of the company.
  • Provide employees with an info kit about the new office facilities and amenities. Then, organize a staff tour before the move-in.
  • Create a master list of customers, vendors, and suppliers who should receive communication about your change of address. Recipients should include your bank, accounting firm, insurance company, internet provider, and so on.
  • Assure customers that it will be “business as usual” and outline the positive sides of the move.
  • Request the postal service to forward all mail to your new office.

4. Paperwork

Moving to a new office will require you to apply for a business permit, service agreement with the property owner, insurance, equipment lease, and other licenses. You could also take advantage of this time to find new partners for expiring service contracts so that you can get better rates and pricing packages.

 

STEP THREE: Moving Day

Moving out of the old office and moving to the new site doesn’t have to cause undue stress or anxiety if you keep these things in mind:

  • Hold a briefing with your employees and the moving team to give additional instructions about the transfer, such as distributing entry permits to the new building.
  • You should have a skeletal workforce who will make sure that there is continuity of operations on that day, especially when it comes to processing or shipping orders for customers. Make sure they have access to relevant data and files that have been set up over an extranet.
  • Provide snacks and refreshments to all moving representatives. Give each one of them a copy of significant contact numbers.
  • Ask everyone to keep their communication lines open.
  • Send an advance party who will be in charge of bringing items from the moving truck into the new office. Arrange to have the air-conditioner turned on upon their arrival at the site.

 

STEP FOUR: Transitioning After the Move

It might take a few days or weeks for everyone to get settled in the new office. However, there are ways to make the post-move transition as smooth as possible.

  • Distribute a list of new telephone numbers, extension numbers, and department locations to all employees. Hand out new key fobs and access cards, too.
  • Check the building premises and facilities to see if there are issues that need to be addressed. Request your employees to report their own observations, too.
  • Ask the teams if their equipment is working and if they need additional supplies for their new workstation.
  • Stock your office pantry with free snacks and drinks while staff members are still unfamiliar with where to shop for their meals.
  • Plan an office warming party to welcome employees to their new environment and thank them for contributing to a smooth office move-in.

 

The Pains and Joys of Moving to a New Office

Moving your office to a new location is never easy. You’ll need excellent project management skills to make sure that all details go as smoothly as planned.

Good news is, you could have fewer worries when you rent an Arch serviced office for your new space. All Arch offices have a plug-and-play feature so you can move in quickly. Arch’s office solutions include fully furnished office space, pre-installed internet system that’s fast and secure, and 24/7 security access for your office and employees, among other innovative office ideas.

You can save a lot of time and money on renting an office space in Makati with Arch. More importantly, your employees will feel more motivated to work in a newer and better office setup.