Help Guide for Wi-Fi for Small Offices - Setup, Security, and Guest Networks

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:

Rule of thumb: Plan for 2-3 devices per employee plus 20% headroom for visitors and growth.

Bandwidth Requirements

What will eat your bandwidth:

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

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

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

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)

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 - UK government wireless security recommendations
• Ofcom Wi-Fi Checklist: ofcom.org.uk/advice-for-consumers/wifi - General Wi-Fi advice for UK businesses
• Wi-Fi Alliance: 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.