Personal Security 101: Coworking Security Tips

Technological advancements and economic shifts are changing how, where, and when we work. Coworking spaces are becoming the new norm. These multi-project offices can be a productive, collaborative experience that bears profitable partnerships, but they can also be a security albatross.

To help you navigate the security pitfalls of coworking spaces, we’ve made this list.

Coworking Security Tip #1: Beware of Glass Walls

Many co-working spaces feature glass walls that double as whiteboards. They may look modern; they may be convenient; but they’re also a security breach in the making.

For starters, be excessively careful what you write on those transparent whiteboards! Remember, your glass wall is also your neighbor’s glass wall. Sure, they may seem like lovely people who are in no way related to your industry — but you never know! When you’re operating out of a coworking space, it’s wise to adopt a healthy level of skepticism. We’re not advocating for rudeness or paranoia; we are advising that you take logical precautions.

Also, be careful about how you position furniture and computers in a glass-walled office. Many routers and computers have a sticker on the back that details network information, which hackers find helpful. If the posteriors of your machines are facing your neighbor’s office, then said neighbors are privy to those potentially valuable nuggets of information. If you have no other option than to place your hardware along a glass wall, remove or scratch out any data stickers on the backs of the machines.

Bottom line: If you can choose your section, pick one with the fewest number of glass walls shared with another office.

Coworking Security Tip #2: Don’t Leave Things Lying Around

It happens all the time. You grow comfortable in a coworking space and become lackadaisical about adhering to security protocol measures. You start leaving important papers lying on your desk. An emergency arises, so you bolt out of the office before putting things away. After buying something online, you forget to put the credit card back in your wallet, leave it on the desk, and then head out for a meeting in the conference room.

All of these seemingly innocuous oversights can easily lead to expensive identity and financial theft.

Coworking Security Tip #3: Phone Matters

Who can access the phone system at your coworking space? Are recordings made? If so, why? Can you install your system or is using the facility’s provider a must?

These are all questions to consider before moving into a multi-business office space.

Now, you may not have many options when it comes to phone companies due to service providers’ regional limitations. Just make sure that third-parties don’t have unfettered access to your calls and messages. If the coworking space has an in-house IT division that can access everyone’s phone data, then include a clause in your agreement that holds the appropriate parties responsible for any future breaches. In other words: CYA.

Here is a good time to bring up thin walls, again. Remember, the goal of most facilities is to minimize costs and maximize profit. As such, in coworking spaces, there’s a better than average chance that the person in the next unit can hear everything you say on the phone. Heck, people several office’s over may be able to eavesdrop on your conversations. So, if you have private issues to discuss, either book a sound-proof conference room or handle those conversations in the privacy of your own home.

Coworking Security Tip #4: Run Your Own Router

Perhaps the most critical hardware consideration when renting a coworking office is the router. In short: You DO NOT want to use one that other people are using. Doing so is like handing strangers a copy of your company’s trade secrets and bank accounts. Get your own router and lock it down!

Coworking Security Tip #5: Wi-Fi

Speaking of locking it down: that applies to WIFI too. Make sure you have two secure WiFi accounts for your coworking unit: one for employees and one for guests. Note: The visitor’s account should not co-mingle with the staff account. After all, who knows what scraping and data apps people have on their devices — both wittingly and unwittingly. Play it safest by segregating your wireless network.

Additionally, think about electronic file mobility and associated company policies. Who can access the work network from home? Do you have a plan in place for checking up on telecommuting file activity? These are both things to establish with your team.

Coworking Security Tip #6: Lock Up

We’ve talked about locking it down. Now let’s talk about locking it up.

If someone isn’t in the office, lock up! Lock the door to your office. Lock your computer. Lock drawers and cabinets. Yes, the facility may have vetted everyone with a coworking space in the building. However, what about the clients and friends who come to the office?

Coworking Security Tip #8: Be Super Discreet

Discretion is the better part of valor when it comes to coworking spaces. Don’t talk about *Tom* in the hallway or bathroom. Don’t badmouth *Bonnie* on a messaging app that’s open on your laptop and then walk away for a minute. If you must talk about sensitive business or personnel issues, either book a conference room or do it quietly behind closed doors in your office.

Be polite. Be collaborative. But trust no one and make partners sign NDAs and other protective agreements.

Coworking Security Tip #9: Mind Your Trash

Invest in a shredder and mind your trash! Don’t just chuck revealing papers or memory sticks in the garbage. The person who comes to empty the cans after hours may be the best hacker this side of the Mississippi who strategically scored a janitorial arts job to gather data after hours.

Coworking Security Tip #10: Invest in a Camera

At the risk of sounding overly paranoid, getting a “nanny cam” for your coworking office isn’t a bad idea. They allow you to keep tabs on what’s happening in the space when the team isn’t there. Is someone ducking into your office after hours and snooping around? The best way to keep a handle on that is with surveillance tools, which can be relatively inexpensive these days.

Coworking spaces can be the making of your company, but remember to play it smart and secure.