Determining Ideal Capacity for Therapy-Focused Co-Working Space

Hello everyone,

I’ve read a few posts on capacity in these forums and still have this question. Hope you can advise because this has become a sticking point for me. I’m stuck, haha.

I’m seeking advice on how to determine the ideal capacity for my co-working space, which caters specifically to therapists. Our space includes 10 private offices, 10 telehealth offices, and an open area. Unlike many co-working spaces, none of our offices are dedicated; instead, they are available on an hourly basis.

Our member base is capped at 30 therapists, who typically work 20-25 hours per week in therapy sessions, spread over 3-4 days. Our operational hours are from 8 am to 8 pm, Monday through Sunday.

Our Membership Levels:
We offer three membership levels with different access hours:

  1. Basic Membership: (Telehealth Heavy, 8 hours per week)

    • 6 hours per week in telehealth rooms
    • 2 hours per week in private rooms
  2. Mid-Level Membership: 16 office Hours per week

    • 8 hours per week in private rooms
    • 8 hours per week in telehealth rooms
  3. Upper-Level Membership: (Full-time equivalent in therapy world) 24 office Hours per week

    • 16 hours per week in private rooms
    • 8 hours per week in telehealth rooms

Current Capacity Assessment:
Here’s how I’ve been assessing capacity so far:

  1. Total Available Hours Calculation:

    • Private Offices: 10 private offices available 12 hours per day for 7 days a week, totaling 10 rooms X 12 hours a day in each X 7 days/week = 840 hours per week.
    • Telehealth Offices: 10 telehealth offices available 12 hours per day for 7 days a week, totaling 10 x 12 x 7 = 840 ) hours per week.
    • Total Weekly Available Hours: Combining both, we have 1680 hours per week.
  2. Demand Calculation Based on more people in the upper tier of membership, meaning more hours spent on-site

    • Top Tier Members: 25 members at 16 hours per week in private rooms and 8 hours per week in telehealth rooms, totaling ( 25 \times 16 = 400 ) hours per week in private rooms and ( 25 \times 8 = 200 ) hours per week in telehealth rooms.
    • Mid Tier Members: 5 members at 8 hours per week in private rooms and 8 hours per week in telehealth rooms, totaling ( 5 \times 8 = 40 ) hours per week in private rooms and ( 5 \times 8 = 40 ) hours per week in telehealth rooms.
    • Total Demand: 440 hours per week for private rooms, 240 hours per week for telehealth rooms, totaling ( 680 ) hours per week.

Analysis:

  • With 1680 available hours per week and a maximum demand of 680 hours per week, our current setup should comfortably accommodate our 30 members, even during peak times.
    My Questions to You:
  1. Is This Calculation Sufficient?

    • Am I missing any key factors or using an incorrect approach to estimate capacity?
  2. Peak Times and Utilization:

    • How should I account for peak usage times and ensure fair distribution of available hours?
  3. Booking Systems:

    • What booking systems or strategies would you recommend to manage the hourly reservations effectively?
  4. Member Feedback:

    • How often should I collect feedback from members, and what specific questions should I ask to better understand their needs and adjust our offerings?

I appreciate any insights or experiences you can share to help optimize our space’s capacity and ensure it meets our members’ needs efficiently.

Thanks in advance!

Justin J.

Hey Justin,
Therapist focused coworking communities aren’t my specialty, but I can point you to the pro on this: Penny Mechley-Porter of Thrive Therapy Space. I recommend reaching out to her as a peer who might be able to offer some insight.

Hey Justin!

Is this spot brand new/opening soon, or do you already have active members on these plans? I’m trying to figure out how much of this is hypothetical vs adapting/optimizing an existing operation?

Your question about booking systems makes me think maybe you haven’t opened yet, but you also mention member feedback in a tense that makes me think maybe your model is based on existing usage.

Knowing which it is will help a lot for giving useful feedback on your model!

Thanks, Sean. I appreciate the contact.

Hi Alex, thanks for your response. This is hypothetical at this point. Trying to open by the end of the year. I can see how my post starting veering into related but different issues from “ideal capacity.” What I’m most trying to understand right now is the capacity issue. How I can effectively ensure that 30 members (ish) have access to what they need when they need it. I feel like one day I understand it and then the next it seems to slip away and become complicated. I’m meeting with a rep from OfficeRnD and hoping when I begin exploring the platform I’ll be able to explore capacity a bit more, but I’m not sure. Any ideas?