Working in a shared office can do great things for your business. You get other people to bounce ideas off of, access to resources that you might not be able to afford alone, and if you’re lucky, someone else will make the coffee. But a shared office can also present some challenges when it comes to client privacy. Here are five ways to protect the privacy of your clients.
1. Put Files and Paperwork Away When Not in Use
A messy desk may be a sign of genius, but it’s also a privacy risk. Avoid leaving paperwork in plain view unless you’re actively using it. Put paperwork away in a folder or envelope when not in use. That includes when you’re walking away from your desk to grab more coffee or go to the bathroom.
2. Be Mindful Of Your Screen
Don’t you hate it when people read over your shoulder? It’s not just annoying, it’s also a privacy risk. Protect client privacy by paying attention to what’s on your computer screen.
A Monitor privacy screen is an inexpensive way to prevent people from reading client files. It works by limiting the viewing angle of your screen. People sitting to your left and right will see only a dark screen. A person would need to sit or stand directly behind you to see what you’re working on.
Of course, the biggest risk to privacy is when client information is unattended. Set your monitor to turn off automatically if the computer is left inactive for a short period of time, say a couple of minutes. Require a password to log back in. It will take you a couple of extra seconds to get back to work after a break, but passwords can help protect client privacy.
3. Pick Up What You Print
At College Park Executive Suites you can use our shared printer or bring in one of your own. If you’re dealing with a lot of sensitive client data, having your own printer connected to your workstation is the safest solution. If you do need to print on the shared printer, immediately pick up your documents. Don’t leave them sitting on the printer for someone else to find.
4. Use The Conference Rooms
If you need to talk to a client or discuss confidential details schedule the use of a conference room. Not only will you prevent others from hearing potentially sensitive information, you’ll also allow your coworkers to stay focused without the distraction of your conversation.
Pay special attention when on your cell phone. It’s easy to forget that other people can hear us when we’re deep in conversation on the phone. Find a private space to finish your phone call.
5. Stop Sharing
Of course, the best way to protect client privacy is with a dedicated office. Renting an office space might not be as expensive as you think. Talk to Jackie today and start work in your new, private office tomorrow.