Hey there,
Ever found yourself scrolling through three devices, four folders, and one ancient email thread just to find that one photo from last summer’s event? You’re not alone.
This week, I decided to look into something that might not sound exciting at first, but can improve your space’s marketing and internal workflows:
📸 Building a Photo & Video Library for Your Coworking Space
Let’s get into it.
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Why build a media bank?
Imagine being able to find a testimonial video, workspace shot, or branded flyer in under 30 seconds. That’s the point.
More than that, your photo and video archive becomes a visual memory of your space. It’s not just for marketing. It’s a way to document your community over time.
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What belongs in a media bank?
Start with the essentials:
- Workspace photography. Clear, updated shots of your desks, meeting rooms, and shared areas.
- Testimonials and portraits. Quick member interviews or headshots. With consent, of course.
- Event footage. Photos and videos from your past gatherings.
- Brand assets. Logos, flyers, social media templates, and more.
Ask yourself: would I use this in the future? If not, don’t store it.
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Tools that work (even for small teams) 🔧
You don’t need a huge budget or a fancy system. These options are all solid:
- Google Drive, Dropbox, OneDrive. Easy to use and share.
- Filecamp, Dash, Pics.io. Lightweight DAMs (Digital Asset Managers) that offer tagging, permissions, and external galleries.
- Flickr or Google Photos. Good for visual presentation and sharing albums.
- Your website. Add a gallery page or a protected member-only media section.
You can also mix tools. Store everything in Google Drive and use Flickr for public-facing albums, for example.
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Quick ad: We have a mobile app!
If you are a Cobot customer, we have great news - we have released a mobile app for your members. It's free and included in your subscription. Learn more here.
Now back to the newsletter 😅
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Structure it properly
🗂 Folder setup. Use broad categories like “Events,” “Workspace,” “Testimonials,” and then break them down into subfolders.
→ Events >> 2025-10 Hackathon
→ Workspace >> Lounge >> 2024
📄 File naming. Say goodbye to IMG_1234.jpg. Go with something like 2025_10_EventGroupPhoto.jpg or Anna_MemberTestimonial.mp4.
💡 Versions. Keep originals safe and clearly mark any edited versions. Example: CafeShot_v1.jpg, CafeShot_v1_web.jpg
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★ EXTRA Tip - Tag and label like a librarian
Tagging helps you find assets fast. If your platform allows it, use tags for:
- Content type (testimonial, event, workspace)
- Location (kitchen, open area, rooftop)
- Year or project
- People or teams involved
Auto-tagging tools can help if you're short on time. Just make sure to review them. A computer might tag “office” when you meant “pitch night.”
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Managing access ⛔
✅ Internal use: Create a shared folder or DAM portal for your staff. Define who can upload, edit, or view files.
✅ Public sharing: Curate galleries for your members or audience. Share them on your website, in newsletters, or on platforms like Flickr. Just don’t forget to double-check usage rights before making anything public.
Make sure your team knows how to use the system. Teach them where things live, how to upload new content, and how to search by tag.
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Keeping it fresh 🍓
Set a few habits to maintain the system:
- Back up your library regularly. Use an external drive or a second cloud.
- Add new files after events while the context is still fresh.
- Review once a year. Archive or label outdated photos to avoid mix-ups.
- Track requests. If people keep asking for “a photo of the café during lunch,” maybe you need to take one.
Also, rotate the images on your homepage or directory profiles once in a while. It shows your space is alive.
Your space already tells a great story. A content library helps you tell it faster and better.
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The topic for next week is:
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If you missed last week's newsletter, check it out here:
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Reply to this email if you have any questions, disagree with something I said, or have a suggestion for a collaboration/future topic. I'm always happy to stay in touch.
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See you next Wednesday and happy coworking! 🥳
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Harzer Str. 39
Berlin, 12059, Germany
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Cobot Coworking Software, 2025
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