When people see rules in a coworking space, their first thought is usually:

“Great. Another list of restrictions.”

But the truth is, rules aren’t there to limit you.

They’re there to help.

Because when multiple teams share the same space, things run much more smoothly when there are a few simple and clear guidelines in place.

In fact, many of these rules are just as useful for small teams working from a private office—or even from an apartment that’s been turned into a workspace.

From our experience, a few simple rules can prevent a lot of unnecessary frustration.

So let us share what works, what doesn’t, and which meeting room rules are worth having if you want the space to remain somewhere people actually enjoy working.

Like when:

• someone forgets to cancel a booking
• a “30-minute meeting” turns into an hour and a half
• the meeting room is occupied for a single phone call
• nobody knows who booked the room
• or you walk in and find cups, cables, and the mysteriously missing whiteboard marker

The truth?

You don’t need rules because people can’t get along.

You need them because they help the space work better for everyone.

Especially in smaller teams, where a few bad habits can quickly turn into daily frustrations.

📅 1. Make it clear how the room is booked

The first thing that creates chaos?

👉 “I thought the room was free.”

Choose:

• a shared calendar
• a booking platform
• or at least a clear reservation process

What matters is that everyone knows:

• where to check availability
• how to reserve the room
• and how long they can book it for

At aSpace, for example, meeting rooms can be booked directly through our website, making it easy for everyone to see availability in real time and avoid double bookings or confusion.

👉 less “who booked this room?” and more productivity.

⏰ 2. Respect the time you booked

We know.

“We just need five more minutes.”

The problem is that those five minutes usually become twenty.

If someone has booked the room after you:

• finish on time
• or move the conversation elsewhere

👉 the next person shouldn’t have to wait outside the door for you to finish.

☎️ 3. Don’t use a meeting room for things that can be done elsewhere

A meeting room shouldn’t become:

• a phone booth
• a personal office
• a place to sit between calls

If you’re taking a quick call, there are usually better options available.

👉 meeting rooms should stay available for actual collaboration and team discussions.

🧼 4. Leave the room the way you’d like to find it

This sounds obvious.

And yet…

• cups left on the table
• uncapped markers
• tangled cables
• chairs moved all over the place

👉 small things become frustrating very quickly in a shared space.

The simple rule:

When your meeting ends, the room should look the same as it did when you walked in.

❌ 5. If you don’t need the room anymore, cancel the booking

Possibly the simplest rule.

And one of the most important.

A room that’s booked but unused means:

👉 wasted time for someone else.

Especially in smaller teams or shared workspaces, this makes a bigger difference than people think.

💻 6. Decide what happens when technical issues come up

The internet isn’t working.

The TV won’t connect.

The HDMI cable has somehow disappeared into another dimension 😄

The important thing is having:

• a clear point of contact
• a simple process
• someone who can help quickly

At aSpace, for example, the community manager can quickly open a ticket with the right team—whether it’s an IT issue or something related to the building.

👉 less stress and less time wasted before the meeting even starts.

☕ 7. Yes, even coffee sometimes needs rules

Coffee during meetings?

Absolutely.

Turning the meeting room into a food court?

Maybe not 😄

You don’t need strict policies.

But a little common sense makes the experience better for everyone.

🧠 Conclusion: good rules shouldn’t feel like rules

A good meeting room policy shouldn’t make a space feel more rigid.

It should make things:

• simpler
• clearer
• and less frustrating for everyone

And the truth is, when a space runs well, people barely notice the rules at all.

📋 Copy-and-Paste Meeting Room Policy Template

1. Room Reservations

• Meeting rooms must be reserved through [calendar / booking platform]
• Reservations should be made only for the time actually needed

2. Respect Booking Times

• Meetings should end on time
• If another booking follows, conversations should continue elsewhere

3. Appropriate Use

• Meeting rooms are intended for meetings and collaboration
• Individual calls should be taken in phone booths or other designated areas when available

4. Room Etiquette

• Rooms should be left clean and organized
• Equipment should be returned to its original place after use

5. Booking Cancellations

• If a meeting is no longer taking place, the reservation should be canceled as soon as possible

6. Technical Issues

• IT or facility-related issues should be reported to the community manager.