8 Must-Do Tasks Before Taking Time Off From Your Coworking Space

As a coworking space operator, shutting down for a holiday, vacation, or personal event can be tricky. A solid plan is crucial to ensure smooth operations while you and your staff are away—especially if your members will still have access to the space.

At Deskworks, we get it. We run coworking spaces too! These are our 8 must-do tasks to prepare your coworking space for unstaffed days:

1. Notify Members and Staff in Advance

Communication is key. Notify your members, staff, and broader community well in advance using multiple channels like email, text, and your member portal. Update your website, social media, and post physical signs in high-traffic areas like the reception desk and entrances. Signage is also helpful for mail and package deliveries. 

Note: Our coworking team uses Deskworks to quickly communicate closure notices via email and post updates on the digital message board, ensuring all our members are in the loop.

2. Review Your Reservations

Block off dates on your calendar to avoid accidental reservations. If you’re using a booking platform to automate reservations, ensure availability is up to date. If there are existing bookings for non-members — and you don’t allow non-members in your space during non-staffed time — reschedule them and ensure the client is notified.

Note: Your booking platform should allow you to block off your reservation calendar for specified hours or days. With Deskworks, you can set different availability for members and non-members, so everything operates smoothly while you’re away.

3. Update Business Hours on Google, Yelp, & Third-Party Sites

Even if you’ve informed your existing clients, remember to update your business hours on Google, Yelp, and other third-party platforms. Non-members and potential visitors rely on these listings, so ensure temporary hours reflect your availability. 

If you market your space using aggregators and other listing sites, notify them or update your availability on your platform to avoid clients showing up to locked doors. 

Note: Many aggregators and listing sites offer a Google Calendar integration, enabling you to manage availability in one place. Deskworks’ integrates with Google Calendar too, so you can manage your availability across multiple platforms with ease. We also have an integration with Syncaroo!

4. Plan for Member Support During the Closure

Make sure your members and guests know how to get help if needed. Set up a dedicated email, phone line, or automatic email forwarding to route requests to someone who can help. Don’t forget to set up automatic email replies and voicemail greetings with alternate contact information so no one feels left in the dark. Include details about when you’ll return and who to contact for urgent issues.

5. Finalize Billing and Member Services

Ensure your billing cycle won’t be disrupted by your absence. Establish a billing plan well in advance and make sure it’s communicated to your members and team. This will help to avoid any hiccups or confusion.

Note: Ideally, your billing, usage tracking, and payment processing should be automated, so you don’t have to worry about missing a step while you’re away. That’s how Deskworks does it!

6. Manage Your Inventory

Check your inventory to ensure there’s enough of everything your members need, like printing supplies, paper towels, dish soap, coffee, etc. You may also consider locking away valuable equipment or sensitive materials to keep them secure and organized for when you return.

7. Handle Maintenance, Clean-up, and Security

Before you go, take care of housekeeping and security. If your space will remain open to members, it’s still a good idea to empty trash bins, water plants, and clean out shared areas including the fridge and pantry. While you’re at it, ensure your security systems are operational. If your space has 24/7 access through keycards, apps, or access codes, troubleshoot any issues in advance.

8. Anticipate Your Return

Lastly, think ahead to what needs to happen when you return. Whether it’s catching up on emails, managing new bookings, or handling any issues that arose while you were away, having a clear plan for your return will help you hit the ground running. 

Note: Block a little extra time off your calendar if you need it! 😉

Simplify Your Coworking Time Off with Deskworks

Taking time off from your coworking space should be tough because you’ll miss your community, not because it’s a logistical challenge. Operators and staff deserve time to relax, recharge, and return with fresh energy for their members and team. If you’re finding it difficult to leave your space unattended, reach out to us. Your coworking management software should be handling most of the heavy lifting, so you can focus on enjoying your time off.

Ready to simplify operations and reclaim your time? Learn how Deskworks can help and start making the most of your coworking space today!