How To Build a Package Management System for Your Coworking Spaces

The beauty of coworking spaces is that, except for some general rules about things like safety and privacy, everyone gets to do as they please. People come and go as they wish, visit other coworking spaces at will, or stay away for extended periods. 

It is just this freedom that makes it challenging to successfully manage a coworking space. One of the most important decisions that managers of shared working spaces have to make is how to deal with incoming packages and mail.

For many commercial coworking spaces, being able to handle packages and mail for clients is important. However, even the largest of these find it impossible to set up rigid protocols for package management. 

The key to successful package management in coworking spaces is to design it to be versatile and responsive while maintaining a high level of reliability and security. At the same time, cutting costs remains paramount. For these reasons, old-school manual systems do not work for modern coworking spaces because they would require expensive full-time mailrooms and staff. 

However, intelligent package rooms running on package management software can take away the headache and rigidity of traditional mailrooms and create a smooth, efficient, and affordable package management system for any kind of coworking space.  

One of the biggest coworking space companies, TechSpace, found it hard to find an appropriate solution for such a dynamic environment as theirs. TechSpace management stumbled upon Notifii Track and loved it for its simplicity and ease of use. 

TechSpace succeeded not just because the company implemented an effective package management system, but also because of its internal protocols and policy. In the same way, coworking space managers need to follow standard practice when building a package management system.

1. Set Up a Package Management Strategy

Coworking space administrators need to realize from the get-go the amount of responsibility they take on by letting clients use their addresses to receive packages. There are dozens of regulatory and legal policies to comply with including Know Your Customer, anti-terrorism laws, and policies regarding privacy.

This is why it is important to approach the problem professionally. A package management strategy allows proprietors to evaluate important aspects such as:

• How much volume of packages is going to be received at peak times
• How that volume is expected to grow in time
• What compliance measures will be needed, depending on federal and state laws
• How to deal with unusual scenarios such as missing or damaged packages, hazardous packages, or deliveries for clients who cannot be reached
• How much mail and package management will cost, and thus how much to charge clients for the service
• How to ensure accountability for packages received on behalf of clients

The package management strategy will need to be developed alongside the mail handling system. This will help to set the groundwork for clients and prevent any misunderstandings.

2. Establish Non-Negotiable Needs for Package Management

From the strategy developed, it becomes possible to establish a baseline of what a package management system needs to accomplish. For many coworking spaces, this includes features like:

• Self-checkout to minimize the need for full-time labor
• Logging for accountability and security purposes
• Notifications to alert clients when they have received a package
• Maintaining records for auditing and compliance purposes
• Security, safety, and health compliance
• Flexibility to be able to handle both low and high-volume seasons
• Handling different brands in the same facility

It is important to establish a baseline for what needs to be accomplished with the package management system because it informs what type of system will best meet these needs. There are many kinds of systems available today from different vendors, all of which leverage software and hardware assets differently to provide a unique solution for each client. 

For example, Notifii is designed to be a cloud and app-based SaaS service built with simplicity in mind. It offers advanced features such as automated notifications while maintaining a simplified logging system (Notifii Track). This is what gives Notifii the kind of portability and versatility required for dynamic co-working spaces.

3. Set Aside a Dedicated Space to Handle and Store Packages

Despite the kind of package management system used, the most practical way of handling packages is to have a designated package room. The room acts as a storage area for safety and convenience purposes, and it also ensures that the lobby is kept free of clutter.

Having a package room also makes it easier to track packages and minimize cases of lost or stolen deliveries. The room will have access control, security features, as well as properly labeled shelves or cabinets to hold packages for the different clients in the facility. This room must have enough space to hold both small and large packages.