On the surface, onboarding new members seems like a fairly intuitive process: Bring in new members, make them feel welcome, and let them get to work. In reality, that is a short-sighted view of the full onboarding process.
Member onboarding is comprised of several smaller steps, interactions, and transactions with different employees.
As a result, friction and frustration can arise. And this is the last thing you want a brand new member to experience.
To mitigate friction, there are specific steps and tips that you can follow to ensure a smooth and pleasant onboarding for new members.
First, let’s have a look at the steps a new coworking member takes before getting to work.
Steps to onboard new members to a coworking space
- Execute a Coworking Agreement: Members begin by formalizing their commitment through a digital coworking agreement. This allows them the convenience to review and sign the document electronically, ensuring they understand the terms fully before commencing work.
- Provide Access to Software and Services: Utilize management tools like Archie for operational efficiency. Members can leverage these systems to personalize their experience, such as creating profiles, reserving conference rooms, and submitting service tickets to communicate issues.
- Implement Access Control Protocols: Educate each member on the chosen access control system, ensuring they can easily navigate entry and exit points. This includes activation of personal keycards or FOBs.
- Conduct an In-depth Facility Tour: Offer a detailed walkthrough of the space to complement the initial tour given during membership consideration. This introduces the functional aspects of the space, such as the access system and kitchen layout, and facilitates personal introductions to the team.
- Encourage Dialogue and Openness: Establish open lines of communication from the outset. By showing genuine interest in member needs and encouraging questions, you encourage an environment where members feel valued and supported, reducing turnover and building a strong community.
Encouraging Community Through Social and Networking Events:
One of the unique selling points of a coworking space is the community. To make the most of this feature, consider implementing a variety of social events and networking opportunities that facilitate community building and peer introductions.
Here are some ideas to consider:
- Welcome Socials: Host a monthly mixer that is specifically designed for new members. This provides an opportunity for newcomers to meet other members in a relaxed, informal setting.
- Themed Networking Events: Organize events around specific themes that align with the interests of your members or the industries they represent. For example, a tech talk for IT professionals or a creative showcase for designers can spark conversations and connections.
- Peer Introduction Programs: Develop a peer introduction system where existing members are matched with new members based on shared interests or industry focus.
- Skill-Sharing Workshops: Capitalize on the diverse skill sets within your coworking space by arranging workshops where members can learn from each other.
- Community Collaboration Projects: Encourage members to collaborate on community projects, whether it’s a charity event or a shared business venture.
- Digital Community Platforms: Encourage digital tools like the Archie platform to create an online community hub where members can interact, share knowledge, and support each other’s business endeavors, enhancing the physical community building with a virtual extension.
Incorporating these ideas into your onboarding process ensures that new members are absorbed into the fabric of your coworking community from the start.
Tips & ideas for a memorable member onboarding
Creating a memorable member onboarding experience is about tapping into the emotions and needs of new members from the moment they step into your coworking space. Remember the butterflies you had on your first day at a new job? Now imagine if that day was filled with thoughtful gestures that instantly made you feel like a valued part of the team. That’s the kind of welcome you want to give your members.
Here are a few tips and ideas to ensure your new members are not just satisfied, but delighted with their decision to join your coworking community.
Craft an Exceptional Welcome Packet
Go beyond the standard manual; inject local flair by including a curated guide to nearby culinary gems, hip coffee shops, and unique local attractions. Enhance their welcome with exclusive offers, like complimentary tickets to a local event or vouchers for popular eateries you’ve partnered with. This not only serves as a warm introduction but also positions you as a thoughtful connector to the local scene.
Personalized Introductions: Face-to-Face and Digital
Utilize your coworking platform to announce the arrival of a new member. A feature on Archie, for example, can alert current members to extend a welcome, helping to weave the new member into the social fabric of your space. This not only celebrates their arrival but also signals to existing members to include the newcomer in conversations and activities.
Continuous Engagement Post-Onboarding
Picture dining at a restaurant where the service ends the moment your dish is placed before you. The lack of attention can leave a bitter taste, regardless of how exquisite the meal is. Similarly, don’t let your onboarding efforts stop at “welcome.” Follow-up interactions are crucial. Schedule periodic check-ins to offer support, answer questions, and collect feedback. This ongoing dialogue not only shows that you care but also builds a foundation for a community that values each member’s input and well-being.
Each of these steps is an integral part of the narrative you’re creating for your members — one where they feel more than just accommodated; they feel celebrated. With these tips, the onboarding process becomes an experience that members will reminisce about long after they’ve settled in.
Final Thoughts
Onboarding new members into a coworking space is an important opportunity to encourage a welcoming, collaborative environment. With platforms like Archie, this process becomes a seamless blend of efficiency and personal touch.
Archie’s automation, community engagement tools, and access control integrations are key to a smooth transition for members, reducing administrative overhead and enriching their entry into the community. By harnessing these capabilities, coworking spaces can ensure that each member’s first experience is as inviting as possible, setting the stage for a productive and integrated community from day one.
