How to Give a Memorable Coworking Tour

Learn how to give a memorable coworking space tour to convert more leads to members.
By Kelly K
February 28, 2024
How to Give a Memorable Coworking Tour

Picture this: a disgruntled remote worker is looking for a new homebase to work out of three days a week. They’re hoping for accessible phone booths, a quiet place to work, and the opportunity to network with others.

They’ve perused your website, peeked at your socials, and taken a look at your Google reviews. Now, they’re ready to tour your space.

They’ve never been inside your coworking space before. They have no idea what it’s like or if it’s the right fit for them. But after this tour, they’re going to decide whether or not they want to be a part of your community. 

You and your community manager have one chance to make an unforgettable first impression. So…what do you do?

In this article, we’ll share with you the best tips and tricks to help you give a memorable tour of your coworking space, including what to do before, during, and after to help you convert more tours to members. 

What is a coworking space tour?

A coworking space tour is an opportunity for prospective members and those considering joining your coworking space to see the space and meet your community. 

It typically lasts anywhere between 20 and 30 minutes, and is designed to show off the interior of your space while answering any questions that a prospective member may have.

Typical tour structure

A typical tour of a coworking space may look something like this:

  • Greet member and collect contact information (if needed)
  • Tour through the different aspects of the space including the hot desk area, private area, lounge, kitchen, meeting rooms, phone booths, and more
  • Sit down after the tour to discuss membership options and pricing

What are the benefits of offering tours of your coworking space?

Inviting prospective members to tour your space is your opportunity to sell the value of your community and convert prospective members into full-time members. It is often the number one selling tool when it comes to optimizing your coworking sales funnel.

Offering tours will also help you decide if a member is a good fit for your space. Part of building a community is curating the people who are a part of it. Giving prospective members a tour of your space is an opportunity to determine if they would fit in well with your existing members.

Curating members is an important aspect of cultivating a meaningful and lasting community.

Finally, remember that the ultimate goal of the tour is to help people envision themselves in the coworking space. You want them to come in and feel so welcomed that they already see themselves as a part of your community.

Benefits of coworking space tours:

  • Helps convert prospects into full-time members
  • Provides an opportunity to get to know prospective members
  • Low risk way of getting people into the space

How to give a memorable coworking tour

How to give a memorable coworking tour

Now that you understand the benefits of offering a coworking tour, it’s time to get into how to give on that leaves a mark. Whether you’re offering the tour (or your community manager is), it’s critical to get it right. 

In the following section, we’re going to discuss how to give a memorable coworking tour including what to do before, during, and after your tour. 

Before the tour

Creating an impeccable first impression begins long before your tour starts, as does getting the right information about the person walking through your doors. Use the time before your tour to gather as much information about your prospective member that you can. That way, you can create a tailored tour experience that truly resonates with the individual.

1. Make it easy to book a tour

Remove friction from the tour booking experience as much as possible. Provide all of the information that someone needs to know directly on your website, and make booking a tour as easy as a few simple clicks.

If you’re an Optix client, you can embed a tour booking Web Widget directly onto your website to enable prospective members to select a time for their tour. The widget integrates directly with you or your community manager’s calendar so you receive a notification as soon as someone books a tour. 

2. Collect information about the prospective member

During the tour booking process, take the opportunity to ask some questions of whoever is coming to tour the space. This could be something you do during the tour booking sign-up flow on your website, or it can be sent in a follow-up email afterwards. 

For example, you may want to ask:

  • How did you hear about us?
  • What are you looking for in a coworking space?
  • What aspect of [NAME OF SPACE] are you most interested in?
  • Have you been a member of a coworking space before?

Asking a few questions beforehand will not only help you get to know the person better, it will also allow you to create a more tailored and personalized tour experience.

3. Send a reminder email

It’s easy to book a tour far in advance and forget about it, especially if you’re a busy entrepreneur. Send a reminder email the day before and/or the morning of the tour letting them know you’re excited to see them.

In the email, you’ll also want to include information on how to access the space, who will be giving them the tour, and any other important information that they should know about. Include the answers to a few FAQs so they feel well prepared and know what to expect.

This email can be easily automated and scheduled using your email service provider, like HubSpot or Mailchimp.

4. Prepare something delightful

When you work in coworking, you’re in the business of hospitality. Delighting your prospective members at every touchpoint goes a long way.

Prep something extra special for people coming for a tour, whether it’s a piece of candy or a small piece of swag, like a pen and notebook that they can take with them. Have a fresh pot of coffee ready to go.

Investing in the little things is unexpected and will help you stand out, especially if they’re considering other coworking spaces in the area.

During the tour

5. Tailor the tour to what they’re most interested in

You want the tour to be the best use of your (and their) time. Use the questions asked during the pre-tour phase to tailor the tour experience to exactly what they are looking for.

You’ll want to show them many parts of the space, but you can start with what you know the person cares about the most.

  • If they’re looking for a private office, highlight the beautiful offices you offer and all of the amenities that come with it
  • If they’re interested in community, show off the hot desking lounge area and speak to the events that are held regularly 
  • If they’re not sure what they’re interested in, ask them specific questions about their work habits to determine the best fit for their needs

You’ll also want to schedule the tour at a time that is busy and lively in the space to show off what it would be like to work there. For example, consider making tour hours between 10 am and 2 pm Tuesday to Thursday to increase the impact of a full community experience.

Adam Hyman, Founder at KoWorks, offers a number of wellness amenities in his space. Before a tour, he asks people what they are most interested in through a series of pre-tour questions. If someone says they’re interested in the sauna, that’s the first thing Adam will show them. Learn more about Adam and KoWorks here.

6. Be personable and ask questions

Part of your job is to make people feel welcome and at home the minute they walk into your space. During the tour, ask questions of your prospective member to get to know the person and gain a better understanding of what they want out of their workspace.

Make a mental note of their occupation and what they’re interested in. Keep track of if they’re married or they like to travel. These details seem small, but they make all the difference in making someone feel like they’re a part of the community.

It’ll also help you redirect the conversation to some of the bigger picture aspects of coworking that go beyond just a desk and chairs. Speak to the value that they will get out of joining a coworking space and align that value with what they are looking for.

7. Offer an exclusive deal or discount

Right after someone tours the space is the best opportunity you have at acquiring a member. They’re there, they’re in the space, and the experience is fresh in their mind. Now is the time to close the deal.

Consider offering an exclusive deal or discount only for those who come in for a tour. For example, you could offer a month free when signing up for a private office or an annual membership. The intention is to get someone to make a decision and convert immediately while things are still fresh.

Reiterate that this is an exclusive offer that is only valid immediately upon finishing the tour or shortly therafter.

8. Consider if they’re right for the space

As much as a prospective member is interviewing you, you are also interviewing them. It’s important to keep in mind that the wrong member can heavily disrupt the energy of the space, so you want to be intentional with who you invite into your community.

Consider whether the person is right for the space, and don’t be afraid to discourage joining if that’s what would be best for the community. 

After the tour

9. Send a follow-up email

After the prospective member leaves the space, send a follow-up email thanking them for their time. This would be a good opportunity to:

  • Recap the tour experience with any important information
  • Remind them of the exclusive offer if applicable
  • Include a note highlighting some unique personal aspects that you remember

You can automate this email, but it would be nice if whoever did the tour could send the email themselves as an additional personal touch. It’s a small gesture, but can go a long way.

10. Ask for feedback 

At the end of the evaluation experience, whether the member joins or not, consider asking for some feedback of the tour experience. Look for ways you can continue to optimize the process and make the entire experience more impactful.

Optimize the coworking tour experience

A tour of your space is the last chance to make a great first impression. Consider how you can make the tour delightful, personable, and tailored to the needs of the individual. 

Go above and beyond what you offer and set the precedence of a space who cares. This will be sure to make a lasting first impression on whoever walks through those doors.

Curious about how to use technology to enhance the tour experience?

Book a free demo with Optix today.

Join the We Run Flex Community for Coworking and Flex Space Leaders

Frequently asked questions

A coworking space tour is a walk-through of the space for prospective members and those considering the coworking space. It typically lasts for anywhere between 15 and 25 minutes, and is designed to show off the space while answering any questions of the space.

A coworking tour is your opportunity to sell the value of the space and convert prospective members into full-time members. It is a powerful selling tool and an integral part of the coworking sales funnel. It is also your opportunity to determine if the person would be a good fit for your community.

Typically a coworking space tour is administered by either the community manager or the owner of the space. 

A tour can be anywhere between 15 and 30 minutes, with the average being about 20 to 25 minutes. This allows for enough time to get to know the individual, show them all of the parts of the coworking space, and answer any questions they may have about the space or the community.