Other than the staff and the physical security components of your coworking space, there are many opportunities to improve security while staying on-brand. It’s some of these smaller details that can come together to create the feeling that both members and visitors get when they spend time in your space.
One of those details is signage, which we already mentioned. Here are others to consider.
Visitor badges are a standard best practice in office security. A solid visitor badge policy makes it clear that all visitors must demonstrate proof that they’ve checked in. We wrote a whole post on visitor badge design, which you can read here.
Although visitor badges are small, they don’t have to be boring. They can even be a branding tool. Why not get your marketing department involved to make these badges a little more fun?
The Visitor Log
Most coworking spaces use some kind of membership software already to manage payments and scheduling. But you should also be tracking the many non-member visitors who come in to meet with members, make deliveries, or conduct corporate-related business.
These visitors will need to be evacuated in the case of an emergency, so you need an up-to-date list of them at all times. Plus, tracking these visits may become important for potential legal cases and for business analysis purposes. Visitor management software like The Receptionist for iPad comes with all of these benefits.
By having your visitors check in on a tablet instead of on paper, you don’t just boost safety and security. You also improve their experience and show that your organization is modern and tech-savvy.
Coworking spaces certainly are not immune from data breaches and hacking.
Small businesses often make the perfect target for hackers, and the loss of private data can destroy the sense of trust that you’ve worked hard to build up with your members.
Most digital precautions happen behind the scenes with the use of firewalls, and the way that networks are structured. For example, some experts suggest setting up separate networks for members and nonmembers, or even for groups of members (for example, those working for the same company).
However, you can make the login and security efforts more pleasant by making branded WiFi login pages that greet members and visitors cheerfully when they log in. Some software tools even allow you to incorporate your social media and other interactive elements on these pages to drive engagement.
You can also use clear, casual language for other security measures, such as the prompts to update logins, make passwords more secure, or observe common security best practices such as avoiding clicking suspicious links.
The Visitor Policy
Visitor policies are a good security measure because they tell visitors and members what behavior is acceptable and expected during visits, from scheduling to badges to internet access.
To keep the vibe friendly, try to get your point across without using a ton of legal jargon or making people review paragraphs of text. Break it up into an easy-to-read list using simple language (but still have your lawyer take a look at it).
Finally, consider using membership software or visitor management software to make the documents easily and paperless approved during the check-in or enrollment process.
If you’re ready to try one of the best visitor check-in apps on the market, we invite you to try The Receptionist for iPad today. You can schedule a free, no-obligation demo, or jump right in with a free, 14-day trial.
Our services can also remind you through our website.