A well-organised coworking arrangement is a great opportunity for both employees and employers. We have summarised what is important and what needs to be considered in a short checklist for you.
As long as remote work is possible for at least one week, there is nothing to stop you from coworking. When planning a coworking arrangement, you should make sure that you do not have any face-to-face appointments during this period, or that you can attend them virtually. Times when many other colleagues are on holiday are often suitable for a coworking session, as there are generally fewer appointments then. Ideally, a coworking arrangement should be planned 2-3 months in advance, but this can vary depending on the profession and professional schedule.
When using a foreign WLAN, many companies prescribe the use of a VPN; this should be set up at an early stage if it is not already available. In addition, it should be clarified together with the employer which security measures should be taken in a coworking space, especially if there are confidential telephone calls and documents. In order to ensure legal certainty for the employee, it is advisable to conclude a supplementary agreement in the employment contract that regulates these points; this is often similar to a home office regulation, which is already in place in many companies.
If the coworking takes place abroad, it should also be clarified whether this is permitted. In most cases, the employee is allowed to work abroad for up to 90 days without any impact on tax or other legal aspects.
Accommodation and workplace
Think about what kind of accommodation is right for you. If you like living with like-minded people, a room in a shared flat is certainly right for you. If you want more privacy, or perhaps are coming as a couple, a studio is the right choice, where you can also cook for yourself. Hotel rooms offer the most amenities, but unfortunately you can't cook for yourself.
What do you need for your ideal workplace? Make a checklist and compare it with the available coworking spaces. Is everything you need available? Important points can be, for example, an external monitor, an undisturbed room for making phone calls, a fully equipped kitchen for lunch, a meeting room or a window seat. Even if a small workplace directly in the accommodation is practical, a coworking space offers all the amenities of an office including "colleagues" to exchange ideas with during breaks.
Travel & mobility: Think about how you would like to travel, bearing in mind that you may have a bit more luggage as you will need to take work materials with you. If your accommodation does not include a parking space, you may incur additional costs of around 80 - 100 euros per month for parking. A car is practical for local excursions, but not absolutely necessary. If you are travelling in a team, it may be beneficial to share a car.
Packing list: Make a packing list, not only for yourself, but also for work and leisure. What should you definitely not forget, is there any equipment that is very large, etc.?
Working hours: To make your working hours more flexible and, for example, keep the afternoon free for activities, you can negotiate reduced working hours or work during off-peak hours. In this case, it makes sense to block out your calendar at an early stage and to collectively schedule appointments for the morning or afternoon.
Leisure activities: Active leisure activities are often more fun in a group. For those travelling alone, it is therefore interesting to book coworking offers with a connection and a community so that you are not alone in your free time.
Costs: Wouldn't it be nice if the employer covered the costs of coworking? Some companies may already offer coworking as part of their benefits package. For companies that do not yet offer this, it is definitely worth asking. Even if not all costs are covered, there may be a pro-rata subsidy for the space in the coworking space.
And here are three more arguments to convince the boss
Mental & physical health
Coworking actively contributes to the mental and physical health of employees. A new and attractive environment is often not only inspiring, but also helps to recharge energy stores.
Employer Branding & New Work
Coworking is an integral part of New Work that allows companies to position themselves as attractive employers. In addition, employees "feel" they have more leave without losing work performance. This creates a win-win situation for both sides.
New impulses & networking
A change of location often provides inspiration and generates new ideas. In addition, coworking spaces are places of networking where you can informally exchange ideas and often make exciting new contacts. Not to forget the increased effectiveness, as you can also actively organise your free time after work.