This article is part of the school of coworking course through Archie. Make sure to check out the other articles to learn more about how to start a coworking space business.
You may have a coworking space with a great ambiance, comfortable chairs, and complimentary snacks, but if your technology is subpar your clients will run out the door and never look back. For this reason, it’s critical to understand the importance of having reliable, good technology in your coworking space.
Many of your potential clients will come to your space expecting dependable and great amenities such as printers, wifi, and audio options. You have to make sure you’re familiar with the technology demands of your coworking space and make adequate preparations for your clientele. Your coworking space’s success may very well depend on it.
In this article, we will discuss the different technological needs of your space and what you need to do to satisfy your clients.
What are the important technical needs of a coworking space?
There are many important technical aspects of your coworking space, but we will only be focusing on three for the sake of this article. What you need to keep in mind when building your coworking space is the audio, the printers, and most importantly the WiFi. Without this trio, your coworking space may run into a lot of customer issues.
Good wifi is an absolute must in a coworking space. You want to make sure your wifi will be able to suffice the needs of your space. Your clients will be coming to your space for reliable, fast, and overall good internet that doesn’t run into issues. When they do their work, they don’t want to be met with a poor internet connection or be frustrated by slow uploading speed. WiFi is central to any good coworking space business.
Printers are also something that must be considered when filling your coworking space with amenities. Having good printers puts your clients at ease and proves to them that you can provide a space with reliable amenities.
Audio is also important as your clients have to have a good audio experience in your coworking space. Your clients should be able to do their work with ease no matter whether they have to be in calls every day or if they have to edit videos. Your coworking space should be equipped with all the necessary tools for them, including audio technologies.
1. How to choose the right Wi-Fi and internet infrastructure for your coworking space
As we’ve mentioned before, providing good, fast, and reliable WiFi is an absolute must in a coworking space. Without it, you will find yourself in undesired situations. If you have a poor connection trying to fix it yourself can result in spending more time, money, and effort. This is why it is important to start off with a good internet source and connection that will save you more trouble later on.
1.1: Basics of WiFi and internet infrastructure in coworking spaces
In order to understand how to choose good WiFi, we have to understand the basics.
Bandwidth
Bandwidth is a measure of how much information a network can transfer, or in simpler terms the speed and type of your internet service.
Internet providers define bandwidth speed by millions of bits per second (Bps), Megabits (Mbps), and gigabits (Gbps). The speed refers to the downloading and uploading of information from or to the internet, such as emails or even movies. Usually, the higher the bandwidth the faster the speed.
The download speed will always be much higher than the upload speed, as people spend most of their time downloading things from the internet (which includes viewing webpages) than uploading.
The general rule is to have 5 megabits per second (Mbps) of download per active user in your coworking space. While the number of members you have in your coworking space may vary from time to time, it’s important to give yourself some room and try to get the fastest bandwidth you can afford. If your space supports 50 people, but you currently only have 30 active members, it might be a good idea to simply get a bandwidth that can support 50 people, in case there is a sudden surge in your space’s membership.
1.1: Basics of WiFi and internet infrastructure in coworking spaces
In order to understand how to choose good WiFi, we have to understand the basics.
Bandwidth
Bandwidth is a measure of how much information a network can transfer, or in simpler terms the speed and type of your internet service.
Internet providers define bandwidth speed by millions of bits per second (Bps), Megabits (Mbps), and gigabits (Gbps). The speed refers to the downloading and uploading of information from or to the internet, such as emails or even movies. Usually, the higher the bandwidth the faster the speed.
The download speed will always be much higher than the upload speed, as people spend most of their time downloading things from the internet (which includes viewing webpages) than uploading.
The general rule is to have 5 megabits per second (Mbps) of download per active user in your coworking space.
While the number of members you have in your coworking space may vary from time to time, it’s important to give yourself some room and try to get the fastest bandwidth you can afford. If your space supports 50 people, but you currently only have 30 active members, it might be a good idea to simply get a bandwidth that can support 50 people, in case there is a sudden surge in your space’s membership.
Access Points
An access point is a device that establishes a wireless local area network for your coworking space. It connects to a router, switch, or even a hub using an ethernet cable and casts a WiFi signal to a specific area.
This is a handy tool if you want WiFi access in certain parts of your coworking space where the router isn’t within range.
Access points can handle over 60 simultaneous connections each. By installing access points all throughout your coworking space, your members can walk around from room to room without any network interruptions. As they walk around the building, their devices will switch from one access point to another, without them even realizing that it’s happening.
You can find great access points and other network devices at UniFi.
Router
The router is a really important part of your internet service. The router is the device that connects computers and other devices to the internet. For this reason, it is important that your router is a good base for your internet service. Without a good router, everything else could fall apart.
Before selecting your router, you should figure out how large your space will be and how many people you will have using the internet. You don’t want your router to overload and cause a traffic jam in your internet services.
Keep in mind the space, size, members, and access points you have when picking a router.
Router options for your coworking space:
Mikrotik RB3011: This is a high-performance router that has multiple ports and connects through Ethernet. Its processor can handle up to 250 MB.
Unifi Security Pro 4: This router is great for protection for your network and data. It also allows for Ethernet and SFP connection.
Cisco 4000 Series Integrated Routers: These routers are great for larger coworking spaces, that are fast, effective, and have many connectivity options.
Security
Security is very important when it comes to your coworking space needs. Your network will be used by many people, so you want to make sure that their data, along with yours, is safe and secured.
One great way to do this is by password protecting all the networks, and making sure your passwords are strong enough so that they are not easily guessable and hackable by people who don’t know them.
Another great way to build security in your coworking space is by adding a splash page with authentication that can serve as another barrier to your network.
The best way to make sure your network is secure is by installing firewalls. A firewall is basically a barrier that sits between your private internal network and more public things like the Internet. Its job is to allow secure and non-threatening wifi in and filter out dangerous traffic.
1.2: Choosing a WiFi or internet infrastructure in your space
Now that we’ve glossed over all the basics, it’s important to start thinking about choosing a good WiFi option. What you have to keep considering here is the size, amount of members, and needs of your coworking space. Think about your clientele and what kind of WiFi needs they have. If you have a specific target audience in your coworking space, then you’ll want to understand their internet usage patterns and make sure you provide them with adequate conditions.
Consider all the factors we discussed above when making a decision about your WiFi needs. The importance is the speed and efficiency of the internet. Make sure you have a provider who can guarantee the quality of your WiFi will be good.
WiFi & Internet infrastructure set up options:
When you decide to set up your wifi you have three options available to you for your coworking space. You can either have a completely wireless connection, have a wired connection, or a mixture of both. The different options could be good depending on the size and needs of your space. It’s important to always prioritize WiFi no matter what.
1. Wireless option
What you will do here is simply have a wireless connection all throughout your coworking space. You would find an internet provider and buy a good plan that could suffice the needs of your coworking space.
Depending on your provider you may also need to buy other tech accessories such as access points and a good router.
This is a great option if you have a space that has more hot desks and common areas for people to work together. If you have very few private offices or conference rooms, then it might be a good idea to stick to a good wireless WiFi option, as it would be cheaper and you can make sure you provide your clients with the best possible wireless internet.
A great provider for your wireless internet connection is UniFi. The reason this is a great company and starting point for your coworking space is that it is affordable, has great connectivity options, and the I.T. technicians have different software and hardware than other companies, giving you the best options for your internet.
Tip: Always be prepared to solve WiFi issues or to call a technician, as problems with WiFi interference will occur no matter what.
2. Wired internet option
This is where you would wire your office space so that your internet connection will not only be wireless but so that your clients will also have the option for ethernet cables. This option is very pricey and is beneficial for spaces with a lot of private offices and conference rooms, where clients may want a really stable internet connection.
To wire a coworking space, you will need a technician who will know how to do it properly, and it is definitely not something you should try on your own unless you have professional experience with it. For this reason, wiring your coworking space can be very pricey.
When you wire your whole space, your clients will have access to plugs which they may need. If your target clientele is in need of ethernet plugs for their devices, then you can up-charge for their membership, as it will cost you a lot to wire your space for your clients.
3. Hybrid wireless and wired option
This option gives you the ability to not necessarily wire your whole coworking space but only some of it. This is great if you have a lot of private offices but not all your clients need a private ethernet connection. While this will also cost you quite a bit, it would not cost as much as it would to wire your whole space.
The way you can wire your space is by having a server room with all your internet and wifi needs. From that server room, you could set up a channel that goes across every office but has nothing in it. Then, you can easily pass a wire through that channel to only one out of every two private offices.
After you have set up the infrastructure then you will want to hire a technician to set up all the wires and everything related to the internet. This will cost you a pretty penny, but it will not be as much as it would to wire the whole space.
For example, in a space that is 8000 square feet and that is optimized at 60 square feet with mostly private offices, you will pay around $20,000 for everything related to WiFi including wiring with 1 ethernet plug per 2 desks. However, if that is the case, then you have the option of charging more for clients who wish to have an additional wired internet connection.
2. How to choose good printers for your coworking space
Having a good printer in your coworking space is just as important as everything else. Oftentimes, your members will need to use printing services that they don’t have access to anywhere else. You want to provide them with the best possible printing experience so that you can retain their satisfaction and trust.
✅ Tip: You don’t need to buy a huge expensive office printer. A smaller one may work just as well. Save your money and try to buy the most efficient printer possible, not the most “efficient-looking” one.
Inkjet Printers vs Laser Printers
There are many different types of printers, but the most common ones are the Inkjet printers and the laser printers, which we’ll talk about in more detail.
Inkjet Printers:
Inkjets work by spraying tiny droplets of liquid ink onto a page when it is printing. The printers themselves are usually cheaper to buy, but the ink is where you will be spending a lot of money.
Pros of Inkjet Printers:
- They are better for photo and image-heavy documents, as they blend smooth colours better
- Cheaper upfront More varieties of paper can be used with
- Inkjets, like glossy photo paper or even textured stationary
- Little to no warmup is needed
- Cartridges can be refiled and reused
- They are most likely smaller, lighter, and easier to maintain
Cons of Inkjet Printers:
- Inkjet ink is actually one of the most expensive liquids in the world
- The ink is water-based, meaning water damage and fading could happen to your prints
- They are much slower than laser printers, especially with high volumes of prints
- They have a low capacity for paper trays, with only 50-100 sheets, which could be a problem if your members use the printer a lot
Laser Printers
Laser printers are usually a more common option for office spaces. The way they work is by using lasers to create static electricity inside the printer, which in turn attracts the toner (powdered ink) and melts onto the paper. Toner cartridges do cost more than Inkjets, but last a lot longer, which ends up saving you money in the long run.
Pros of Laser Printers:
- They are much faster at printing large volumes at once
- They are better for printing text, as they produce perfect and sharp black text and handle small fonts and fine lines much better than Inkjets
- They handle high volumes of prints much better Laser printers are cheaper than Inkjets.
- They may cost more upfront, but in the long run the toner cartridges cover a lot more sheets of paper
- They are less wasteful
Cons of Laser Printers:
- They take time to warm-up
- They cost more upfront
- They can’t handle as many varieties of paper, especially anything heat sensitive.
- They can’t handle graphics as well
- They are bigger and heavier than Inkjets
Tip: No matter what, make sure you go for a cloud-based printer that can support different digital devices for an easy wireless printing experience.
Depending on your coworking space needs you may benefit from one printer more than the other. While Inkjets are a little more costly and require more effort, they might suit small coworking spaces better, especially if you have a clientele that needs to print out more graphics than text. On the other hand, if you have a bigger space with lots of members who mostly print out text rather than graphics, then Laser printers will be the way to go.
Tip: If you are a smaller space, a great idea would be to simply buy a used printer that is in good condition. You can use this as a starting point and as you grow you can easily upgrade it later on.
Printer Options:
Canon MAXIFY GX7020: This is a great Inkjet printer that is designed to meet the needs of a small coworking space. It is an all-in-one colour printer that includes scanning features that can be great for your space.
Canon imageCLASS MF743Cdw: This is a laser printer that is more for a medium-sized coworking space that is great for printing text documents in colour or in black and white.
HP OfficeJet Pro 8025e: This is a great all-in-one fast Inkjet printer that can print colour, scan, and even send faxes. It’s affordable and great for a medium-sized coworking space.
Xerox Versalink C405: This is a great laser printer that will satisfy all your coworking space printing needs. It is a little pricier but great for a larger coworking space.
Analyze your coworking space needs and figure out what would suit your space and members more, and make a decision based on that.
3. How to choose good audio for your coworking space
When you think of your coworking space’s needs, you may not automatically think of the need for a sound system. After all, why would you need a good sound system if everyone will be working on their own individual devices? The truth is that sound systems are more important than you’d think.
Think about having a good ambiance by having music in the eating area, or about people who need to do presentations and need a clear and crisp audio solution.
The idea here is to get good speakers that can function for all kinds of needs. Depending on the size of your coworking space, you may need to have more than one speaker in designated areas. For example, if your space is a little bit bigger and you have a specific space that is made for presentations then you’ll want to invest in good speakers over there, as well as your common area for some music.
What are your speaker options?
The most important thing you have to consider when it comes to audio is the needs of your space. Often, many coworking space owners realize that they bought an audio system that was not only too expensive but also too big for their space. To avoid this common mistake, figure out the needs of your space. If you have a smaller coworking space then it is a better idea to not invest too much in speakers, but rather WiFi.
Below we’ve highlighted two options for you to choose from depending on the size and needs of your coworking space.
Option 1: Solo Speakers
This is the best option if you have a small coworking space that has more hot desk areas and personal or private offices. If this is the case for your space, then you can definitely get away with simply buying a few solo speakers and setting them up in your space. The sound quality won’t be as good as it would with professional speakers, but for your space, it might just work perfectly.
Advantages of Solo Speakers in your coworking space:
- They are easy to set up on your own
- They are very cost-efficient
- They are great for smaller events or just for background music
- You can purchase fewer of them
Disadvantages of Solo Speakers in your coworking space
- They won’t be as great of quality as professional speakers
- Not good for bigger spaces with more needs
Option 2: Professional Speakers
Professional wall and ceiling-mounted speakers are a lot more work and a lot more expensive than the Solo speaker option. You should not consider this unless your space is very large and has specific areas designated for presentations.
This option gives you great sound quality and looks very professional, however, it is extremely pricey. For example, for a space that is 8000 square feet and optimized at 60 square feet a good audio system set up would cost around $10,000.
Another thing you have to consider is the radius that the speakers will cover. When they are wall-mounted or ceiling-mounted, the speakers will dispatch the sound on the ground and will only cover a certain radius. What this means is that you will need to buy more speakers to cover more ground the bigger your space is. This can also add up very quickly cost-wise, so it is important to figure out your priorities and where you absolutely need sound. For example, it might not be necessary to have speakers in the bathrooms if you already have them everywhere else.
Advantages of Professional Speakers
- They will give you stable and crisp audio throughout your space
- Great for larger spaces
- The audio technician will set it up for you
Disadvantages of Professional Speakers
- They are very expensive
- You will need more speakers to cover more ground
- You can easily overestimate your needs and overpay for the speakers
Conclusion
Optimizing your space in terms of WiFi, audio, and printers is an important part of building your coworking space. Clients will look for a space that has great amenities where they have great options that can satisfy all their needs. For this reason, it’s important to keep these aspects in mind and make informed decisions based on the size of your space and your client’s needs.
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