Space Sharing Communication 101

As you may already know, space sharing is one of the best ideas for gaining revenue or getting a new business off the ground. The success of the business, much like other things in your professional and personal career, is totally dependent on your ability to communicate.

Maybe you’re already in the space-sharing process, and it doesn’t seem to be going as well as you thought. Or maybe you’re just a conscientious renter or provider who wants to sharpen those communication skills to make the process even better. Either way, you’re in the right place.

The beginning steps of space sharing have their challenges because it’s primarily online, which means that you utilize different communication skills than you would have to in person. We’re here to run through a quick guide to communicating effectively and efficiently on and off the ST platform! Ready?

On the platform

1. When you’re fresh on the platform, it can be easier to forget what step you’re on, how many leads you have, how many applications you’ve sent, and so on. However, it’s imperative that you pay close attention to the step you’re on. Part of effective communication is respecting others’ time, so when you’ve got applications or leads waiting, try to get to them as soon as possible!

2. Be intentional with your language, tone, and punctuation. Using appropriate language is a given, but be mindful of your tone and how it could be interpreted. Punctuation is a great tool to manipulate tone, so if you’re worried about how your messages are coming off, throw in some casual punctuation, like dashes, or even exclamation points. The exclamation point can get intense, so be mindful of your use, limiting it to one or two (if you’re really excited).

Ex: “I look forward to our meeting tomorrow.” If you’ve written all of your sentences with a simple period, softening it up with an exclamation point will be welcomed: “I look forward to seeing you tomorrow!” This warms the tone and can make everyone a little less nervous about the tour or meeting.

3. Take your time. Yes, we just told you to be speedy with your responses, but when you go to write, take the time to make sure you’re writing something well—not the first thought that you have. Sometimes when we write a response too fast, without considering our language choices, we can sound curt, annoyed, or uninterested. When you write, you don’t have the luxury of audio tone or body language, so there is much up to interpretation. This can be avoided by simply taking a moment before writing a response to figure out exactly what you want to say.

4. Know who you’re talking to. You’ve probably heard the phrase, “Know your audience.” Well, it’s a saying for a very good reason. It’s always an excellent idea to know who you’re talking to for three reasons. One, if you’re having a conversation, it gives you an idea of who they are and what their values are. Two, this gives you the opportunity to ask them about their work, thus, showing interest (which everyone appreciates).Three, it shows common courtesy; you took a moment out of your day to know something about them, and this says a good deal about your character. On the platform, this can be done by simply checking out the profile of the person you’re looking to share space with—renter or provider.

5. Proofreading. This is far more important than you might be thinking. One, it’s important to remember that we are all human and make mistakes, so if you come across a small error, have some grace for the person. But in the same vein, be sure to take time after you’ve written something to make sure it is clear, coherent, concise, and relatively free of errors. Communication is difficult, but it’s even more difficult if you have a hard time understanding written messages from someone. So, take the time to proofread to make the experience that much easier.

6. Complications happen via the internet, so the same goes for the platform. If you find yourself in a complicated conversation loaded with confusion and maybe even frustration, be extra careful with your words. Avoid using “you” to start your sentences because no one wants to feel attacked. If you do your best to remain respectful and patient, these instances will be far and few between, if they even happen at all.

Off the platform

If you’ve gotten to this step and you’re touring and/or space sharing, then congratulations! Some of the same principles as above still apply here, such as remaining respectful and paying attention to tone. This entails a lot more in person, so let’s dive in a little further.

1. Despite your intentions, your nonverbals hold power. If you’ve never paid attention to your nonverbals before, it’s definitely time to start. These include your facial expressions, tone, eye contact, body language, etc. 

a. Your face gives away far more than you think, so practicing in front of a mirror or asking a friend for a little honesty can help you discover if you’re giving off a tone that you weren’t intending to.

b. If you stand with your hands across your chest, at a far distance from the other person, or lean away, then your body is implying disinterest or aggression. Like we said earlier, this may not be your intention, but it’s what you’re indicating. Work to make your body language more kind and open, so that whoever you’re talking to feels more comfortable.

c. Eye contact is important, even if it is awkward sometimes. There’s a huge difference between staring and making eye contact though. Don’t think too much about it, and try to be natural. Maintain eye contact for good periods of time, so that the person knows you’re listening and aware.

d. If you’re a serious and straight-to-the-point person, that’s great—most of the time! It can be difficult when it comes to tone though. If you avoid extra conversation or niceties, you can come off as rude. While we don’t want you to change who you are, we encourage you to engage conversationally and slow down for a moment.

2. Actively listen. You’re probably familiar with this concept, but we want to remind you to listen in order to understand, not respond. If you’ve ever talked to someone you felt like wasn’t listening to you and was only interested in talking about themselves, then you were probably quite frustrated. By listening intently, you’re showing the other person that you care about what they have to say.

3. Be patient. This is difficult when you don’t understand or don’t like the situation or conversation, but conversations never go well when any of the parties are impatient.

4. Don’t avoid discomfort. When a conversation becomes difficult or challenging, it might be your habit to avoid discomfort by ending all communication or skirting around the subject. No one enjoys difficult conversations, but it’s best to be clear and upfront about any and all issues, most importantly, with respect. Getting straight to the point with patience and kindness will not only carry you through the conflict, but it will build your communication skills for all future interactions.

Before you go

Communication isn’t always easy, but taking the time to be an effective communicator will always be worth it. During the space-sharing process, on and off the platform, using this guide to help you communicate effectively will make the process easier and more successful for everyone involved.

Growing your organization with space sharing is possible. Whether you need flexible space or want to share existing space—SpaceTogether exists to simplify the space-sharing process from beginning to end. Learn more here to see if your organization is a good fit.