How to Be a Great Neighbor with Coworking Space Etiquettes

Coworking spaces have completely changed the way we work. They’ve become vibrant hubs for freelancers, startups, and even large companies, offering flexibility and a sense of community that traditional offices often lack. You get access to things like high-speed internet, comfy lounges, and great networking events. But for these shared environments to actually work, everyone needs to be thoughtful. The coworking space etiquette isn’t just about following rules but about creating a positive atmosphere where people can be productive and work together without getting on each other’s nerves.

Manage your noise levels to respect others

Noise is probably the most frequent complaint in any shared office. The open-plan designs that encourage collaboration can also make it easy for sound to travel and disrupt those who need quiet to concentrate. The first rule of thumb is to be aware of your own volume. Keep your conversations low and if you need to listen to music, videos, or a podcast, always use headphones.

Phone calls and video meetings are a big part of modern work, but they can be very distracting to those around you. For a quick call, it might be fine to stay at your desk if you speak softly. For anything longer or more involved, the best practice is to move to a designated phone booth or a private meeting room. Most coworking spaces provide these specifically for this purpose. If you and your team need to have a loud brainstorming session, look for a breakout area or book a meeting room instead of holding it in the main quiet zone. Respecting different work styles and sound preferences is fundamental to making a shared space work for everyone.

Always clean up after yourself

The “leave no trace” principle is a perfect way to think about cleanliness in a coworking space. This applies to every area you use, from your personal desk to the shared kitchen. When you are done for the day or leave a hot desk, wipe it down and make sure you haven’t left any rubbish behind. In common areas, this responsibility is even more important. If you use a mug from the kitchen, wash it, dry it, and put it away immediately after you are finished. Don’t leave it in the sink for someone else to deal with.

The shared refrigerator can also become a source of conflict if not managed properly. Label your food clearly and avoid leaving items to spoil. Old food can create unpleasant odors and take up valuable space. In our current health-conscious world, sanitizing surfaces has become a common courtesy. Wiping down the printer buttons, the microwave handle, or the meeting room table before and after you use them contributes to a healthier environment for all members. A little effort to maintain cleanliness shows respect for your fellow coworkers and the space itself.

Be mindful of personal space and privacy

In a bustling coworking environment, it is important to respect both physical and digital boundaries. Avoid letting your belongings spill over from your desk onto your neighbor’s. Spreading out your papers, laptop, and coffee mug across two desks is a common mistake that can make others feel crowded. Be conscious of how much room you are taking up.

Digital privacy is just as significant. It is natural to be curious, but you should never look over someone’s shoulder at their computer screen. People could be working on confidential business plans, sensitive client information, or personal emails. If you work with private data, consider using a screen protector to guard your information from wandering eyes. It is also a good idea to “read the room.” If someone has their headphones on and is clearly focused on their work, it is probably not the best time to start a casual conversation. Waiting for a better moment shows that you respect their time and need for concentration.

Use shared resources considerately

Coworking spaces offer a wealth of shared resources, from meeting rooms and phone booths to printers and coffee machines. The key to harmony is thoughtful usage. When you need a meeting room, book it for only the time you actually need. If your meeting finishes early or gets canceled, be sure to release the booking so another member can use the space. Monopolizing a resource prevents others from being productive.

This also applies to technology. If you need to download a very large file, consider doing it during off-peak hours, like over lunchtime, so you don’t slow down the internet for everyone else. If the printer runs out of paper or ink while you are using it, take a moment to refill it or, if you can’t, let the community manager know. Leaving the problem for the next person to discover creates unnecessary frustration. A little forethought ensures that these valuable amenities remain available and functional for the entire community.

Stay home if you are feeling sick

This point cannot be overstated. One of the most important acts of consideration for your fellow members is to protect their health. If you wake up feeling unwell with a cold, the flu, or any other contagious illness, please stay home. Working through a sickness might feel dedicated, but in a shared space, it risks spreading germs to dozens of other people. This could impact their health, their families, and their own work deadlines. If you start to feel sick while you are already at the office, it is best to pack up and leave as soon as possible. Prioritizing the community’s well-being over a single day of in-person work is a sign of true professionalism and respect.

Avoid bringing strong smells into the space

Our sense of smell is powerful and can greatly affect our ability to concentrate. What might be a delicious lunch to you could be a major distraction to the person sitting next to you. Foods with very strong odors, like fish or heavily spiced dishes, are best eaten in a designated kitchen or cafeteria area, not at your desk in the open workspace. 

The same logic applies to personal scents. While you may love your perfume or cologne, it could be overpowering or even trigger allergies for others. It is best to use scents sparingly or not at all when coming into the office. Even things like loudly crunching on chips or other snacks can be disruptive, so be mindful of the noise your food makes.

Keep your personal workspace tidy

A neat and organized workspace is not just good for your own productivity, it also contributes to the professional atmosphere of the entire coworking space. Avoid letting clutter pile up on your desk. Keep your cables managed, your papers stacked neatly, and your personal items contained within your designated area. 

If you are using a hot desk, this is especially important. At the end of your session, you should clear the desk completely so it is clean and ready for the next person. A tidy environment is visually calming and helps everyone maintain focus. It also shows respect for the aesthetic and order of the space you all share.

Be a good neighbor without being intrusive

One of the best parts of a coworking space is the community. Getting to know the people you work alongside can lead to new friendships, collaborations, and business opportunities. Creating a friendly atmosphere can be as simple as offering a smile and a quiet “hello” in the morning. However, it is also important to balance being sociable with respecting people’s need to work. Not everyone is looking to chat all day, and many people are on tight deadlines. Participate in community events hosted by the space, as these are great opportunities for networking in a relaxed setting. Learning to recognize when someone is open to conversation and when they need to focus is a social skill that goes a long way.

Conduct meetings and calls in the right place

We touched on this with noise management, but it deserves its own point. Group discussions and conference calls should almost always happen in designated meeting rooms. Holding a team meeting in the middle of a quiet, open-plan area forces everyone around you to listen in, which is distracting and can make people feel uncomfortable. 

When you book a room, be sure to stick to your scheduled time. Arrive on time to set up and make sure you vacate the room promptly when your time is up, leaving it tidy for the next group. This simple courtesy ensures the meeting room system runs smoothly for everyone.

Address any issues with politeness

Even in the most respectful environments, disagreements or issues can sometimes arise. Someone might be talking too loudly on the phone, or perhaps you have noticed someone consistently leaving a mess in the kitchen. If you feel comfortable, you can address the person directly in a calm and polite manner. A simple, “Hey, I’m having a little trouble concentrating, would you mind taking your call in one of the phone booths?” is usually effective. If you are not comfortable with a direct approach or if the issue persists, speak with the community manager. They are trained to handle these situations discreetly. On the flip side, it is also important to be receptive to feedback yourself. If someone brings a concern to you, listen openly and be willing to adjust your behavior.

Find Your Ideal Workspace at The Sentry

The principles of good etiquette are at the heart of the community at The Sentry. We provide a premium, Grade A office experience in Ho Chi Minh City designed for professionals who value a respectful and productive environment.

With stunning locations, our members enjoy top-tier amenities, including enterprise-grade internet, private phone booths, and modern meeting rooms. We foster a collaborative atmosphere within a space built on quality and functionality.

Discover a better way to work. Book a tour of The Sentry today!