Health and safety in coworking spaces

What is a coworking space?

A coworking space is a shared workplace where individuals or businesses rent desks, rooms, or offices on flexible terms. These environments typically offer:

• Welfare facilities, kitchens and coffee bars.

• Wi‑Fi and phone booths.

• Printing services, office supplies and lockers.

• Community events, workshops and social activities.

• Additional amenities such as gyms or wellness areas.

This flexibility and variety make coworking spaces an appealing choice, but also create a need for robust safety and accessibility standards.

Health and safety responsibilities for coworking space creators

Anyone responsible for running a coworking space should ensure the premises, equipment and environment are safe for all members and visitors.

Conduct a workplace and fire risk assessment

All coworking space creators should carry out a workplace and fire risk assessment to identify hazards (i.e. what might cause harm), evaluate if the steps they are currently taking are enough to protect people and if not, decide what more they need to do and when.

First aid provision

Coworking creators should consider how members can be supported if they become ill or injured. First aid provisions might include:

• Trained first aiders.

• Accessible, well‑stocked first aid kits.

• Clear instructions on how to request help.

• Signage showing first aid locations and contacts.

Desks and seating

Members often use coworking spaces for extended periods, so ergonomic setup is crucial for comfort and wellbeing. Creators should ensure that:

• Task chairs adjust in height, with backrests adjustable in height and tilt.

• Desk are large enough to accommodate the necessary equipment e.g. monitors, laptops, keyboards, mice and paperwork.

• Lighting levels are sufficient to support screen use.

Making spaces accessible to all

A coworking space cannot truly promote collaboration if it is not accessible. Getting the right, competent people involved at the design stage can help avoid pitfalls and costly remedial work.

If the space is already designed, an access audit could identify where improvements to the space can be made. Being confident in advertising a coworking space as accessible, could attract a lot more members.

Facilities and events

Many coworking venues offer added benefits such as gyms and event spaces for networking events, exercise classes and professional workshops.

These should be included in your risk assessment to check that they are being properly managed. For example, gym equipment will need regular maintenance and inspection and water outlets, including showers, need legionella management control implemented.

Due diligence checks should be done on those providing the exercise classes to confirm competence and event hires will need to be checked to confirm no new risks will be introduced into the premises.

Communicating health and safety to members

Clear communication helps members understand how to use the space safely and what is expected of them. Essential information to share can include:

• Hazardous or restricted areas (e.g. plant rooms).

• Fire safety and emergency evacuation procedures.

• How to adjust desk seating provided.

• Locations of welfare facilities and accessible features of the premises.

• Opening hours and security procedures.

• How to report concerns, accidents or incidents.

• Contact details for the coworking management team.

Employers using coworking spaces

Even when employees work in a coworking environment, their employer’s health and safety duties continue. Before choosing a coworking space, employers should check:

• How accessible the space is for all employees and visitors.

• Availability of workplace and fire risk assessments.

• The emergency arrangements in place.

• The suitability of desks, chairs and other equipment that is provided by the creator.

• Any restrictions on working hours, equipment or substances.

• The suitability of welfare facilities.

Employers should also maintain their own risk assessments, including workplace, fire and workstation assessments.

In conclusion, creators who consider design, health, safety and accessibility of coworking spaces will help provide a thriving space for people to work and develop, reduce negative events and poor feedback, all of which is likely to support member retention and boost new membership levels.

Employers looking to move from a traditional working environment to a coworking space should think about consulting with employees before a decision is made, check the workplace meets everyone’s needs and ensure their own risk assessments are up to date.

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