The Future of Workplace Technology: Super Fast Wi-Fi and Solar EV Charging

Technology plays an important role in almost every modern workplace, but an effective office does not need to be filled with the latest equipment. It needs reliable facilities that support the work employees carry out each day.

For some businesses, this means a stable internet connection and suitable video-conferencing equipment. Others may require secure networks, multiple screens, specialist software or charging facilities for employees and visitors.

Before choosing an office, it is worth looking beyond phrases such as “state-of-the-art” and considering what the available technology can actually do. Asking practical questions can help you find a workspace that supports your team without paying for features you will rarely use.

Begin With The Way Your Business Works

The technology required by a business depends on its services, team structure and working patterns. A freelance designer will have different requirements from an accountancy practice, sales team or company handling large technical files.

Start by reviewing the tasks completed during a normal week. Consider:

• How many people use the internet at the same time
• Whether employees regularly join video meetings
• The size of files uploaded and downloaded
• Which cloud-based systems the team relies on
• Whether confidential or personal information is handled
• How many devices need to be connected
• Whether staff use specialist equipment or software
• How frequently clients visit the office

This gives you a clearer basis for comparing workspaces. A long list of impressive-sounding facilities is less useful than a smaller number of services that suit how your business operates.

Look Beyond The Words “Fast Wi-Fi”

A reliable internet connection is essential for businesses that use email, cloud storage, internet-based telephone systems and video conferencing. However, the description “fast Wi-Fi” does not explain how the connection will perform when several people are using it.

Before choosing a workspace, ask:

• Is the internet connection shared with other businesses?
• Are wired connections available as well as Wi-Fi?
• Are any speed or usage limits applied?
• Who should be contacted when a connection problem occurs?
• Can the provider explain how the network is secured?
• Are guest and tenant connections kept separate?
• Can the connection support the software and services your team uses?

Enterprise House lists high-speed Wi-Fi with its hot-desking facilities in Malton and refers to stable, super-fast broadband across its workspace pages. Businesses with particular technical requirements should discuss them with the team before booking or agreeing to occupy an office.

A short test during a viewing may also be helpful, particularly if your work involves large files, live demonstrations or frequent video calls.

Decide Whether You Need Wired Connections

Wi-Fi is convenient, but it may not be the best connection for every device or activity. Desktop computers, internet telephone equipment and systems transferring large amounts of data may benefit from a wired connection.

A wired connection can also reduce reliance on signal strength in parts of an office where walls, furniture or distance from the access point affect Wi-Fi performance.

Businesses should ask whether network points are available within the office and whether connecting additional equipment requires permission. It is also important to understand who is responsible for configuring and supporting the business’s own devices.

Do not assume that the workspace provider will manage your computers, printers, accounts or software simply because an internet connection is included.

Check Power And Charging Provision

The number and position of power sockets can affect how easily an office is arranged. Extension leads running across walkways are inconvenient and may create avoidable risks.

When viewing a workspace, check whether there are enough accessible sockets for:

• Computers and monitors
• Telephone equipment
• Printers and scanners
• Laptop and mobile charging
• Presentation equipment
• Any specialist devices used by the business

Consider where employees will sit and whether cables can be managed without obstructing walkways or doors. Any new electrical installation or alteration should be discussed with the property provider rather than arranged without permission.

It is also worth asking whether portable electrical equipment is the responsibility of the tenant and what procedures apply when faults are discovered.

Prepare For Video Meetings

Video meetings are now a routine part of work for many businesses, but they can be difficult in an unsuitable environment. A fast connection will not solve problems caused by poor sound, interruptions or a lack of privacy.

For regular video calls, consider:

• Whether there is a quiet place to speak
• How background noise will be managed
• Whether headphones or a separate microphone are needed
• How lighting affects the camera image
• Whether confidential conversations can be overheard
• If several employees may need to join calls at the same time

A shared co-working area may be suitable for occasional calls, but a team that spends much of the day in online meetings may need a private office or access to bookable rooms.

Enterprise House provides a conference and meeting suite for meetings, presentations and training sessions. Businesses should confirm which screens, connections and presentation equipment are currently available before booking.

Understand What Meeting Equipment Is Included

A room described as suitable for meetings does not necessarily contain every piece of technology your business may require.

Before arranging an important presentation, ask whether the room includes:

• A display screen or projector
• Suitable connection cables or wireless presentation tools
• Speakers and microphones
• Video-conferencing equipment
• Accessible power sockets
• Reliable Wi-Fi for guests
• Adapters for different laptop connections

It is sensible to test the equipment before attendees arrive. Bring a copy of the presentation that can be accessed without relying entirely on one laptop, account or internet connection.

Where specialist equipment is essential, explain your requirements when booking rather than assuming it will be available on the day.

Keep Business Devices And Accounts Secure

Using a professional workspace does not remove the business’s responsibility for protecting its devices, accounts and information.

Employees should lock their screens when leaving a desk, use strong account security and avoid leaving confidential documents where other people can see them. Devices should be kept updated and protected using arrangements appropriate to the organisation.

In a shared workplace, businesses should take particular care with:

• Visible customer or employee information
• Conversations involving confidential matters
• Documents left on shared printers
• Devices left unattended in communal areas
• Unknown charging cables or removable storage devices
• Sharing passwords between employees

Ask the workspace provider how access to the building and shared network is managed, but remember that this does not replace the security controls required within your own business.

Consider Printing And Document Handling

Some businesses now work almost entirely digitally, while others still need to print contracts, reports, drawings or customer documents.

If shared printing facilities are available, find out how they are accessed and whether charges apply. Consider how confidential documents are protected while waiting to be collected and what happens when a print job is sent to the wrong device.

A business using its own printer should check that there is suitable space, power and network access. Large printers may also create noise, heat and storage requirements that make them unsuitable for positioning beside employees’ desks.

Document disposal is another important consideration. Sensitive papers should not be placed in ordinary recycling without an appropriate process for confidential waste.

Ask About Technical Support And Responsibilities

When technology stops working, employees need to know who is responsible for resolving the problem.

A workspace provider may manage the building’s internet connection and communal equipment, while tenants remain responsible for their own computers, accounts and software. Establishing this distinction early can prevent confusion later.

Useful questions include:

• How should broadband faults be reported?
• Is technical support available during all permitted access hours?
• Who maintains communal presentation equipment?
• Can tenants install their own network or telephone equipment?
• Who is responsible for equipment belonging to the business?
• What happens when building maintenance affects connectivity or power?

Keep the relevant support details somewhere accessible to more than one employee. An issue becomes harder to resolve when the only person with the necessary contact information is unavailable.

Think Carefully About Electric Vehicle Charging

Electric vehicle charging can be a useful workplace facility for employees and visitors, but businesses should confirm exactly what is available before including it in travel plans.

Ask whether charging points are currently operational, how many vehicles can use them and whether spaces must be booked. It is also worth checking:

• Which connector types are supported
• Whether a charge or usage limit applies
• Who is permitted to use the points
• How long vehicles may remain connected
• Whether the parking space remains available after charging
• Who should be contacted if a unit is not working

Enterprise House currently refers to solar EV charging on parts of its website, although other sections still describe the facility as forthcoming. Businesses interested in using it should therefore confirm its present status directly before relying on it.

Avoid Paying For Technology You Do Not Need

Technology should solve a practical problem. An office filled with screens, automated controls and specialist equipment is not automatically more effective than a simpler space with dependable connectivity and suitable workstations.

When comparing workspace options, distinguish between facilities your team needs every day and those required only occasionally. It may be more practical to hire a well-equipped meeting room when necessary than to maintain presentation equipment within a private office that is rarely used.

The workspace options at Enterprise House include hot desks, co-working areas, serviced offices, leased offices and bookable meeting space. The most suitable choice will depend on how regularly employees attend and which facilities the business genuinely requires.

Test The Workspace Before Committing

A viewing gives you an opportunity to assess matters that cannot be understood from a list of amenities.

Bring a laptop or other device you regularly use and consider testing the connection where permitted. Look at the number of sockets, mobile reception, desk layout and the availability of quiet areas for calls.

Ask for clarification where descriptions are unclear. In particular, confirm current facilities, access hours, technical responsibilities and any additional charges in writing before entering an agreement.

Choose Technology That Supports The Working Day

The most useful office technology is dependable, appropriate and easy for employees to use. Reliable connectivity, sufficient power, suitable meeting facilities and clear support arrangements are usually more valuable than features included simply because they appear modern.

To discuss the technology and facilities included with the available workspaces, or to arrange a viewing, contact the Enterprise House team.