Coworking, what it is, how it works and advantages for companies and workers

Coworking is a term that has entered the common language of the world of work, but what exactly is it and how does it work?

This working method is a phenomenon that saw its first concrete developments in the USA in the early 2000s. Today it is a way of conceiving space and professional relationships that is highly appreciated in various parts of the world.

Usually, coworking is chosen by freelancers, freelancers and young entrepreneurs and creators of startups who carry out their work mainly online. The increase in remote working - commonly called smart working - has also given a new boost to the search for shared spaces.

According to Statista, Italy, for example, was the European country with the highest number of self-employed workers - around 4,400 - in 2023, followed by the United Kingdom, France and Poland. This category of professionals is the one most interested in sharing an office.

If in 2022 there were approximately 800 spaces used for coworking in the country, especially in large cities, at a European level there are 6,850 shared spaces and an increase of 4.7% is estimated in 2024. In the world, there are 35,000 shared offices and an increase of 21% is expected within the year.

The phenomenon of coworking is therefore destined to grow. Let’s see below what it is, how it works and what the advantages for workers and companies are.

What is coworking? Translation, meaning and definition

The term coworking identifies a working method that involves the sharing of the workspace by multiple companies or self-employed workers.

In short, there are two peculiarities of coworking: the sharing of a space between professionals who carry out different jobs and for different companies and the collaboration between people, with the possibility of creating new relational networks useful for one’s career.

The first important coworking experiment at a global level was that of Brad Neubergm, a computer engineer from San Francisco. In 2005 he opened the San Francisco Coworking Space, where workers in different sectors could find their workstation while remaining independent.

In reality, the pioneer - perhaps even unknowingly - of this way of working was a German, who founded the first pseudo-coworking space in Berlin, C-Base in 1995. The place was initially used by 17 computer engineers as a “hackerspace”.

The goal of this space was to act as a non-profit place that would bring together computer enthusiasts and provide them with facilities, equipment, opportunities for collaboration and knowledge.

How does coworking work?

The coworking operation is very simple for the worker who decides to have a room available or just a workstation.

This modality, in fact, offers flexible solutions such as renting a single desk equipped with a PC and wifi or a space used as a private office for a period of time at the discretion of the worker.

Those who decide to work in coworking usually rely on numerous apps or many dedicated search sites, indicating preferred cities and characteristics. Once you have identified the space that best suits your needs, you will deal directly with the coworking manager, with whom you will stipulate a sort of rental agreement.

A few hours, a day, weeks or months: the workstation or office room can be made available for a period of your choice. The cost obviously varies based on the period of use and the type of space preferred, in addition to the related services offered such as a relaxation room and dining room and use of equipment such as printers, telephones, fax machines.

Each worker who uses his desk or room also pays for utilities relating to electricity, internet, heating.

Coworking space: how is it shared and organized?

Although coworking environments are not all the same, their organization follows some standard rules.

In order to function and be truly welcoming, in fact, a shared work space includes:

• workstations with computers and input and output devices;
• free Wi-Fi network;
• reception services and management of correspondence services;
• customizable lockers and workstations;
• company landline telephone and secretarial services;
• meeting rooms and waiting rooms;
• leisure areas;
• kitchen and/or internal bar;
• library;
• air conditioning systems

As regards the type of structure, it can be said that the majority of shared work spaces are set up inside open space, that is, rooms characterized by a very large common space not divided into independent rooms.

They can be set up with single desks or with single work tables separated by dividers.

The most cutting-edge coworking environments that are attentive to the needs of workers are also often adjacent to large green areas or sports centers. These can also stipulate special agreements with the management of the offices in order to guarantee users easy access to the sports and recreational activities that take place within the clubs.

Advantages and disadvantages of coworking

For a self-employed worker or a company, especially if it is a young and start-up, choosing to share the workspace with other companies or professionals presents a series of advantages:

• the offices are already set up and equipped with the IT equipment required to carry out work activities;
• the costs related to utilities, cleaning and rent are lower, since they are divided between the different users;
• sharing workspaces can encourage new encounters and professional opportunities;
• the opening and closing times of coworking spaces are generally very flexible;
• the owners of coworking spaces often make recreational activities and relaxation areas available to users, where it is even easier to make new acquaintances;
• some facilities have play areas for clients’ children or pet care services

Furthermore, with the boom in smart working that exploded following the pandemic and has now become a rule rather than an exception, coworking has proven to be a valid alternative to working alone at home.

Some surveys have shown that 47% of remote workers have managed to overcome the negative feeling of loneliness thanks to the choice of shared work spaces.

However, a series of typical disadvantages of coworking must also be highlighted, which could constitute a brake on the business choices of some individuals:

• privacy and confidentiality are not always guaranteed;
• the work space may not be equipped with specific machinery or tools for a given task, especially if it is very niche;
• the work of several people in a shared space can constitute an element of excessive distraction;
• the risk of being sabotaged can be very high if the workspace is also used by competitor companies.

Finally, cost calculation can represent both an advantage and a disadvantage for those who want to work in a coworking mode. It is necessary to carefully evaluate the costs/benefits of renting a workstation in a shared space rather than, for example, working in one’s own home.

How to find shared work offices

First of all, it is important to clarify that there is no ideal workstation for working in coworking, given that personal and logistical needs can vary significantly.

Precisely for this reason, it is good to have clear ideas about what your needs are and what elements could negatively impact the work to be done by choosing a certain shared space.

In general, to find a workstation or a shared office it is necessary to evaluate some factors:

• distance between the coworking space and one’s home;
• connection with public transport;
• tools and equipment available;
• opening and closing times of the spaces;
• additional services such as a canteen or relaxation room;
• cost/benefit ratio
• number of people welcomed in the coworking space;
• type of professionals with whom to share the spaces

The search for the right coworking space for your needs is therefore a delicate phase, which deserves attention.

Who are the workers who choose coworking?

Coworking can be a good card to play for many companies or freelancers, especially if they operate in the technology sector.

Even in our country, the number of web agencies, communication companies and IT professionals who have opted for shared work spaces has increased, based on the advantages reported above.

Workers who choose coworking, in reality, range from one sector to another. Among the professionals with whom it is most likely to share a desk or office there are:

• marketing professionals;
• designers and graphic designers;
• software developers;
• writers;
• copywriters;
• content creators;
• social managers;
• translators;
• lawyers;
• architects;
• financial analysts
• accountants

It should be noted that there are also so-called vertical coworking in which independent professionals belonging to a single sector work, for example the legal sector. In this way, a network of collaboration and deeper knowledge can be created in a specific sector, even if at the expense of creativity.

Original article published on Money.it Italy. Original title: Coworking, cos’è, come funziona e vantaggi per aziende e lavoratori