Coworking Space Case Study

The Facts

Whilst the concept of coworking spaces is not new, it is a rapidly growing market that is definitely still finding its feet with regards to regulatory accountability. Every day there seems to be another new coworking space cropping up around London. Our company is based in one, and we sell solutions to our own and others, so we watch the market closely. This is testament to the popularity and demand for a new type of working environment that people around the world are embracing in their droves.

Each one has its own aesthetic charm, from old warehouses to dilapidated office blocks converted into industrial, modern, creativity-inducing spaces. The cool factor is definitely a selling point for entrepreneurs, startups and freelancers alike, though there is the danger of style over substance. Let’s not forget, these are places where people come to work.

Coworkers are no different to any other office worker, in that when we go to work we expect a safe, comfortable environment to carry out our roles to the best of our ability. Community Managers in coworking spaces perform the role of keeping everyone happy and in doing so, they have to be visible within the space. After speaking to dozens of coworking spaces in London alone, this is where things tend to get a little complicated.

The most common method of reporting issues is verbally, for example, someone will walk up to a Community Manager and let them know there is a problem. What happens next is crucial. Depending on the severity of the issue, Community Managers will either ask the person reporting the issue to log a ticket in a ticketing system, put it in an email or worse still, they will fix the problem immediately without logging the job. From a health and safety perspective, when methods of communication are varied and inconsistent, monitoring and tracking what is happening within the confines of your space is nigh on impossible. You will quickly find yourself in a position of non-compliance which in turn, could result in heavy fines and potentially criminal prosecution. A damaged brand reputation can put a coworking space out of business quickly.

Another big pain point for coworking spaces is the inability to monitor third-party contracts. The majority of coworking spaces we’ve spoken to are only a couple of years old. Largely, they have entered into new contracts with suppliers for cleaning, maintenance and their AV equipment, with absolutely no way of monitoring how well each supplier is performing or not as the case may be. A poorly managed contract, inevitably results in wasting money on substandard services, with Service Level Agreement penalty clauses rarely, if ever, triggered.

The Challenges

In our experience, the three biggest challenges for coworking spaces are:

  • Ad-hoc issues requiring immediate attention are not recorded
  • Compliance and performance monitoring of one or more sites is inaccurate
  • The objective to grow the member base is compromised by unscalable processes

Collaboration across a distributed team is essential when facing these challenges, and collaboration is weakened when the methods of communication are varied and inconsistent.  As such, the risk of mistakes being made is greater than necessary.

The Solution

Move the management of your walkaround inspections, ad-hoc issue logging and monitoring of third-party contracts into one, centralised, cloud-hosted solution accessible via any device.

Then customise that solution so that there are no irrelevant templates or user journeys, and in actual fact the system feels bespoke, whereby every unique aspect of the facility is catered for. Also ensure the standards or service levels mandated by the management are ‘baked into’ the system, so that everyone is working to the same rules, and those rules are applied automatically to any issue notifications.

Once everyone captures, shares, reacts to and updates information about the management of your buildings in the same way, the transparency for management is improved.  Reporting becomes possible, in that continually troublesome areas of the facility can be identified, and specialist activities relating to unique aspects of the buildings can be scheduled against a programme of Planned Preventative Maintenance.

The Benefits

  • Issue logging templates that exactly match the attributes of your building
  • One system for logging and progressing all issues and activities across the team
  • Single-click reporting that tells you the situation in real-time, on any device
  • Automatic assignment of tasks to teams, with turnaround times based on rules
  • One version of the truth with date and time-stamped information for auditing
  • Photographic records of before/after scenarios, for future reference
  • No more paperwork, just easily accessed digital records of what happened

To caption these benefits, you will save money by being in control of your operations.

Contact Us

Find out how we can streamline your operations:

Call us on 020 7993 5858

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Or fill out a request a demo form

Whilst new to the tillr platform, we can already see the benefits of pulling building management online. The customisation is a standout feature and the team have attentively created a product for us which is closely tailored to our unique requirements. Steve Morrin

Community Lead, Huckletree

Streamline your operations