Why Office Wi-Fi Is Different
The router your internet provider gave you works fine at home. But in an office with more people, more devices, and higher stakes, its limitations become clear:
- Coverage gaps in meeting rooms and corners
- Slowdowns when everyone's on video calls
- No separation between staff and visitor devices
- Basic security that wouldn't pass any compliance check
- No visibility into what's using your bandwidth
Setting up proper office Wi-Fi isn't complicated, but it does require some thought.
Understanding Your Needs
Coverage Area
Map out where Wi-Fi needs to reach:
- All desks and workspaces
- Meeting rooms and conference areas
- Kitchen and break areas (yes, people use Wi-Fi there)
- Reception and waiting areas
- Any outdoor spaces used for work
Device Count
Count all the devices that will connect:
| Device Type | Typical Count |
|-------------|---------------|
| Staff laptops | 1 per employee |
| Staff phones | 1 per employee |
| Tablets | Varies |
| Printers | 1-3 |
| Smart TVs/displays | Meeting rooms |
| IoT devices | Security cameras, sensors, etc. |
| Visitor devices | Estimate peaks |
**Rule of thumb**: Plan for 2-3 devices per employee plus 20% headroom for visitors and growth.
Bandwidth Requirements
What will eat your bandwidth:
| Activity | Per-User Bandwidth |
|----------|--------------------|
| Email and documents | 1-2 Mbps |
| Web browsing | 5-10 Mbps |
| Video calls (HD) | 5-10 Mbps |
| Video calls (4K) | 15-25 Mbps |
| Cloud backup running | 10-50 Mbps |
| Software updates | Burst traffic |
For a 10-person office with video calls, you want at least 100 Mbps download; 300+ Mbps is comfortable.
Router Placement Basics
Where to Put Your Router/Access Point
**Central location**: Wi-Fi radiates in all directions. A router in the corner wastes half its signal outside the building.
**Elevated position**: Radio waves travel best with clear line of sight. Mount access points on ceilings or high on walls, not under desks.
**Away from interference**:
- Not directly against thick walls or metal structures
- Away from microwaves (they use similar frequencies)
- Away from cordless phones (older models)
- Away from Bluetooth devices when possible
- Not inside metal cabinets
Materials That Block Wi-Fi
| Material | Signal Impact |
|----------|---------------|
| Drywall/plasterboard | Minimal |
| Wood | Minimal |
| Glass | Low |
| Brick | Moderate |
| Concrete | Significant |
| Metal | Severe |
| Mirrors | Severe (reflective) |
If your office has lots of concrete or metal, you'll need more access points.
One Router vs Mesh vs Access Points
Single Router
**Best for**: Very small offices (under 100m²), open plan, 5-10 devices
**Limitations**: Limited coverage, single point of failure, usually basic features
Mesh Systems
**What it is**: Multiple units that work together, one main router plus satellites
**Best for**: Small to medium offices (100-300m²), 10-30 devices
**Examples**: Ubiquiti UniFi, TP-Link Omada, Eero Pro, Netgear Orbi
**Pros**:
- Easy to expand coverage
- Self-managing handoff between units
- Simple setup (consumer-friendly)
**Cons**:
- More expensive than a single router
- Some features still limited vs enterprise
Business Access Points
**What it is**: Dedicated access points connected to a central controller (software or hardware)
**Best for**: Medium offices (200m²+), 30+ devices, multiple floors
**Examples**: Ubiquiti UniFi, Cisco Meraki, Aruba Instant On, Ruckus
**Pros**:
- Enterprise features (VLANs, advanced security)
- Centralised management
- Scalable to hundreds of devices
- Professional support available
**Cons**:
- More complex setup
- Higher upfront cost
- May need professional installation
Recommendation by Office Size
| Office Size | Staff | Recommended Approach |
|-------------|-------|---------------------|
| Small (under 100m²) | 1-10 | Quality single router or 2-unit mesh |
| Medium (100-300m²) | 10-30 | Mesh system or 2-3 access points |
| Large (300m²+) | 30+ | Business access points with controller |
| Multi-floor | Any | Access point per floor, wired backbone |
Setting Up a Guest Network
A guest network lets visitors use your Wi-Fi without accessing your internal network. It's essential for security and often required for compliance.
Why Guest Networks Matter
1. **Security**: Visitors can't see your printers, file shares, or other devices
2. **Bandwidth control**: Limit how much bandwidth guests can use
3. **Liability**: Separate logging for guest activity
4. **Professionalism**: Looks better than scribbling your main password on a whiteboard
How to Set Up
Most routers and access points support guest networks. General steps:
1. Access your router admin panel (usually 192.168.0.1 or 192.168.1.1)
2. Find "Guest Network" or "Guest Wi-Fi" settings
3. Enable guest network
4. Choose a network name (SSID) like "[Company] Guest"
5. Set a password (or enable captive portal)
6. Enable "client isolation" (prevents guests seeing each other)
7. Disable access to local network resources
Guest Network Best Practices
| Setting | Recommendation |
|---------|----------------|
| SSID | Clearly labelled (e.g., "Acme-Guest") |
| Password | Simple but not guessable, change monthly |
| Bandwidth limit | Cap at 20-30% of total bandwidth |
| Client isolation | Enable (guests can't see each other) |
| Network access | Disabled (internet only, no local resources) |
| Captive portal | Optional—nice for displaying terms of use |
Displaying the Password
Options:
- Framed sign in reception
- QR code that phones can scan
- Captive portal with simple agreement
- Receptionist provides on request
Essential Security Settings
1. Change Default Admin Credentials
Every router ships with a default username and password (often "admin/admin" or "admin/password"). Change these immediately. Attackers know all the defaults.
2. Use WPA3 (or WPA2 at minimum)
| Protocol | Security | Use? |
|----------|----------|------|
| WEP | Broken | Never |
| WPA | Weak | No |
| WPA2-PSK | Good | Acceptable |
| WPA2-Enterprise | Better | If you have RADIUS |
| WPA3-Personal | Best | Use if devices support it |
Most devices now support WPA3. Use "WPA2/WPA3 mixed mode" if you have older devices that don't.
3. Strong Passwords
- **Admin password**: Long, unique, stored in password manager
- **Wi-Fi password**: At least 12 characters, no dictionary words
- **Guest password**: Can be simpler (it's isolated anyway) but still not obvious
4. Disable WPS
Wi-Fi Protected Setup (WPS) has security vulnerabilities. Turn it off.
5. Keep Firmware Updated
Router vulnerabilities are regularly discovered. Enable automatic updates if available, or check monthly.
6. Disable Remote Management
Unless you specifically need to manage the router from outside the office, disable remote management/cloud access features.
7. Use a Sensible SSID
Don't broadcast your company name if you want to stay low-profile, but don't hide the network either (hidden SSIDs actually reduce security slightly).
Business-Grade Router Recommendations
Budget-Friendly (Under £200 Total)
**TP-Link Omada EAP245** (Access point, £80)
- Ceiling-mounted
- Handles 50+ devices
- Free controller software
- Needs separate router/switch
**Ubiquiti UniFi 6 Lite** (Access point, £90)
- Wi-Fi 6 support
- Excellent management software
- Very reliable
- Needs separate router/switch
Mid-Range (£200-500 Total)
**Ubiquiti Dream Router** (All-in-one, £200)
- Router, access point, security gateway combined
- Excellent management interface
- Good for small offices
**TP-Link Omada System** (2-3 APs, £200-300)
- Scalable mesh/AP system
- Central cloud management
- Great value for coverage
Professional (£500+)
**Cisco Meraki Go** (Starting £200 per AP)
- Cloud managed
- Simple but powerful
- Good support
- Ongoing license costs
**Aruba Instant On** (Starting £150 per AP)
- Enterprise features
- Cloud management included
- No ongoing license fees
**Ubiquiti UniFi System** (Varies)
- Highly flexible
- Powerful management
- Active community support
- No recurring fees
Troubleshooting Common Issues
Slow Wi-Fi
**Causes**:
1. Too many devices on one access point
2. Interference from neighbours' networks
3. Old devices using slow protocols
4. Router overloaded
**Fixes**:
- Add more access points to spread load
- Change Wi-Fi channel (use a Wi-Fi analyser app to find clearer channels)
- Replace ancient devices
- Upgrade router
Dead Spots
**Causes**:
1. Router too far away
2. Thick walls or metal blocking signal
3. Interference
**Fixes**:
- Relocate router to central position
- Add mesh satellite or additional access point
- Use wired connection for devices in problem areas
Devices Keep Disconnecting
**Causes**:
1. Roaming issues (devices not switching between access points smoothly)
2. DHCP lease problems
3. Driver issues on devices
4. Interference
**Fixes**:
- Enable band steering and fast roaming
- Check DHCP settings (ensure enough IP addresses available)
- Update device drivers
- Check for new interference sources
Video Calls Are Choppy
**Causes**:
1. Not enough bandwidth
2. Network congestion
3. Wi-Fi interference
4. Upload speed limitations
**Fixes**:
- Upgrade internet plan (especially upload speed)
- Enable QoS (Quality of Service) to prioritise video traffic
- Use wired connections for people on calls frequently
- Reduce background bandwidth usage during call times
Authority Resources
For wireless security guidance:
- **NCSC Wi-Fi Security Guidance**: [ncsc.gov.uk/collection/device-security-guidance/network-architectures/wi-fi](https://www.ncsc.gov.uk/collection/device-security-guidance/network-architectures/wi-fi) - UK government wireless security recommendations
- **Ofcom Wi-Fi Checklist**: [ofcom.org.uk/advice-for-consumers/wifi](https://www.ofcom.org.uk/phones-telecoms-and-internet/advice-for-consumers/problems-and-complaints/wifi) - General Wi-Fi advice for UK businesses
- **Wi-Fi Alliance**: [wi-fi.org/discover-wi-fi/security](https://www.wi-fi.org/discover-wi-fi/security) - Official security standards and best practices
Your Wi-Fi Setup Checklist
**Planning**
- [ ] Mapped coverage areas needed
- [ ] Counted devices (current + 20% growth)
- [ ] Checked internet bandwidth is adequate
- [ ] Chosen router/AP approach for office size
**Installation**
- [ ] Router/APs placed centrally and elevated
- [ ] Guest network configured and isolated
- [ ] Main network SSID and strong password set
- [ ] Admin password changed from default
**Security**
- [ ] WPA3 or WPA2 enabled
- [ ] WPS disabled
- [ ] Firmware updated
- [ ] Remote management disabled (if not needed)
**Testing**
- [ ] Coverage tested in all areas
- [ ] Speed tested at various locations
- [ ] Guest network isolation verified
- [ ] Video calls tested during busy periods
**Documentation**
- [ ] Admin credentials stored securely
- [ ] Network diagram created
- [ ] Guest password distribution process defined
Getting Started This Week
**Day 1**: Map your office and identify coverage needs
**Day 2**: Audit current setup—test speed and coverage in all areas
**Day 3**: Research and choose appropriate equipment
**Day 4**: Order equipment, plan installation
**Weekend**: Install and configure (or schedule professional installation)
**Week 2**: Test, adjust, and document
Reliable Wi-Fi is infrastructure you'll use every minute of every working day. It's worth spending a few hours to set it up properly.