Managing the maintenance of co-working spaces

Coworking spaces have revolutionized the work life of the contemporary professional, offering flexibility, community and shared equipment in lively environments. However, running a successful coworking space is more than stunning design and convenient amenities. Maintenance management is often an overlooked area, but it is very important. Maintaining your coworking space in prime condition guarantees member satisfaction, security and long-term operational effectiveness.

In this comprehensive blog, we will explore how to manage maintenance in coworking spaces effectively, focusing on strategies that blend preventative care with responsive service so your space remains productive, professional and welcoming.

Why Maintenance Matters in a Coworking Space

Before diving into strategies, let’s understand why maintenance is so critical for coworking spaces:

• A neat and tidy area advantages a Coworking space’s ability to draw more members.
• If members are at ease and their routine works well, they are more likely to continue.
• You save money: Taking care of the assets keeps major repairs from costing you more.
• Health and safety: Ensures no accidents happen and the building meets all required regulations.

From aircon units to Wi-Fi routers and coffee machines to ergonomic chairs every aspect requires periodic maintenance to uphold the energetic work culture coworking spaces are known for.

1. Compile a Complete Maintenance To-Do Checklist

Begin with a checklist that details all the systems and equipment in your coworking space. They ought to include:

• HVAC systems
• Things like lamps and switches
• Plumbing as well as toilets
• Office tools and meeting rooms with furniture
• A network and Wi-Fi equipment
• Kitchen equipment
• Closed-circuit TV cameras, locks and similar tools
• Having fire equipment and easy-to-spot emergency exits

Make a list of things you have to do each day, week, month and quarter. For example:

• Every Day: Sanitize toilets, wipe down desks and remove rubbish from trash cans
• Every Week: You should carry out Wi-Fi speed tests, light tests and restock the kitchen once per week.
• Each Month: Examine HVAC filters, test plumbing and test alarms
• Quarterly: Every quarter, carpets are deep cleaned, the security system is checked and the air conditioner is serviced.

It helps you organize and give out duties as part of your maintenance schedule.

2. Regularly do Preventive Maintenance

To remove surprise repairs, stop them from happening in the first place. By following preventive maintenance, you catch and repair problems with equipment before they start.

Here, employees might have access to the following:

• Before you change the unit, have the HVAC serviced for the new season.
• Examine door functions like lubricating hinges and handles.
• Arranging regular smoke detector and alarm testing
• Regular software updates for things like computers or printers

Introduce asset management software so you can get notified and keep all work organized. This helps ensure people are responsible and monitors the way assets perform as time goes by.

3. Make Sure The Maintenance Support Team Functions Well.

Even with good preventative care, problems can happen. At that point, a strong support team is important.

You may apply this in two manners:

• Limited technicians available to handle maintenance during work hours in-house
• Quality electricians, plumbers and janitor services are arranged through outsourcing.

Either method, members should be able to report when they need maintenance. Create a way for people to log problems, whether online or at a real desk and make sure they are taken care of. Setting up an easy email ticketing system or a real-time update app will make the process super easy.

4. Try To Communicate Openly And Transparently With People

Maintenance issues that don’t get fixed quickly can really annoy coworking members when they obstruct their productivity.

This is how you can keep communication smooth:

• Pay attention to any problems or comments the members have.
• Give an idea of how long it will take to fix problems
• Let your members know when maintenance will happen to avoid unexpected events.
• Let your members know about the repairs done and it builds trust.

Managers in coworking spaces are expected to be both seen and heard by their clients, ready to give attention and feedback. Often asking for feedback helps reveal issues you might not be aware of says Ravi Chaubey – Founder and CEO Zon CollabHub Pvt. Ltd. a leading office space providers specializing in coworking offices and shared office spaces designed to enhance work productivity.

5. Taking Care Of Cleanliness And Hygiene Is Most Important

After the COVID-19 pandemic, hygiene in shared office spaces is now required. Basic requirements now are clean and hygienic workstations, fully sanitized areas and restrooms.

For a company to maintain high standards:

• Work with a team of professionals using detailed SOPs.
• Checklists and tracking sheets should be used for auditing purposes.
• Place hand sanitisers in spots where many people touch such as around doorknobs and light switches.
• Routinely take extra care to clean the upholstery and spaces people walk through most.

Cleanliness provides more than a nice appearance; it protects members, increases their trust and makes the brand more respected.

6. Routinely Check Your Assets and Inventory

Many people can share a coworking place at once and use its shared resources. Sooner or later, furniture becomes worn out, equipment is no longer up-to-date and stocks of supplies are used up.

To deal with this:

Maintain a virtual asset register of all equipment like desks, chairs, routers, printers, etc.

• Log purchase dates, maintenance records and projected life cycles
• Make budgets for replacement or upgrade planning ahead
• Rotate or recycle furniture to ensure maximum longevity

Asset audits also gives you insight into what's not and what is working. For example, a broken coffee machine may cost more in repairs than to replace it.

7. Leverage Technology

Contemporary coworking spaces are more and more tech-oriented. Intelligent maintenance tools can streamline processes.

Some handy solutions are:

• CMMS (Computerized Maintenance Management System): Monitor maintenance work and schedule automatically
• IoT sensors: Real-time monitor utilities such as water, electricity or air quality
• Mobile applications: Enable members to report complaints or feedback in real-time
• Digital dashboards: For facility managers to track outstanding tasks and deadlines

Making use of technology saves time, makes things more efficient and provides you with data-driven insights to improve your coworking space.

8. Train Your Team and Members

Maintenance is not only for the management team. Everyone that uses the coworking space has a role to play.

Regular train your:

• Your internal team: On safety procedures, emergency procedure, equipment usage
• Members: On the proper use of appliances, reporting damage, decorum

Display clear postings and usage guidelines throughout the area. A shared responsibility culture keeps your coworking space pleasant and functional for everyone.

9. Prepare for Emergencies

Power failures to burst pipes, emergencies can happen at any time. Keep a definite contingency plan in place:

• Backup power systems such as generators or UPS
• Emergency contact lists of service providers
• Fire extinguishers, first-aid kits, and evacuation plans
• Insurance coverage for equipment and property

Share this plan with your crew and have mock drills from time to time. Pre-emptive planning reduces panic and downtime when the unthinkable occurs say Ravi Chaubey.

10. Review and Refine Your Maintenance Strategy Regularly

Lastly, make maintenance an adaptive system. What was good last year might not be today.

Have regular reviews:

• Are complaints getting resolved quickly?
• Are your suppliers still cost-effective and reliable?
• Is member satisfaction increasing?
• Are maintenance costs rising or falling?

Refine your strategy through member feedback, team input, and data analysis.

About Zon CollabHub

Zon CollabHub is a leading office space providers specializing in coworking offices and shared office spaces designed to enhance work productivity. Since their inception in 2023, they have been dedicated to transforming the way people work by offering high-end amenities, functionality, aesthetics all in one package.