Tips for Securing Shared Office Spaces: Keep Your Business Safe in a Co-Working World

June 24, 2025

In the age of co-working, startups, freelancers, and even small teams often share office spaces to cut costs, encourage networking, and enjoy modern amenities. But here’s the thing: shared spaces also mean shared risks—especially when it comes to security.

Unlike private offices, shared workspaces bring together multiple businesses, contractors, and strangers under one roof. That’s why having a solid plan for securing your data, belongings, and work environment is non-negotiable.

In this comprehensive guide, we'll explore actionable ways to secure shared office spaces—without turning your desk into Fort Knox..

Understand the Unique Security Challenges of Shared Offices

In traditional offices, you know who has access. In shared spaces? Not so much.

You’re often dealing with:

Multiple people using the same doors and common areas
High foot traffic
Temporary visitors or clients
Shared Wi-Fi and minimal surveillance
Minimal control over lock systems

All of these make security a bit more complicated—but not impossible. With the right strategies in place, you can protect your assets, team, and peace of mind.

Tip 1: Upgrade to Personal Smart Locks When Possible

If you rent a dedicated office inside a shared space, ask if you can install a smart lock on your private door.

Smart locks offer flexible access without the risk of key duplication. Many systems allow you to:

Generate time-limited codes for guests
Monitor who accessed the door and when
Revoke access instantly if needed

Not sure how that works? Check out our full post on How to Upgrade to a Smart Lock Without Changing Your Door. It walks you through modern options that don’t require structural changes—perfect for co-working leases.

Tip 2: Lock Away Personal and Business Equipment

In shared spaces, the line between public and private can blur. That’s why it’s crucial to secure laptops, documents, inventory, and gear when you're not at your desk.

Install a small under-desk safe or a cable lock system for your electronics. For businesses storing high-value assets or data, consider installing a digital lockbox.

And if you're wondering, yes—a professional locksmith can open digital safes if something goes wrong. But make sure the safe you choose balances convenience and security.

Tip 3: Implement Access Control Over Traditional Keys

In many shared spaces, landlords still use physical keys. But these can be copied, lost, or never returned.

Consider advocating for—or collaborating on—an access control system. These systems offer greater security and convenience through cards, fobs, or mobile apps.

Learn more about whether access control or traditional keys are best for small business security. Spoiler: in a shared environment, digital access wins hands down.

Tip 4: Audit Your Office Lock Systems Regularly

Whether you manage your own office inside a shared facility or the whole building, regular security audits are crucial. Make sure locks are in good condition, properly aligned, and still meet your access needs.

Our guide on How to Audit Your Office Lock System for Security Flaws covers every step in detail—from inspecting panic bars to evaluating key policies.

A proactive approach helps you catch vulnerabilities before they lead to theft or unauthorized entry.

Tip 5: Be Smart With Passwords and Digital Security

Physical security is only half the battle. Shared offices often rely on communal Wi-Fi networks, making your devices and accounts more vulnerable.

Use strong, unique passwords
Avoid storing sensitive information on shared drives
Set up two-factor authentication (2FA) on business accounts
Use a VPN whenever possible

If your team shares devices, make sure you lock screens and log out of cloud systems when you’re done.

Tip 6: Don’t Rely on the “Honor System”

It’s tempting to assume that everyone in a co-working space has good intentions—but that’s not always the case.

From casual theft to accidental data leaks, trusting strangers too easily can hurt your business. Keep sensitive conversations private, don’t leave confidential documents out, and make sure visitors are logged and accompanied.

If your office shares common doors, talk to your landlord about using commercial-grade locks that offer better protection. Our breakdown of what makes a lock 'commercial grade' can help you advocate for better infrastructure.

Tip 7: Educate Your Team

Your best security tool? Awareness.

Train your staff or teammates on:

Locking up equipment
Spotting suspicious behavior
Not sharing access codes
Reporting break-ins or unusual activity immediately
One distracted moment can undo years of safe practices.

Tip 8: Maintain an Emergency Protocol

If someone steals from your office or attempts forced entry, do you know what to do?

Create a protocol for:

Reporting incidents to building management
Contacting your locksmith or security provider
Changing access codes
Notifying your team of risks

Make sure all team members know this protocol—even part-timers or freelancers. Quick response can minimize damage and protect everyone.

Final Thoughts: Shared Doesn’t Have to Mean Unsafe

Securing a shared office space is all about smart choices, consistent practices, and the right technology. While you may not have full control over the building, you do have control over your private area, team behavior, and awareness.

Whether you're setting up in a stylish downtown co-working hub or renting a single room in a larger complex, never assume someone else is watching your back. Take ownership of your security—and don’t be afraid to call in a professional locksmith for personalized advice or system upgrades.

Call Us Any Time!

Call Now

How to Avoid Getting Locked Out Again: Expert Prevention Tips

By Youmna Rehman • June 25, 2025

It happens to the best of us. You're running late, juggling groceries or half-awake on your way to work, and before you realize it—the door clicks shut, and your keys are inside. Getting locked out isn’t just inconvenient—it’s stressful, time-consuming, and sometimes downright expensive. The good news? It’s also highly preventable. In this comprehensive guide, we’ll walk you through smart, real-world strategies to avoid getting locked out again—whether it’s your home, office, or car. These expert prevention tips come straight from the locksmith trenches, and they’re easy to apply, whether you’re forgetful, busy, or just tired of relying on emergency locksmiths. Understand Why Lockouts Happen in the First Place Before solving the problem, we need to understand it. Lockouts typically happen due to: Forgetting or misplacing keys Keys getting locked inside a car or home Doors that auto-lock Broken or worn-out keys Malfunctioning locks or key fobs Most of these are preventable with simple habits, upgrades, or tools. Let’s break them down one by one. Step 1: Create a Key Routine That You Can Stick To One of the most powerful prevention tools? Muscle memory. Create a ritual around your keys—something small and repeatable every time you leave your home, office, or car. For example: Always touch your keys before shutting the door Say “Phone, Wallet, Keys” as a mental checklist Place a reminder near the door (“Do you have your keys?” sign) These tiny behaviors train your brain to check for keys automatically—no effort required after a while. Step 2: Store a Spare Key (But Not Under the Mat!) A spare key is your best backup—but only if it’s stored smartly. Avoid outdated hiding spots like under the doormat, flowerpot, or inside the mailbox. These are the first places burglars check. Instead: Leave a spare with a trusted neighbor or friend Install a secure, weatherproof key lock box with a code Store it in your wallet or bag if it doesn’t interfere with routine And whatever you do, never label your key with your name or address. If it’s lost, your home could be at risk. More on this in our guide: Why You Should Never Hide a Spare Key Under the Mat Step 3: Duplicate and Distribute—Strategically Don’t rely on one key to rule your world. Instead, get professional duplicates made and keep them where you’re most likely to need them. Some smart storage ideas include: One in your car (but hidden securely) One in your gym bag or laptop case One at your workplace One with your dog walker, babysitter, or close family member Just make sure you trust whoever has access—and always update your key plan after roommates or tenants move out. Step 4: Go Keyless With Smart Locks If lockouts are a recurring issue, it might be time to ditch the keys altogether. Smart locks allow you to unlock doors using: Keypads (PIN codes) Smartphones Fingerprint access Bluetooth or Wi-Fi apps Some models even let you generate temporary codes for guests or service workers—so you don’t have to hide a key or hand out spares. Check out How to Upgrade to a Smart Lock Without Changing Your Door for a step-by-step breakdown of modern options that don’t require full door replacements. Step 5: Regularly Inspect Your Locks and Keys Sometimes, it’s not forgetfulness—it’s a failing lock or worn-out key that locks you out. Signs your key or lock may be due for a replacement: Your key feels loose or stiff in the lock You have to jiggle it to get it to work Your key is cracked, bent, or visibly worn You hear clicking, scraping, or feel resistance when turning A quick inspection once a month can catch small issues before they leave you stranded on the porch. Need help deciding if your hardware is still secure? Read: When Should You Change Your Door Hinges for Better Security? Step 6: Have a Go-To Locksmith on Speed Dial In case prevention fails (because life happens), don’t waste time Googling at 2AM when you're locked out. Instead: Research a local, licensed locksmith now Save their number in your phone as “Emergency Locksmith” Confirm they offer 24/7 lockout assistance Check their reviews, verify their licensing, and build a relationship with them before you need them. Our guide on How to Find a Licensed and Trustworthy Locksmith Near You walks you through exactly how. Step 7: Use a Smart Reminder or Tracker If you’re forgetful (hey, we’ve all been there), tech can help: Use a Tile or Apple AirTag on your keychain to track misplaced keys Set location-based reminders on your phone to check for keys before leaving Use apps like “Alarmy” to set a custom checklist for leaving the house These small hacks go a long way in building dependable habits. Bonus Tip: Re-Key After a Lockout (If Needed) If your lockout was caused by lost keys, it’s safer to rekey or replace the locks afterward. Why? Because if someone finds your keys and knows where you live, your home is no longer secure. Not sure what’s best? We break it down in Rekey vs Replace Locks: Which Is Better for New Homeowners? Final Thoughts: Lockouts Are Avoidable With the Right Systems A lockout doesn’t have to be part of your weekly routine. With a few simple changes—like key duplication, smart storage, tech upgrades, and routine maintenance—you can make sure that panic moment at the front door never happens again. It’s not about being perfect. It’s about being prepared. If you ever do get locked out again, don’t panic. Just call your trusted locksmith and take it as a reminder to refine your prevention system. You’ve got this—and your keys.