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Opening a coworking space is an exciting opportunity to create a productive and inspiring work environment. However, for members to truly work efficiently, more is needed than just desks and good design – technical equipment plays a crucial role.
But what if you have a burning passion for coworking and are not an IT expert at the same time? In this post, we give our take on the technical essentials which are necessary for your coworking space and tips on how you can implement them easily, without IT know-how.
All of the insights are purely based on our own experiences setting up a coworking space and are not paid endorsements or otherwise.
1. How to Set Up Reliable and Fast Internet In Your Workspace
Nothing is more frustrating for members than a slow or unstable internet connection. In our experience, our recommended speed is 1 Gbit/s download and 500 Mbit/s upload – this is more than enough for 100 simultaneous users, easily covering multiple video conferences and cloud application use.
We worked with Telekom to handle the setup, however prices and performance will obviously vary based on your location and your regional partners. The benefits of purchasing a plan designed for business is also that you are likely to have personal IT support in the package included, meaning if any issues arise, you’ll receive quicker help. And depending on where you are located, the providers often list net prices, which can be cheaper for businesses when it comes to taxes.
How to Make Wi-Fi Available in All Areas
Making sure members stay connected, especially in outdoor spaces like our rooftop terrace, was a top priority. We decided to use Aruba Instant On access points, of which there are different models which are suitable for either indoor or outdoor environments. These access points provide reliable, secure Wi-Fi coverage, ensuring that whether you’re inside or outside, you’re always connected. To achieve good coverage though, you’ll need strategically placed Wi-Fi access points attached to the walls of your building to distribute the signal. All of these IoT-type of devices can be easily logged into too, so that you can undertake configurations remotely.
What to Do If Wi-Fi Fails?
Sometimes Wi-Fi fails – and that’s where LAN cables can come in. We’ve set up network switches so members can still access the internet via a wired connection if needed. This is a great backup plan if there are any issues with wireless connectivity.
2. Security and Automated Access Control – A Few Tips
The same access points support WPA2 and WPA3 encryption, which are the industry standards for Wi-Fi security. Additionally, our router has built-in firewall protection to defend against external threats, keeping both our network and our members’ data safe. To round it all up, we set up a separate guest Wi-Fi, which is quick and simple to do.
Members access Wi-Fi by logging into Nexudus, where they request an access token. These tokens are time-limited, so access is automatically managed and secure.
We’ve also integrated our Mikrotik routers with Nexudus which gives us an automated way to track how many working hours our members are consuming in our workspace based on their Wi-Fi log-ins, which is useful for simplifying billing and attendance.
3. What Additional Equipment Might Be Needed?
Stress-Free Printing
A shared printer can be a challenge in coworking spaces – but there are clever solutions! Cloud printing services like ezeep allow members to print from any device without having to install the printer on each person’s device directly. Plus, it simplifies the billing of printing services to members via its many integrations into various space management systems.
Telephony Without Complicated Connections
Some members may need a fixed phone line – this is easily achieved through VoIP (Voice over IP). Modern providers like Placetel or 3CX allow calls to go through the internet, eliminating the need for traditional phone lines. For long-term members, it is also worth exploring how you can integrate any phones they bring themselves.
Security Cameras for Peace of Mind
We made sure to properly mount connection points on the walls and ensure that power outlets are available for the cameras. If outlets weren’t there, we hired a contractor to install the necessary outlets.
Conclusion
With the right planning and the right partners, the technical setup of your coworking space will not be an obstacle but a real success factor. And it doesn’t necessarily require a lot of technical knowledge.