CO-WORKING SPACE POLICY

TABLE OF CONTENTS

1. Policy Overview
2. Scope and Eligibility
3. Definitions
4. Approved Co-Working Arrangements
5. Security and Confidentiality
6. Expense Reimbursement
7. Booking and Usage Guidelines
8. Conduct and Professional Standards
9. Health and Safety
10. International Co-Working
11. Compliance and Monitoring
12. Policy Administration
13. Acknowledgment

1. POLICY OVERVIEW

1.1 Purpose

This Co-Working Space Policy (the "Policy") establishes guidelines for [Company Name] (the "Company") employees who wish to work from co-working spaces as part of their remote work arrangement. Co-working spaces can provide professional work environments, networking opportunities, and resources that may not be available in a home office.

1.2 Policy Statement

The Company permits eligible employees to use approved co-working spaces subject to the terms and conditions set forth in this Policy. Use of co-working spaces is a privilege and must be balanced with security, confidentiality, and cost considerations.

1.3 Effective Date

This Policy is effective as of [Effective Date].

2. SCOPE AND ELIGIBILITY

2.1 Scope

This Policy applies to:
☐ All remote employees seeking to use co-working spaces
☐ Hybrid employees on their remote work days
☐ Employees traveling who need workspace
☐ Contractors and temporary workers (subject to contract terms)

2.2 Eligibility Criteria

To use co-working spaces with Company support, employees must:
☐ Be approved for remote work under a Remote Work Agreement
☐ Have completed Remote Work Security Training
☐ Not handle highly confidential or regulated data requiring special controls
☐ Have manager approval for co-working arrangement

2.3 Roles Restricted from Co-Working

The following roles may NOT use co-working spaces (or require special approval):
☐ Employees handling PII subject to strict privacy requirements
☐ Employees with access to classified or export-controlled information
☐ Employees handling financial data subject to regulatory requirements
☐ Employees in roles requiring enhanced physical security
☐ Other: [Specify roles]

2.4 Approval Required

☐ Regular use: Manager approval required
☐ Occasional/ad hoc use: [Manager approval / No approval required]
☐ International co-working: HR and Security approval required

3. DEFINITIONS

"Approved Co-Working Space" means a co-working facility that meets Company security and quality standards.

"Co-Working Space" means a shared office environment where individuals from different companies work in a common space, typically including desks, meeting rooms, and amenities.

"Day Pass" means single-day access to a co-working space without a membership.

"Dedicated Desk" means an assigned workspace within a co-working space for exclusive use by the member.

"Hot Desk" means unassigned seating in a co-working space available on a first-come, first-served basis.

"Private Office" means an enclosed office space within a co-working facility for exclusive use.

4. APPROVED CO-WORKING ARRANGEMENTS

4.1 Types of Approved Arrangements

☐ Option A: Company-Provided Membership
- Company maintains corporate accounts with preferred providers
- Employees use Company account for access
- Preferred providers: [List providers, e.g., WeWork, Regus, Industrious]
- Employee should book through [Portal/System]

☐ Option B: Employee-Selected with Reimbursement
- Employee selects co-working space meeting requirements
- Employee pays and submits for reimbursement
- Monthly limit: $[Amount]
- Pre-approval required for amounts over $[Amount]

☐ Option C: Day Pass Allowance
- Allowance for occasional co-working use
- Maximum [X] days per month
- Daily limit: $[Amount]
- Reimbursement per expense policy

☐ Option D: Stipend
- Monthly stipend for workspace expenses
- Amount: $[Amount] per month
- May be used for co-working, home office, or combination
- No documentation required up to stipend amount

4.2 Approved Providers (If Option A)

The following co-working providers have been vetted and approved:
☐ [Provider 1] - [Website/Booking info]
☐ [Provider 2] - [Website/Booking info]
☐ [Provider 3] - [Website/Booking info]
☐ Other providers may be approved on request

4.3 Space Type Guidelines

5. SECURITY AND CONFIDENTIALITY

5.1 Security Requirements

When using co-working spaces, employees MUST:

Device Security:
☐ Never leave devices unattended
☐ Use laptop lock when stepping away (if available)
☐ Enable screen lock (auto-lock within 2 minutes)
☐ Use privacy screen on laptop
☐ Lock devices in secure storage when leaving for extended periods

Network Security:
☐ Use Company VPN at all times
☐ Verify Wi-Fi network authenticity before connecting
☐ Never use unsecured or unknown networks
☐ Use mobile hotspot if co-working Wi-Fi is questionable

Data Security:
☐ Do not leave documents visible on desk
☐ Do not print confidential documents at co-working spaces
☐ Use headphones for all calls
☐ Be aware of visual and audio eavesdropping
☐ Do not discuss confidential matters in common areas

5.2 Prohibited Activities at Co-Working Spaces

☐ Accessing highly confidential or regulated data (unless in private office)
☐ Displaying sensitive information on screens in shared areas
☐ Taking confidential phone calls in open areas
☐ Leaving Company materials or equipment unattended
☐ Connecting to co-working network without VPN
☐ Printing confidential documents on shared printers

5.3 Data Classification and Co-Working

*With privacy screen and appropriate precautions

5.4 Incident Reporting

Report immediately if:
☐ Device is lost or stolen
☐ Suspicious activity is observed
☐ Someone attempts to view your screen
☐ You suspect any security compromise

Report to: [IT Security Contact]

6. EXPENSE REIMBURSEMENT

6.1 Reimbursement Limits

6.2 Reimbursable Expenses

☐ Membership fees (monthly or annual)
☐ Day passes
☐ Meeting room bookings for work purposes
☐ Printing costs (non-confidential documents only)
☐ Mail/package handling (business use)

6.3 Non-Reimbursable Expenses

☐ Food and beverages
☐ Personal printing
☐ Guest passes for non-work visitors
☐ Premium services beyond work needs
☐ Amenities not related to work (gym, etc.)
☐ Late fees or penalties

6.4 Reimbursement Process

(a) Submit expense via [System]
(b) Include receipt showing:
- Co-working provider name
- Service type and date(s)
- Amount paid
(c) Include brief business purpose
(d) Submit within [30] days of expense
(e) Reimbursement within [15] business days

7. BOOKING AND USAGE GUIDELINES

7.1 Booking Procedures

Company-Provided Membership:
☐ Book through [Company portal/Provider app]
☐ Use Company corporate account
☐ Book meeting rooms at least [24] hours in advance
☐ Cancel reservations at least [4] hours before if not needed

Employee-Arranged:
☐ Select space meeting Policy requirements
☐ Book directly with provider
☐ Retain receipts for reimbursement

7.2 Usage Guidelines

☐ Arrive and leave within booked times
☐ Respect quiet zones and phone booth areas
☐ Clean up workspace before leaving
☐ Report any facility issues to co-working staff
☐ Represent Company professionally

7.3 Meeting Room Usage

☐ Book meeting rooms only when needed
☐ Use appropriate room size for meeting
☐ End meetings on time for next user
☐ Leave room clean and equipment in order
☐ Test A/V equipment before important meetings

7.4 Guest Policy

☐ External guests (clients, vendors) may be brought with advance notice
☐ Guest must sign in per co-working space requirements
☐ Employee responsible for guest behavior
☐ Personal guests generally not permitted during work hours

8. CONDUCT AND PROFESSIONAL STANDARDS

8.1 Professional Conduct

When using co-working spaces, employees must:
☐ Behave professionally at all times
☐ Respect other co-working members
☐ Follow co-working space rules and policies
☐ Not engage in loud or disruptive behavior
☐ Maintain a clean and organized workspace

8.2 Company Representation

☐ Remember you represent the Company in shared spaces
☐ Do not disparage the Company or colleagues
☐ Be mindful of conversations others may overhear
☐ Network appropriately but maintain confidentiality

8.3 Dress Code

☐ Dress appropriately for professional environment
☐ Follow same standards as Company office
☐ Consider video call requirements

8.4 Prohibited Conduct

☐ Alcohol consumption during work hours
☐ Inappropriate networking or socializing that interferes with work
☐ Sharing Company confidential information with other co-working members
☐ Using co-working space for non-work activities during work hours

9. HEALTH AND SAFETY

9.1 Workspace Safety

☐ Familiarize yourself with emergency exits and procedures
☐ Report any safety hazards to co-working staff
☐ Use ergonomic practices
☐ Take regular breaks from screen

9.2 Workers' Compensation

☐ Work-related injuries at approved co-working spaces are covered
☐ Report any injuries immediately to manager and HR
☐ Complete incident report as required

9.3 Health Considerations

☐ Follow co-working space health policies
☐ Do not work while contagious with illness
☐ Maintain good hygiene in shared spaces
☐ Report any health/safety concerns about facility

10. INTERNATIONAL CO-WORKING

10.1 International Use Approval

Using co-working spaces internationally requires:
☐ Approval under Work From Anywhere Policy
☐ IT Security review of destination country
☐ Confirmation of data protection compliance
☐ Written approval from HR

10.2 International Security Considerations

☐ Some countries have heightened security risks
☐ VPN may be restricted or monitored in some countries
☐ Data localization laws may restrict what can be accessed
☐ Contact IT Security before international co-working

10.3 International Expense Reimbursement

☐ International co-working reimbursement: [Same limits / Different limits]
☐ Currency conversion at [Rate determination method]
☐ Pre-approval required for international co-working expenses

11. COMPLIANCE AND MONITORING

11.1 Compliance Verification

Company may verify compliance through:
☐ Expense report review
☐ Manager check-ins
☐ Random audits
☐ VPN connection location data

11.2 Policy Violations

Violations may result in:
☐ Revocation of co-working privileges
☐ Requirement to reimburse inappropriate expenses
☐ Disciplinary action for security violations
☐ Termination for serious violations

11.3 Reporting Concerns

Report policy violations or concerns to:
☐ [Manager]
☐ [HR]
☐ [IT Security for security concerns]
☐ [Anonymous reporting channel]

12. POLICY ADMINISTRATION

12.1 Policy Owner

This Policy is administered by: [HR Department]
Contact: [Email/Phone]

12.2 Related Policies

This Policy should be read with:
☐ Remote Work Policy
☐ Remote Work Agreement
☐ Remote Work Security Policy
☐ Expense Reimbursement Policy
☐ Work From Anywhere Policy

12.3 Policy Updates

☐ This Policy will be reviewed annually
☐ Updates communicated via [Method]
☐ Material changes require acknowledgment

13. ACKNOWLEDGMENT

By signing below, I acknowledge that:

☐ I have received and read the Co-Working Space Policy
☐ I understand the security requirements for co-working spaces
☐ I agree to comply with all provisions of this Policy
☐ I understand that violations may result in revocation of co-working privileges
☐ I will report any security concerns immediately

Employee Acknowledgment:

Employee Name (Print): _________________________________

Employee Signature: ____________________________________

Date: ________________________________________________

Manager Approval (for regular co-working use):

Manager Name: _________________________________________

Manager Signature: _____________________________________

Date: ________________________________________________

Approved Co-Working Arrangement: _______________________

APPENDIX A: CO-WORKING SPACE EVALUATION CHECKLIST

When selecting a co-working space (for employee-selected arrangements):

Security:
☐ Secure building access (key card, code, or staffed reception)
☐ Secure Wi-Fi (WPA2/WPA3, not open network)
☐ Lockable storage available
☐ Security cameras in common areas
☐ After-hours access controlled

Work Environment:
☐ Quiet areas or phone booths available
☐ Private meeting rooms bookable
☐ Adequate lighting and ventilation
☐ Ergonomic seating available
☐ Reliable internet connectivity

Amenities:
☐ Printing available (if needed)
☐ Mail handling (if needed)
☐ Kitchen/refreshment area
☐ Clean restroom facilities
☐ Accessible for any accommodation needs

Location:
☐ Safe neighborhood
☐ Reasonable commute from home
☐ Accessible by preferred transportation

APPENDIX B: CO-WORKING EXPENSE REPORT TEMPLATE

Employee Name: _____________________________________
Department: ________________________________________
Report Period: _____________________________________

Total: $ ___________________

Certification:
I certify these co-working expenses were incurred for legitimate business purposes in compliance with Company policy.

Employee Signature: _________________ Date: _____________

Manager Approval: __________________ Date: _____________

[END OF DOCUMENT]