What Is coworking? A comprehensive guide to shared workspaces

Coworking spaces have come a long way since the first official one opened in San Francisco back in 2005. Designed for freelancers, remote workers, and small businesses, these spaces offered flexibility and a sense of community.

As coworking spaces grew in popularity, so did the need to manage resources like desks and meeting rooms, prompting the adoption of tools that allow members to book desks and meeting rooms in advance. But what exactly is coworking, and why is it so appealing to today’s workforce?

What is coworking?

Coworking is a flexible workspace model where employees from different companies and industries share the same office space. Popular among freelancers, startups, and remote workers, these spaces offer desks, meeting rooms, and amenities like Wi-Fi, printers, and coffee—without the need for long-term leases. In short, coworking fosters community while providing the structure of an office, making it an ideal setup for those seeking collaboration and flexibility.

What are the benefits of coworking spaces?

Businesses are turning to coworking spaces for their flexibility, convenience, and space management tools:

• Easy workspace management. Tools for desk booking and meeting room scheduling give employees access to the resources they need, when they need them.
• Real-time insights. Businesses can track space usage to optimize resources, plan ahead, and adapt quickly to changing needs.
• Scalable solutions. Whether scaling up for a larger project or downsizing temporarily, coworking spaces make it easy for teams to adjust their space without having to commit to a long-term lease or deal with the hassle of relocating to a new office.

How do coworking spaces operate?

Coworking spaces rely on advanced tools to make sure things run smoothly and to cater to the diverse needs of everyone there. These tools streamline everything from desk reservations to space utilization.

Hot desking

Hot desking is a popular feature that allows members to reserve desks on a first-come, first-serve basis. This flexible setup lets individuals choose where to work each day. 

Solutions like Envoy Workplace include features like Envoy Desks, where an employee can open the mobile app, check for available desks, and reserve their spot—instantly. Desks can also be booked by the hour or assigned to specific individuals. On the backend, the platform tracks desk usage trends so admins can see how spaces are being used and adjust layouts to meet demand.

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Office hoteling

Office hoteling takes the concept of flexible seating a step further by allowing users to reserve desks or meeting spaces in advance. This setup is ideal for companies with hybrid teams that need to plan their office presence ahead of time. 

Envoy Workplace simplifies hoteling with tools like Envoy Rooms, which allow employees to book rooms and view available amenities. For hybrid teams, this tool is handy for planning office attendance. Admins can gain insights into space usage to optimize layouts and plan for the future.

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Space management software

Space management software is the backbone of coworking operations. It tracks occupancy, desk usage, and meeting room bookings, giving admins insights into the most in-demand and underutilized areas.

With space management solutions like Envoy Workplace, admins can monitor occupancy levels, desk and room usage, and visitor data to make informed decisions about layout changes, resource allocation, or even facility expansion. These insights help optimize space and reduce costs.

What are the different types of coworking spaces?

Coworking spaces come in different formats to meet a variety of needs:

• Open-plan spaces. Ideal for collaboration and networking, these areas encourage interaction and teamwork. Think WeWork, Impact Hub, or Regus.
• Private offices. Perfect for teams or individuals who need quiet, focused workspaces with added privacy.
• Hybrid models. These spaces combine open desks and private offices, allowing workers to choose the best environment for their tasks.

What amenities are typically offered in a coworking space?

Coworking spaces offer a variety of amenities that cater to different working styles and needs, ranging from basic features like desks and meeting rooms to specialized tools that enhance productivity and comfort.

Fully-stocked desks

Coworking spaces often provide desks equipped with features like dual monitors, sit/stand options, and ergonomic chairs, allowing members to work comfortably and boost productivity.

Meeting room amenities

Meeting rooms are typically furnished with tools that support collaboration, such as whiteboards, AV equipment, and video conferencing systems. Folks can book these spaces in advance to secure the right environment for productive meetings.

Flexible workspace options

Coworking spaces offer a mix of open-plan seating, private offices, and quiet zones. Individuals can choose spaces based on their tasks, switching between focused work areas and collaborative spaces as needed.

Comfort and collaboration zones

In addition to desks and meeting rooms, coworking spaces usually include shared areas like lounges and kitchens that are designed for relaxation, networking, or informal collaboration. These areas provide an opportunity for members to take breaks or connect with others in a more casual setting.

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How to choose the right coworking space for your needs

When choosing a coworking space, make sure to find one that aligns with your team's needs and growth plans. Instead of just focusing on amenities, consider the space's tools and how they'll help you manage your team's workflow effectively.

1. Check if the space uses booking tools. Real-time booking software prevents double-booking and helps avoid overcrowded areas. Plus, these tools make it easy for teams to adjust to changing schedules and needs on the fly. It's all about ensuring flexibility without sacrificing efficiency.
2. Look for desk and room management software. These tools allow your team to reserve workspaces that fit their specific criteria, whether they need focus areas or collaborative meeting rooms. They also provide insights into space usage, helping you to better forecast your team's future needs.
3. Ensure support for hybrid work models. If your team operates on a hybrid schedule, choose a space that supports hot desking and office hoteling. These features let employees book workstations or rooms when they're in the office.
4. Business flexibility and scalability. Your coworking space should accommodate your needs as your business evolves. Choose a space that offers flexible leasing options, booking systems, and adaptable layouts. This will ensure that as your team grows, you can expand seamlessly without compromising comfort or functionality.

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