Best Practices for Securing Your Smart Office Technology

Smart offices rely on connected devices such as security cameras, access control systems, conference room technology, wireless access points, automation controllers, displays, and IoT equipment.

Each connected device increases the number of systems that businesses must configure, update, monitor, and protect. A device with outdated software, weak credentials, excessive permissions, or unrestricted network access can create unnecessary security exposure.

Smart office security should therefore combine strong authentication, network segmentation, software updates, device management, monitoring, and clear access policies.

1. Lock Down Your Network Security

Business smart office devices should not all share unrestricted access to the same network.

Separate systems when appropriate, such as:

• Employee computers
• Guest WiFi
• Security cameras
• Access control equipment
• Conference room devices
• Automation controllers
• IoT and building systems

Use managed switches, VLANs, firewall policies, and secure wireless configurations to control communication between network segments.

Guest devices should generally be isolated from internal business resources, while smart office equipment should only be allowed to communicate with the systems it actually requires.

Network separation can limit unnecessary communication between employee devices, guest users, cameras, IoT equipment, and other systems. Learn more about network segmentation strategies for business security.

2. Change Default Passwords and Credentials

Default usernames and passwords should be changed before smart office devices are placed into normal operation.

Use unique, strong passwords or passphrases for administrator accounts and avoid reusing credentials across cameras, access control systems, routers, automation platforms, and other devices.

Where supported, use a password manager and enable multi-factor authentication for administrative accounts.

Businesses should also remove or disable accounts belonging to former employees, contractors, or vendors when access is no longer required.

3. Stay on Top of Regular Software Updates

Keep operating systems, device firmware, management platforms, and security software supported and up to date.

Before installing major firmware updates on integrated office technology:

• Review manufacturer release notes
• Confirm compatibility with connected equipment
• Back up configurations when possible
• Schedule updates outside critical business hours
• Test important functions after the update
• Document the installed version

Equipment that no longer receives security updates should be evaluated for replacement.

4. Segment and Manage Smart Office Devices

Smart cameras, displays, sensors, conference room systems, access control equipment, and automation controllers should be treated as managed network devices rather than installed and forgotten.

Maintain an inventory that records:

• Device name
• Location
• IP address
• Manufacturer and model
• Firmware version
• Responsible administrator
• Network segment
• Support status

Where practical, place IoT and building systems on appropriately segmented networks and restrict unnecessary communication with employee computers and sensitive business resources.

5. Review App Permissions and Authentication Settings

Apply least-privilege access so employees and administrators only receive the permissions required for their responsibilities.

Review:

• Administrator accounts
• Mobile app access
• Cloud dashboards
• Vendor accounts
• Remote support accounts
• API integrations
• Shared credentials
• Employee access after role changes

Enable multi-factor authentication wherever supported, especially for cloud administration, remote access, email accounts, network equipment, and security platforms.

Avoid using shared administrator accounts when individual user accounts and activity logs are available.

6. Maintain a Smart Office Device Inventory

Businesses should know what technology is connected to the network and who is responsible for maintaining it.

Keep an inventory of smart office devices, including their location, software version, support status, administrator, and replacement schedule.

Review the inventory whenever equipment is installed, removed, replaced, or transferred to another employee or location.

Unknown or unmanaged devices should be investigated before they are allowed ongoing access to business networks.

7. Monitor and Audit Everything

Monitoring helps businesses identify unexpected devices, repeated login failures, unusual traffic, offline equipment, configuration changes, and other events that may require investigation.

Monitor:

• New or unknown network devices
• Failed administrator logins
• Security alerts
• Devices going unexpectedly offline
• Firmware and support status
• Unusual traffic patterns
• Changes to administrator accounts
• Access and configuration logs

Monitoring should be paired with a documented response process so staff know what to do when suspicious activity is detected.

8. Secure Vendor and Remote Support Access

Smart office systems are often maintained by installers, manufacturers, managed service providers, or other vendors.

Review which third parties can remotely access business technology and remove access that is no longer required.

Where remote support is necessary:

• Use named accounts
• Require MFA where available
• Limit administrator privileges
• Avoid permanent shared credentials
• Review access logs
• Disable unused remote-access services

Third-party access should be managed with the same care as employee administrator access.