How to guarantee coworking security in shared offices
Some people may disagree, but the world, in general, is becoming a much safer place. You can access most of your work resources, as well as your sensitive personal data from any point in the world, as long as you can get your hands on a computer. You can make changes to your bank account. With smart automation, more and more people will be able to cozy up their homes when coming back from a travel before they open the door.
Especially for coworking security is a big topic. Here an example of how easy it can be solved:
Therefore, it’s no wonder people’s work is also changing so much, becoming more flexible, shareable and social. It’s only normal to start thinking about new safety risks when you spend your whole day on the go in a coworking space or when your shared workspace is at a nearby cafè or a restaurant.
However, there are two sides of each story. Although one is the client and the other one is the provider of the coworking services, they both share the same needs for getting the job done while following a good shared workspace security policy. As much as all people like feeling safe and comfortable in a shared workspace, coworking space owners have their own view of shared office security. In the end, it’s the coworking space manager’s responsibility to make the place hospitable.
If you’ve taken the role, you probably want to make a friendly office, where the shared office security rules don’t create more problems than they are trying to solve. You have to admit that not many people like trust being brought into question. Therefore, one of the key components of managing coworking security is to find the right balance between extending trust and setting boundaries. When we say boundaries, we think of both physical and virtual, mirroring the increasing trend toward populating the digital space. A good place to start when you are thinking of the coworking space security is to take your visitors’ point of view.
Put Yourself in Your Client Shoes
Think of it like this - while you are seated in your office for long periods and know everyone in the neighborhood, it is the first time for the visitor to cross your doorstep. They already have enough work to think about and expect to feel good and supported. A key element of that feel-good factor is the shared workspace security.
You can make the first impression count by enabling a well-lit and clear public access. To make the visitor feel welcome, it’s great if you can handle some aspects of the coworking security remotely, such as providing the smartphone code to grant access, as well as sharing the most important tips of your shared office security rules via email or an SMS message.
After all, people like knowing what to expect when they come. They don’t like spending too much time on Internet settings, but they’d for sure appreciate if they have more time to grab a free coffee from your kitchen bar! Handling authentication before the visit is even more important if you have 24/7 access to the workplace, and no staff to control what’s going on all the time. Combine it with a full-stack service for remote access management, and you can share and remove codes whenever necessary - be it for a couple of hours, a day or a month-long visit. You don’t even need an office manager that provides access on-the-spot. If there is one, even better - he or she can concentrate on giving a human touch while the integrated access control management system will do all the work for the shared workspace security.
Combining Physical and Virtual Shared Workspace Security
Data is as valuable as personal safety and equipment security, no doubt about it. A good coworking security will incorporate both components into one well-oiled machine.
Many modern web-based access control systems can manage both aspects, so there is no need to worry too much about how will that turn out. You can, though, spend some time thinking about motion detection alarms that can help visitors feel safe from break-ins and thefts, especially if you rent out space for laptop or peripherals storage.
While it’s great to have the doors locked all the time, it’s even better that you can access the remote control dashboard from your tablet and help someone who has forgotten the access card get in with a new access code on their phone. Video monitoring that can be added to is an extra bonus for a shared office security. As it is known to compromise confidentiality, it requires careful handling in shared spaces.
If you have an open-door policy, it worth thinking about segmenting long-term and short-term clients from casual passers-by. Not all of them will have the same shared office security privileges. There are access control management platforms that can do the segmentation for you.
Regardless of how you arrange the physical space requirements, you still need to think about shared network threats. Provide dedicated VLAN access to those that don’t come often and you’ll have one worry less on your back. Without affecting performance, you are setting stronger authentication for shared networks and remove a bit of that wobble worry that clients see in Wi-Fi areas.
Following the footsteps of your visitors, from the moment they get in touch with you to the moment they close the doors of your coworking space is definitely a great way to make the shared workspace security work on both sides of the deal, and in the wider collective.