Setting Up IT in a Downtown Boise Office: Shared Buildings and Shared Internet

You sign a lease on a nice downtown Boise office, and on day one you plug in a laptop and get online. It feels like the IT part is done. Then the printer cannot be found, a visitor asks for the Wi-Fi password you do not want to share, and you realize the internet is a connection you do not fully control. Shared buildings come with their own set of technology questions, and it is far easier to answer them before move-in.

Know who controls the internet connection

In a multi-tenant building, internet may be provided by the landlord, by a service the building arranges, or by a provider you order yourself. Each arrangement affects what you can configure and who you call when it goes down. Before you sign or move in, ask the property manager these questions:

• Is internet included in the lease, or do I order my own?
• If it is shared, are there limits on speed or on what I can run?
• Who do I call when the connection fails, and how fast do they respond?
• Can I bring in a second connection for backup?

A single shared connection is a single point of failure. If your business depends on cloud software or phones that run over the internet, a backup connection is worth discussing.

Use your own firewall and network

If your internet comes through a shared service, do not plug your computers straight into whatever the building hands you. Place your own firewall between the building’s connection and your office. That gives you control over what comes in, what goes out, and which devices can talk to each other. It also keeps your traffic separated from other tenants, who may be using the same underlying service.

Change default administrator passwords on every device you install, keep the firmware updated, and write down where each device lives and who can log into it.

Plan Wi-Fi for your space, not the hallway

Common areas and neighboring suites often have their own wireless networks, and these can crowd the airwaves. Walk your suite with a laptop or phone before you finalize desk layouts and note where the signal is weak. Then plan access points for your actual floor plan instead of relying on one router in a closet.

Separate networks help as well. Keep one for staff, and a separate guest network for visitors and personal phones. The guest network should reach the internet but nothing inside your office. That way a client waiting in your lobby never shares a network with your accounting files.

Check cabling, closets and physical access

Ask where the network equipment will live and who else has a key to that space. A switch in a shared utility closet is a convenient target for accidents and tampering. Whenever possible, keep your equipment inside your own suite, in a locked cabinet or room.

Find out what the lease allows. Can you run new cable, mount access points on ceilings, or add wall jacks? Some buildings require approval or their own contractors for this work. Settle it early so your move date does not slip.

Do not forget printers, phones and shared devices

Shared printers and copiers are a common weak spot. If the building offers a shared printer, understand who can see what is printed. For your own devices, put them on your internal network and keep their software current. Phone systems that run over the internet may need specific settings on your firewall, so confirm those with your phone vendor before moving day.

A move-in checklist

1. Confirm who provides internet and who supports it.
2. Order a backup connection if downtime would hurt.
3. Install your own firewall and change every default password.
4. Map your Wi-Fi coverage and set up a separate guest network.
5. Keep network equipment in a space you control.
6. Label cables and ports, and document the layout.
7. Test backups and phones before the first full workday.

Where to start

If you are already in a shared building and unsure how your network is set up, begin by finding out where your internet enters the suite and what sits behind it. Even a simple diagram helps. Pay attention to whether staff can reach what they need from every desk, and whether visitors can reach anything they should not.

Zippie IT is a veteran-owned small business based in Meridian, serving Boise offices and the wider Treasure Valley on site. If you would like a second set of eyes on your connection and Wi-Fi, ask for a free network review, which covers your connections, Wi-Fi coverage, and network security. Call (208) 810-1795 or email info@zippieit.com.