More and more companies are opting for shared spaces to improve their productivity and profitability. However, managing these spaces can be a real challenge, especially when it comes to keeping them running smoothly. In this article, we will give you some tips to optimize the management of shared spaces in companies.
Define user needs
The first step to optimizing the use of shared workspaces is to define the needs of your staff. This can be done by conducting a survey of your collaborators to understand their workspace needs. This survey can be conducted as an online questionnaire, survey or in-person discussions.
It’s about asking employees what types of workspaces they prefer, if they need some privacy to work, or if they need to interact with their colleagues. It is also important to know what kinds of tools and equipment they need to do their job effectively.
By understanding the needs of their teams, companies can design shared workspaces that meet those needs. For example, if employees need peace and quiet to work, it may be a good idea to create isolated work areas. But, if they need to interact, open workspaces may be the best solution.
To make it easier for you, it is recommended to use the solution Sharvy to successfully optimize your space.
Create clearly defined work areas
Once employee needs have been identified, you can create clearly defined work areas to maximize the use of shared workspaces. Work zones can be defined according to the needs collected and can include individual work spaces, group work spaces, meeting rooms and breakout areas.
Indeed, individual workspaces are particularly important for employees who need peace and privacy to work efficiently. These spaces can be shared offices, cubicles or isolated workspaces. Note, however, that these spaces must be well lit and equipped with basic infrastructure, such as electrical outlets and fast Wi-Fi.
As for group workspaces, they are also essential to encourage collaboration and creativity. Here, it can be shared work tables, coworking spaces or informal collaboration zones. And these spaces need to be equipped with collaboration tools, such as whiteboards, projectors and interactive screens.
Also, as far as the meeting rooms are concerned, they can be used for formal meetings, presentations or group work sessions. It is essential that these rooms are equipped with presentation equipment, such as projectors, screens and microphones.
Finally, relaxation areas are quite useful for workers who need to take a break from work. These areas can include lounges, rest areas, or recreation areas, such as ping-pong tables or video games.
Ensure easy access to tools and equipment
Ensuring easy access to tools and equipment is another important aspect for optimized management of shared workspaces in companies. Employees must have access to everything they need to work effectively, in this case, basic tools such as computers, printers, telephones and office supplies.
Indeed, as a business manager, you must provide quality tools and equipment so that everyone can work efficiently. Similarly, it is important to ensure that these tools are well maintained and updated regularly to ensure their proper functioning.
Besides the basic tools, companies can also offer additional equipment to meet the specific needs of their employees. For example, videoconferencing equipment can be made available to allow them to work remotely or communicate with colleagues located in other regions.
Better still, it is necessary to ensure that staff have easy access to the tools and equipment they need. Why not setting up process reservations for meeting rooms or the installation of a loan system for specialized equipment?
Finally, companies should ensure that their teams have access to technical assistance when needed. This may include setting up an IT help desk or training employees on the use of equipment.
Encourage communication and collaboration
Encouraging communication and collaboration is also a key element for optimized management of shared workspaces in companies. These spaces can provide many opportunities for collaboration and communication, but this requires an environment conducive to these activities.
Companies can encourage communication and collaboration by creating common spaces where employees can meet and interact easily: break rooms, coworking spaces and informal meeting rooms.
It is also important to foster a culture of collaboration by encouraging employees to work together and share their ideas and knowledge. This can be done by organizing networking events, team building activities and providing training and professional development opportunities.
Hold ! Communication and collaboration technologies can also play an important role in this regard. As a business promoter, you can set up online communication tools such as instant messengers, online collaboration platforms and corporate social networks to enable your staff members to work together remotely .
Finally, it is essential to ensure that they have the necessary equipment and tools to communicate and collaborate effectively.
Set up a reservation system
If places are not permanently determined, employees must be able to reserve the workspaces they need in a simple and efficient way to avoid any confusion or conflict.
Indeed, companies can set up an online booking system, where they can check the availability of workspaces and book them in a few clicks. This system can be integrated with a shared calendar to avoid double bookings and facilitate the management of these operations.
Likewise, you can put clear booking policies in place to help staff understand rules and procedures. For example, there may be rules regarding:
- the maximum booking duration,
- workspaces available for booking
- and the consequences of failure to make a reservation.
A well-managed reservation system can help optimize the use of shared workspaces and avoid conflicts between collaborators. It can also facilitate long-term planning by allowing workers to reserve workspaces for future projects.
Finally, it is important to ensure that the reservation system is easy to use and accessible to all members. Moreover, companies can even offer training on the use of the reservation system and provide technical support when needed.
Establish protocols for cleanliness and maintenance
When multiple people use the same workspaces, having protocols in place for cleanliness and maintenance is of paramount importance. Employees must take into account the hygiene and cleanliness of the working environment in order to guarantee a healthy climate for all.
Indeed, we recommend that companies put in place protocols for cleanliness and maintenance by providing clear guidelines to workers. These may include instructions on how to clean workspaces before and after use, how to manage waste, and how to report maintenance issues.
Also, it is not excluded to set up a regular maintenance program for shared workspaces:
- Setting up a schedule for deep cleaning;
- regular inspection of equipment and furniture;
- and immediate repair of problems.
In addition, it is also smart to provide cleaning supplies and personal protective equipment to help workers maintain a clean and hygienic work environment. For example, surface disinfectants, gloves, masks and specialized cleaning solutions.
Finally, it is important to educate employees about cleanliness and housekeeping protocols and encourage them to follow these rules to ensure a safe and clean work environment for everyone. Why not provide training on good cleanliness and maintenance practices, as well as regular reminders to encourage their staff to respect these protocols, for example?
In conclusion, managing shared spaces in business can be a challenge, but by following these tips, you can optimize the use of these spaces and improve productivity and collaboration within your company.