Building and Scaling Your Team in Coliving Business

Before reading this do give a read to the following

1. Understanding the Coliving Industry
2. Developing Your Coliving Concept
3. Choosing the right location for your Coliving
4. Designing Your Coliving Space
5. Building a Thriving Coliving Community
6. Setting Up the Workspace in your Coliving
7. Financial Planning and Unit Economics in Coliving
8. Marketing Your Coliving Space
9. Legal and Regulatory Considerations in Coliving

A successful coliving space relies not just on its physical space and amenities but on the people who manage and nurture the community. Building a strong, dedicated team is crucial to the smooth operation of your coliving space and the cultivation of a positive, engaged community. As your coliving business grows, scaling your team effectively becomes key to maintaining the quality of service and community spirit that sets your space apart. This section will guide you through identifying key roles, recruiting and training staff, and managing and scaling your team as your business expands.

Key Roles in a Coliving Operation

1. Community Manager
1. Role Overview: The community manager is the heart of your coliving space. They are responsible for fostering a sense of community among residents, organizing events, managing resident interactions, and ensuring that everyone feels welcome and included. This role requires strong interpersonal skills, a passion for community building, and the ability to handle conflicts or issues that arise within the community.
2. Daily Responsibilities: Daily tasks might include welcoming new residents, organizing social events or group activities, managing resident communications, and addressing any concerns or feedback. The community manager often acts as the face of the coliving space, creating a positive atmosphere that aligns with the brand’s values.
3. Case Study - Coworksurf: In a coliving space like Coworksurf, the community manager might also be involved in coordinating surf lessons, group outings, or workshops, ensuring that the community remains engaged and active.
2. Property Manager
1. Role Overview: The property manager is responsible for the physical upkeep of the coliving space. This includes managing maintenance, repairs, and cleaning services, as well as ensuring that the property complies with local regulations and safety standards. A good property manager is detail-oriented, organized, and capable of managing multiple tasks simultaneously.
2. Daily Responsibilities: Daily duties could include coordinating with maintenance staff, conducting inspections to ensure the property is in good condition, managing vendor relationships, and overseeing any renovation or improvement projects. They also handle logistics such as security, utilities, and waste management.
3. Case Study - Urban Coliving: In an urban coliving space, the property manager might face challenges related to managing a high-traffic property with multiple shared spaces, requiring efficient coordination and problem-solving skills.
3. Marketing Specialist
1. Role Overview: The marketing specialist is tasked with promoting your coliving space, attracting new residents, and maintaining a strong brand presence online and offline. This role involves developing and executing marketing strategies, managing social media, creating content, and overseeing advertising campaigns.
2. Daily Responsibilities: Daily tasks might include creating social media posts, managing email campaigns, updating the website, analyzing marketing data, and coordinating with external partners such as influencers or media outlets. The marketing specialist plays a crucial role in ensuring that the coliving space remains visible and appealing to potential residents.
3. Case Study - Thematic Coliving: In a themed coliving space, the marketing specialist might focus on niche marketing strategies, such as targeting specific online communities or attending industry events to promote the space.
4. Operations Manager
1. Role Overview: The operations manager oversees the day-to-day operations of the coliving space, ensuring that all aspects of the business run smoothly. This includes managing budgets, coordinating between different teams (e.g., community, property, marketing), and implementing operational processes that improve efficiency and resident satisfaction.
2. Daily Responsibilities: The operations manager’s responsibilities include budget management, process optimization, vendor management, and overseeing staff training and performance. They ensure that all departments work together cohesively and that the coliving space operates efficiently.
3. Case Study - Scaling Coliving: As a coliving space scales, the operations manager might also be involved in opening new locations, developing standardized operating procedures, and ensuring consistency across multiple sites.
5. Event Coordinator (Optional)
1. Role Overview: If your coliving space frequently hosts events, workshops, or social activities, an event coordinator can be a valuable addition to your team. This role involves planning, organizing, and executing events that align with the community’s interests and enhance the resident experience.
2. Daily Responsibilities: The event coordinator handles all aspects of event planning, from brainstorming ideas and booking venues to managing budgets and coordinating with vendors. They also promote events to residents and ensure smooth execution on the day of the event.
3. Case Study - Creative Coliving: In a creative-focused coliving space, the event coordinator might organize art exhibitions, music performances, or collaborative workshops, contributing to the vibrant and dynamic community atmosphere.

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Recruiting and Training Staff

1. Hiring for Cultural Fit
1. Importance of Alignment with Values: When recruiting staff for your coliving space, it’s essential to hire individuals who align with your brand’s values and mission. Cultural fit is critical in a coliving environment, where staff not only perform their duties but also contribute to the community’s overall vibe and spirit.
2. Interview Process: During the interview process, assess candidates not only for their technical skills but also for their interpersonal abilities, empathy, and enthusiasm for community-building. Ask questions that reveal how they handle conflicts, their approach to teamwork, and their passion for the coliving concept.
3. Case Study - Wellness Coliving: In a wellness-focused coliving space, hiring staff who are passionate about health, mindfulness, and sustainability will help create an authentic and cohesive environment that resonates with residents.
2. Comprehensive Training Programs
1. Onboarding Process: A thorough onboarding process is essential to help new hires understand the operational procedures, community guidelines, and the overall vision of your coliving space. This process should include an introduction to the team, a walkthrough of the property, and training on specific job duties.
2. Ongoing Training and Development: Beyond initial onboarding, provide ongoing training opportunities to help your staff grow in their roles. This could include workshops on conflict resolution, community management, customer service, or any other skills relevant to their position. Regular training ensures that your team remains motivated, competent, and aligned with the latest industry practices.
3. Case Study - Remote Work Coliving: In a remote work-focused coliving space, ongoing training might include courses on digital tools, communication strategies, and remote work best practices, ensuring that staff can support residents effectively.
3. Creating a Positive Work Environment
1. Fostering Team Spirit: Just as you aim to build a strong community among residents, it’s equally important to foster a positive and supportive work environment for your staff. Encourage open communication, recognize achievements, and create opportunities for team bonding through social events or team-building activities.
2. Work-Life Balance: Ensure that your staff has a healthy work-life balance. Overworked or stressed employees are less likely to perform well, which can negatively impact the resident experience. Offer flexible working hours, sufficient time off, and resources to manage workload effectively.
3. Case Study - Boutique Coliving: In a boutique coliving space, creating a close-knit team that feels valued and supported can translate into better service and a more personalized experience for residents.

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Managing and Scaling Operations

1. Establishing Standard Operating Procedures (SOPs)
1. Importance of SOPs: As your coliving business grows, establishing Standard Operating Procedures (SOPs) is essential to maintaining consistency and efficiency across different locations or teams. SOPs provide clear guidelines for all operational aspects, from resident onboarding and event planning to maintenance and emergency protocols.
2. Developing and Documenting SOPs: Start by documenting the procedures for each key role and activity within your coliving space. Involve your team in this process to ensure that the SOPs are practical and comprehensive. Regularly review and update these procedures to reflect changes in operations or industry standards.
3. Case Study - Multi-Site Coliving: In a coliving business that operates across multiple locations, having standardized SOPs ensures that each site delivers a consistent resident experience, regardless of location.
2. Maintaining Quality Control
1. Monitoring Performance: Regularly monitor the performance of your staff and the quality of services provided to residents. This can be done through resident feedback, regular staff reviews, and performance metrics. Use this data to identify areas for improvement and implement changes where necessary.
2. Resident Satisfaction Surveys: Conduct regular resident satisfaction surveys to gauge how well your team is meeting the needs and expectations of residents. These surveys can provide valuable insights into what’s working well and where there might be room for improvement.
3. Case Study - High-End Coliving: In a high-end coliving space where residents expect premium service, maintaining strict quality control measures ensures that the level of service remains consistently high, even as the business scales.
3. Scaling Your Team with Business Growth
1. Planning for Expansion: As your coliving business grows, you’ll need to scale your team to manage increased operations effectively. This might involve hiring additional staff, promoting existing team members to leadership roles, or creating new roles to address emerging needs.
2. Training and Development for Leaders: As you scale, focus on developing leadership skills within your team. This can involve training programs, mentorship opportunities, or external courses. Strong leadership is crucial for maintaining the quality and culture of your coliving space as it expands.
3. Case Study - Global Coliving Network: In a global coliving network, scaling might involve establishing regional managers who oversee operations in different areas, ensuring that each location adheres to the brand’s standards and values while adapting to local needs.
4. Leveraging Technology for Team Management
1. Digital Tools and Systems: Implement digital tools to streamline team management, communication, and task coordination. Project management software, communication platforms, and automated systems can help keep your team organized and efficient, especially as your business scales.
2. Case Study - Tech-Enhanced Coliving: In a tech-enhanced coliving space, using digital tools like Slack for team communication, Trello for task management, and cloud-based property management systems can significantly improve operational efficiency and ensure smooth day-to-day operations.

Overcoming Common Challenges in Team Building

1. Handling Staff Turnover
1. Reducing Turnover: High staff turnover can disrupt operations and negatively impact resident experience. To reduce turnover, focus on hiring the right people, offering competitive compensation, and creating a supportive work environment where employees feel valued and engaged.
2. Effective Onboarding: When turnover does occur, ensure that your onboarding process is robust enough to get new hires up to speed quickly. Having SOPs in place can help new staff integrate smoothly and maintain operational continuity.
3. Case Study - Seasonal Coliving: In a seasonal coliving space, where staff turnover might be higher due to the nature of the business, creating a pool of trained, returning seasonal employees can help maintain consistency.
2. Managing Remote Teams
1. Remote Work Management: If your coliving business has multiple locations or offers remote work options for staff, managing a remote team effectively becomes crucial. This requires clear communication, regular check-ins, and the use of digital tools to keep everyone connected and aligned.
2. Case Study - Global Coliving Network: In a global coliving network, remote team management might involve regular virtual meetings, cross-location collaboration tools, and a centralized platform for sharing information and updates.

Building and scaling your team is one of the most critical aspects of running a successful coliving space. By identifying key roles, hiring for cultural fit, providing comprehensive training, and fostering a positive work environment, you can create a team that not only manages the day-to-day operations effectively but also enhances the overall resident experience. As your business grows, maintaining quality control, scaling your team strategically, and overcoming common challenges will ensure that your coliving space continues to thrive and deliver on its promise of community and comfort.

Coliving Guide is a series of articles that will give you in-depth understanding of various aspects of coliving and help you take better decisions as a coliving founder. It is for anyone who is thinking about starting or already operating a coliving business. Do share it with fellow founders and enthusiast who would be interested and leave your feedback on coliving@artof.co

1. Understanding the Coliving Industry
2. Developing Your Coliving Concept
3. Choosing the right location for your Coliving
4. Designing Your Coliving Space
5. Building a Thriving Coliving Community
6. Setting Up the Workspace in your Coliving
7. Financial Planning and Unit Economics in Coliving
8. Marketing Your Coliving Space
9. Legal and Regulatory Considerations in Coliving
10. Building and Scaling Your Team in Coliving Business
11. Preparing for Growth and Future Trends in Coliving

If you have any questions around coliving feel free to book a free coliving advisory session here.