How Digital Room Signage Can Enhance Coworking Spaces

Coworking spaces have transformed into a popular concept in recent years. In the modern workforce and professional life, a coworking space embodies a carefully designed environment that caters to professionals. They go beyond coffee shops and home offices. So what are coworking spaces? And what are the challenges of having a space rental like this?

Coworking spaces are shared work environments or community centers where individuals from different companies, backgrounds, or professions work alongside each other in a communal environment. These spaces provide a flexible alternative to traditional office setups and cater to freelancers, remote workers, startups, and even small businesses.

Typically, coworking spaces offer various amenities such as desks, chairs, cubicles, meeting rooms, high-speed internet, power outlets, printers, and sometimes even refreshments like coffee and snacks or full canteens. Professionals in the coworking space will be able to use the equipment and amenities provided to accomplish their own tasks and finish their work for the day. It provides a sense of community and flexibility, especially for people who work alone or remotely.

Nowadays, coworking spaces have gone beyond the usual communal working environment. Some may host networking events, workshops, and other community-building activities to foster collaboration and interaction among members even when they’re not working for a single corporation or entity. This makes a great alternative environment for non-traditional employees, gig workers, remote employees, independent workers, and more.

The increase in demand for coworking spaces also came from the popularity and necessity of remote working setups in recent years. Coworking spaces became a haven for professionals who don’t have a proper office or space at home, remote workers who are looking for something collaborative, or workers who want to avoid crowded public spaces and offices. Five years ago, there were only over 18,000 coworking spaces. By the end of 2024, there will be an estimate of over 41,000 coworking spaces worldwide.

Coworking spaces vary in size, style, and pricing, ranging from large, corporate-owned facilities to smaller, independently-run spaces with a specific focus or theme. The appeal of coworking spaces lies in their flexibility, efficiency, cost-effectiveness, and opportunities for networking and collaboration with like-minded individuals.

Coworking spaces bring a lot of benefits to various kinds of workers, especially in a modern world coping with a pandemic. These spaces create an engaging and aesthetic environment that can help workers fulfill their duties, no matter the nature of their work or the background they come from.

Flexibility: Coworking spaces typically offer flexible membership options. They offer diverse individuals to choose from daily, weekly, monthly, or annual payments based on their needs. This flexibility is particularly valuable for freelancers, remote workers, and startups that may not require a long-term commitment to a traditional office lease.

Cost-effectiveness: Renting a dedicated office space can be expensive, especially for individuals, independent workers, or small businesses. Coworking spaces provide a more affordable alternative. This is because members usually pay only for the space and amenities they use, without the overhead costs associated with maintaining a private office for a long time.

Community and camaraderie: Working on one’s own can be lonely and isolating. Coworking spaces offer a supportive community where members can try to socialize, exchange ideas, and even seek advice from peers. This sense of camaraderie can boost motivation, creativity, and overall well-being.

Professional amenities: Coworking spaces are equipped with amenities such as high-speed internet, meeting rooms, printing facilities, and kitchen areas. These resources enable members to work productively and efficiently, without the need to invest in expensive equipment or infrastructure. This also ensures that workers have the equipment that they might not have available at home.

Increased productivity: Coworking spaces provide a conducive environment for focused work, free from distractions commonly found in home offices or coffee shops. In a 2023 study, 46% of respondents said their productivity and output improved since joining a coworking space. With the presence of other motivated professionals, individuals stay accountable and maintain a productive work routine.

Work-life balance: For remote workers or freelancers, separating work from home life can be challenging. Coworking spaces offer a designated workspace outside the home. As a result, individuals can maintain a healthier work-life balance and avoid the pitfalls of overworking or burnout. According to a coworking market data report, 77% of coworking space users also improved their work-life balance. This shows how coworking space can help set boundaries and find the balance between work and personal life.

Networking opportunities: Coworking spaces bring together professionals from diverse industries and backgrounds. This creates ample opportunities for networking, collaboration, and knowledge sharing. Starting conversations with fellow members can lead to valuable partnerships, referrals, and new business opportunities.

With the global pandemic and the rising need for coworking spaces, more and more businesses are looking forward to managing coworking spaces of their own. And while this can be a lucrative endeavor, one should also think about the challenges that come with the management of coworking space rentals.

Remember that you should be creating an engaging and welcoming environment for workers. If you cannot manage and enhance an environment like that, the coworking space may not be successful. Here are a few challenges to consider:

#1 Membership management

Membership is going to be a significant challenge for coworking space rentals, especially those that have a bigger property. Keeping track of various membership plans, payment or billing cycles, and member preferences can be complex. It requires efficient systems for onboarding new members, managing renewals, and handling cancellations or changes to membership status.

#2 Noise management

Noise can be expected in any public, open spaces which can be a problem for coworking spaces. While workers are responsible for their own noise, management should know how to enforce certain rules to keep noise levels to a minimum. Having separate meeting rooms and conference rooms can also help keep the environment quiet and ruckus-free for other workers.

#3 Space optimization and scheduling

Another challenge is balancing supply and demand to ensure that the entire space or property is adequately utilized without overcrowding or underutilization. Effective space management involves optimizing desk or cubicle allocation, meeting room bookings, and event scheduling. Keeping track of these properly and efficiently will help maximize revenue and member satisfaction.

#4 Community building

Fostering a vibrant and inclusive community within the coworking space requires ongoing effort and engagement. This involves organizing small networking events, workshops, and even social activities to facilitate interaction and collaboration among members.

#5 Maintenance and facilities management

Maintaining a clean, comfortable, and well-equipped workspace is essential for member satisfaction and overall ambiance. Managing facilities such as internet connectivity, HVAC systems, furniture, and amenities requires proactive maintenance and timely resolution of issues.

#6 Security and access control

Ensuring the safety and security of members and their belongings is paramount when it comes to coworking spaces. Implementing access control measures, surveillance systems, and protocols for handling visitors can help mitigate security risks and maintain a safe working environment for everyone.

#7 Customer service and member retention

And of course, it will also be challenging to provide excellent customer service and address member concerns in a timely manner. After all, these are essential for member satisfaction and retention. Building strong relationships with members and proactively seeking feedback can help improve service quality and loyalty.

For those who manage a coworking space rental, installing digital room signage can help prevent certain challenges and enhance coworking spaces. Digital labels, like the SOLUM ESL, can be transformed into room signage. While ESL (electronic shelf labels) are known for retail environments, they can be used for other purposes such as warehousing, inventory, and other commercial settings. In a coworking space, this might be a much-needed modern solution.

Here are a few ways digital labels as room signage can help coworking spaces:

Improved wayfinding

Digital room signage can provide clear and dynamic directions to meeting rooms, event spaces, cubicles, and other facilities within the coworking space. Digital labels, like SOLUM’s Newton ESL, have a wide range of size variations, which can help display any navigation information or content. This helps members and visitors navigate the space more efficiently, which reduces confusion and saves time for everyone. 

Real-time room availability

Digital labels as room signage can display real-time information about the room. This includes meeting room availability, time booked, reservation status, or any upcoming bookings. Members can easily check the availability of meeting rooms and other facilities at a glance. This will enable them to plan their daily meetings and activities more effectively.

Newton ESL, for example, has AIMS (advanced information management system). This will help management oversee and manage booking schedules and availability for their room or cubicle amenities. They can also modify the content of the digital labels as needed to show all the necessary information for the members.

Efficient resource and space utilization

Digital room signage can help optimize the utilization of meeting rooms and other shared resources within the coworking space. By providing visibility into room usage patterns with digital labels and using a system like AIMS to manage occupancy, operators can identify opportunities to maximize usage efficiency and allocate resources more effectively.

Remote management and monitoring

Digital room signage like Newton labels can be remotely managed and monitored through the AIMS platform. This allows operators to remotely update content, schedule bookings, and troubleshoot issues from a centralized dashboard. This makes it easier for those managing a larger coworking space rental with multiple meeting rooms, conference rooms, individual desks, and cubicles. This streamlines administrative tasks and ensures that the signage system operates smoothly at all times.

Enhanced member experience

Digital room signage can be customized with branding elements, interactive features, and personalized messages to create a more engaging and memorable experience for the workers. This not only enhances the aesthetic appeal of the coworking space but also reinforces the brand identity and values.

Making your coworking space stand out for professionals takes the right kind of solutions. Whether it be having optimal and comfortable furniture, having private or separate meeting rooms, or installing digital labels, you can create an appealing and effective space for diverse professionals. Talk to SOLUM experts today and find out how room signage solutions can take a coworking space to the next level.