10/25/18

The Ultimate Guide to Onboarding New Coworking Members

When onboarding coworking members, remember that you only have one chance to make the first impression. From signing a lease agreement to sorting themselves out in the kitchen for the first time – your new client will form a clear impression about your venue on the first day of work from your space. So it’s better be a favorable one. In this article, we will concentrate on how you can use the onboarding experience to create a thriving community while going through a bunch of steps smoothly and swiftly.

Steps to Onboard New Coworking Members

Thanks to the rapid growth of technology, a lot of processes associated with onboarding can be done automatically and do not require much time. By having an integrated coworking office space software, you can streamline the majority of processes in one place.  Let’s have a look at some of them here.

1. Customizable signup

Create a web form in which your new member fills out information about themselves and chooses the membership that suits their needs.

2. Sign a lease contract

You can actually send a contract by email in advance so that a member familiarizes themselves with it. Make sure that a user has read the terms and conditions laid out in the agreement before they sign it in person and is aware of the guest policies, pet policies, etc.

Thanks to the cutting-edge software tools that allow track events, book rooms and sign up online modern coworking spaces can do without any sticky notes

3. Give access to your softwares and services

In the software, allow a new member to book meeting rooms and sign up for your special events, receive invoices and change membership tier if needed.

4. Set up access control

If you use a cloud-based system like Kisi, all you have to do is simply add a new member and grant them access to certain facilities. You can give your new user an access card, or they can make use of their mobile credentials depending on the technology you are using.

5. Show them around office amenities

Walk through the place and show where their private office or open space is, where the member can make phone calls and hang out with the peers in a casual atmosphere, make a coffee or grab a sandwich.

As you walk a new member and show them around, be sensitive to their needs and answer the questions they might have

6.  Ask them questions

Throughout any of the processes described above try to answer any questions that a new member might have. Asking them questions gives them more reassurance and helps clarify their doubts.

More Employee Onboarding Tips

You may remember it from your own experiences that starting a new job or joining an established organization or a community is often stressful. Think of that when you welcome new coworking members and try to make them integrate with your community the moment they cross the threshold of your space as that will help to create quality members. Here are some tips on how to do it:

1. Make it experiential

Instead of handing a 20-something page boring member manual, leave some place for human interaction and communication. Show a new person around and encourage communication with other members so that they learn how things work gradually whenever such a need arises.

2. Try to achieve inclusion on the first day

As you walk a new member and show them around, introduce them to the coworkers whom you meet on the way. It is a good idea to group that month’s new members and ask the veterans to talk to the newbies of a certain thing or event.

3. Encourage communication

Create events and situations in which members can interact and learn about some things such as access to coworking amenities from each other rather than by constantly approaching the community manager.

Remember that the onboarding process is an essential part of a coworking experience that can help create lasting relationships and useful referrals. Therefore, the service has to be friendly, smooth and swift. Thanks to coworking software and the steps outlined above you can plant the seed of engagement by creating an enjoyable onboarding experience.

The Yard Coworking

Learn how cloud-based access control saves The Yard's community managers 40+ hours each week.

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