Coworking Choice
Choosing coworking space for a business: a method
Choose coworking space for an Australian business by checking work patterns, the exact site, access, facilities and the written offer.
Use the same method for each option: pin down what the business needs, check workspace types and exact sites, then review the written offer. Start with the tasks that must work each week; a convenient location or attractive fee will not solve a recurring shortage of suitable desks or meeting space.
Decide what the space must support
Record who will attend, when they will be there and what they will do. Separate desk work from client meetings, confidential conversations, equipment use and storage. Include visitors and any routes or facilities people need to use the workplace.
Mark each need essential, flexible or optional. An essential need would prevent normal work if unmet. A flexible need might be met by booking a room occasionally instead of keeping one permanently.
Check the busiest likely day as well as an ordinary day. Average attendance can hide a shortage when everyone comes in together.
Check site suitability
A workspace can fit the team's routine but still be unsuitable for the business. Consider whether it needs to be close to customers or attract passing visitors; high foot traffic matters more to some businesses than others. Treat location as one requirement, not proof that a site is suitable.
Check whether the proposed premises are zoned for the business's intended use and whether any necessary permits or approvals can be obtained. For a Brisbane site, use Brisbane City Council’s City Plan online to check the property’s zoning, neighbourhood plan and overlays. Confirm applicable requirements with the relevant local council before treating a site as viable.
Identify any facilities or utilities the work requires, such as bathrooms, a kitchen, special equipment or a specific power connection. Confirm these needs against the proposed premises.
Choose the workspace type
A hot desk is shared seating rather than a permanent place. A dedicated desk reserves a work point for one user, usually within a shared area. A private office reserves an enclosed area for a team. The precise rights to seats, storage, guests and services depend on the product and agreement.
Build a candidate list from operator location and product pages. Examples include Tank Stream Labs, WeWork and Servcorp; compare exact sites and products against the same needs rather than assuming an operator offers identical arrangements everywhere.
If people frequently leave shared desks to take private calls, check whether suitable booths or rooms are available when needed and what they cost. If a private office would often be empty, compare it with shared desks and booked rooms. Judge privacy by what others can hear and see at the actual site; an office door alone does not settle that question.
Consider the simplest workable option
A trial arrangement can help a business refine its service or attract customers before committing to a more expensive space. For a professional service, business.gov.au gives coworking space and a virtual office as options to try.
Tank Stream Labs lists day passes. Where a day pass is offered for a candidate site, use it on a normal workday and check the arrangement against the essentials on your needs list, including access, workspace and any rooms or facilities you require.
Compare the working day at each site
Visit when your team would normally work and ask to see the exact proposed area. Follow the route from entry to the work area, meeting rooms, toilets and exit. Check guest arrival, access outside staffed hours and who can help when a booking or facility fails.
| Decision | Ask at each site |
|---|---|
| Work area | Which seats or room can our users occupy, and how are they allocated? |
| Meetings | Which rooms can we book, when, and under what limits or charges? |
| Access | Which days, hours and entrances can each user use? |
| Facilities | Can people reach the facilities they need during those hours? |
| Support | Who handles access failures, faults and disputed bookings? |
Test the site against business activities
Assess the site against the business’s activities now and as they may evolve. If expansion is part of the plan, ask whether the space can adapt or whether additional space could be available later.
Check the written offer
Request a proposal for the exact site, space and number of users. Confirm what is included, what needs a separate booking and what happens if attendance changes. Include likely room use, additional users, storage and other relevant charges in the comparison. Do not assume that a coworking membership includes the same services or access as a private office, even with the same operator.
Choose an offer that meets every essential need within a commitment the business can accept. Keep the proposed area and written entitlements together, and ask for written clarification before agreeing if an essential point remains unclear. Review the arrangement once actual attendance and room use are known.
Confirm the premises are viable
Treat a site as viable only when its proposed business use and any necessary approvals have been checked with the relevant council, and it meets every essential need. Compare the remaining sites against ordinary and busiest-day requirements, planned growth and the written offer. Rule out any site that misses an essential requirement.
In this guide
- Coworking versus a conventional office lease: a comparisonCompare coworking with an office lease through equivalent space, total commitment, control, responsibilities and exit terms.
- Comparing a hot desk with a dedicated officeCompare hot desks with a reserved private office through team use, privacy, storage, access and actual product limits.
- Defining workspace needs before a site visitPrepare a workspace brief before touring coworking sites, covering attendance, tasks, access, budget limits and questions to verify.
