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How to Find the Perfect Access Control System for a Shared Office

No one can deny that people are social creatures. While we generally live and work juggling between privacy and sharing, there is a growing trend toward working together in shared offices. Digitalization has made this not only possible, but it has also introduced new ways in which we organize our day-to-day work, design the architecture of social spaces, socialize, co-op or even travel for fun after work.

That's why security is even more important. Here is a quick overview of security systems relevant for shared offices:

 

We share a ride on our way to work, we put our laptops on a desk in a co-working cafe, and stay at a communal hostel room while exploring remote work in faraway places. We visit public libraries, museums and art galleries in our free time. In general, we put less and less physical boundaries.

At first glance, this can seem as a result of the growing worth of digital ownership. However, that is not the only reason. The speed and the volume of information that gets shared are on a constant rise. Faster transport means that distances between people get shorter. Thus, thinking about how to secure privacy in such environments is the next logical question.

social spaces
‍Social spaces are for work and fun - New Public Library In Dun Laoghaire

Regardless of the type of shared workspace you use, some security restrictions definitely need to be set. With varied levels of security possible for modern access control systems, you get can be flexible with time, space and personalization to get the best out of a shared office facility.

Perks of Shared Offices: It’s All About the Team

Think of the good old key as a means of access control. Keys can be duplicated, used randomly and by anyone. Needless to say, this can significantly raise threat levels when you work in a large social space with dozens of doors, hundreds of cubicles and as many employees.

Access control software throws classic keys way over back into history. Shaping up the level of access control in this way is a breeze - you can know exactly who and when has entered the building.

How does this work in practice?

social space security
‍Utility Access Levels at Hub Zürich Work Space

It’s easier than you can imagine. In fact, some wonderful coworking spaces have already made their office locations safe and beautiful. The seamless and elegant integration of the countless access control possibilities can help you manipulate the use of separate shared spaces only with a few clicks of the mouse.

A random remote worker who is there only for a day may not need to use the conference room at all. On the other hand, a team who is on a mission for a full three-day workshop will definitely need access to the coffee room and the kitchen, as well as additional access to the expensive digital conference equipment. Typically, you may want to keep the same equipment locked down for shorter stays in the shared workspace. Not to mention startups in the making, that usually need a full 24/7 access to all that a shared space has to offer! The possibilities are endless.

The “Who, When and Where” of Access Control in Shared Workspaces

The powers of access control are super-customizable. It all starts with choosing the criteria for persons who need to use specific work areas at specific times. You can leave them in or out. Typically, there are three criteria by which you can control the access in a modern shared workspace:

  • When - time periods
  • Where - access levels
  • Who - individual cards

While many of the employees at a large office building need a 9-to-5 access (although, let’s face it, this frame is getting shakier by the day!) specific highly authorized personnel may need to stay way longer than the usual, and get access to rooms which are restricted for most of the team. This can be made to fit in hundreds of different ways. All it takes is to set the criteria in the software with few simple steps. Then, you easily get to know who got in, where and when.

coworking security
‍Coworking at Hub Vilnius

Keeping track of each person that accessed a particular space during a specific time of the day is made hundred times simpler with the audit trail reports. With access cards or fobs, you don’t even need to think whether a person is a long-term colleague, a digital nomad or a fired-up entrepreneur! You can schedule the access levels ahead and just remove the privilege when there is no longer a need for that person to use a specific area.

There is entirely new air to shared spaces, that’s obvious. Shorter job retention periods, job swaps, flexible working hours, remote teams, the vanishing of the “career for life” principle - these are just a few of the things you need to keep in mind when you design the security features of a coworking space. The end result is not only a super-safe coworking spot, but also a cool way to show that you not only offer a stunning shared office, but also a place to make people feel relaxed and at ease while working together.

What more could a digipreneur ask for?

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