The First Day Matters
Starting a new job is nerve-wracking in any setting. Starting a new job in a shared office, where your employer is one of several businesses in the building, adds an extra layer of unfamiliarity. The good news is that with a little preparation, you can turn the shared environment from a potential source of confusion into a genuine advantage.
A thoughtful onboarding process signals to your new hire that your business is organised, professional, and considerate. It sets the tone for their entire tenure with your company. Investing an hour or two in preparation pays off many times over in terms of engagement and retention.
Before They Arrive
Sort out the practicalities before your new team member walks through the door. Ensure their desk or workspace is ready, clean, and equipped with everything they need: monitor, keyboard, mouse, stationery, and any company-specific tools. Set up their email, software access, and any building access cards or codes in advance.
Prepare a brief welcome document that covers the essentials of the shared office: where the kitchen is, how to book a meeting room, the wifi password, printing instructions, and any house rules specific to the building. This saves them from having to ask about every small detail and helps them feel self-sufficient from the start.
The Building Tour
Walk your new hire through the entire facility, not just your office. Show them the kitchen, the meeting rooms, the bathrooms, the common areas, and any breakout spaces. Introduce them to the building manager or community coordinator if there is one. Point out the fire exits and first aid kit.
This tour serves a dual purpose. It familiarises them with the physical environment, and it signals that they are welcome in the whole building, not just their desk. In a shared office environment, feeling comfortable in the common spaces is important for wellbeing and for making the most of the community.
Introducing the Wider Community
One of the advantages of a shared office is the built-in community. Encourage your new hire to introduce themselves to people they meet in the kitchen or common areas. If you have established relationships with other businesses in the building, make some introductions on day one.
This is not about forcing small talk. It is about helping your new team member feel like they belong in the space. Knowing a few friendly faces outside their own company makes the daily experience more enjoyable and can lead to useful professional connections over time.
Setting Expectations for the Shared Environment
Be upfront about the etiquette of working in a shared space. This might include keeping noise levels reasonable, cleaning up after yourself in the kitchen, being mindful of phone call volume, and respecting other people's focused work time. Most of this is common courtesy, but it helps to set expectations explicitly rather than assuming everyone shares the same norms.
If your business has a private office, explain which conversations should happen inside the office and which can happen in common areas. If your team member uses a dedicated desk in a shared area, discuss the best approach for phone calls and video meetings, whether that means using a meeting room or stepping into a quieter space.
The First Week
Check in with your new hire regularly during their first week. Ask how they are finding the space, whether they have everything they need, and if anything about the shared environment is causing difficulty. Small issues, like not knowing how the coffee machine works or feeling uncertain about kitchen etiquette, are easy to resolve early but can become sources of ongoing frustration if left unaddressed.
Consider having lunch together in the first week, either in the office kitchen or at a nearby cafe. This informal time helps build rapport and gives your new team member a chance to ask questions they might not raise in a more formal setting.
Making It an Ongoing Process
Onboarding is not a single-day event. Over the first month, ensure your new hire is settling into both the company culture and the shared office environment. Encourage them to attend any community events the coworking space organises, and continue making introductions as opportunities arise. A well-integrated team member who feels comfortable in their work environment is a productive, loyal team member. Contact Office.101 to learn how our shared office environment supports growing teams.
