Practical Security Guidelines for Employees

The modern workplace is no longer limited to the office. Since remote work became widespread during and after COVID, employees now work from homes, libraries, coffee shops, coworking spaces, and even while traveling. These locations, often called “third places,” offer greater freedom and flexibility but also pose security risks that traditional office policies were not designed to address.

With hybrid and remote work now common, companies need to update how they protect data outside the office. Cafés and coworking spaces are not secure, and assuming they are can put systems, credentials, and sensitive information at risk. Employees need straightforward, practical guidance to work safely in public places.

Public networks are common targets for attackers. Without proper policies and tools, a single careless connection can put your whole organization at risk. A clear security guidelines for third places helps employees stay productive and protects company data.

The Risks of Open and Public Wi-Fi

Free Wi-Fi is convenient but usually not secure. Public networks in cafes, libraries, malls, and coworking spaces often lack proper encryption or monitoring. Even if a password is required, it is often shared with many people and offers little real protection.

Attackers often set up fake Wi-Fi networks with names like “Free Wi-Fi” or names that look similar to nearby businesses. When someone connects, the attacker can quietly watch the traffic, capture login details, and read any unencrypted messages. This kind of interception, called a man-in-the-middle attack, can happen in just a few seconds.

Employees should treat all public networks as untrusted. When business data is involved, it is better to be cautious than to choose convenience.

Make VPN Use Non-Negotiable

A virtual private network (VPN) is one of the best ways to protect remote workers. A VPN encrypts all data leaving a device, creating a secure tunnel over an unsafe network. Even if someone intercepts the traffic, they will not be able to read it.

If employees work outside the office, they should be required to use a VPN. The VPN should be simple, reliable, and easy to use. Complicated software is often ignored. Ideally, VPNs should connect automatically whenever a device leaves the company network.

To make sure everyone follows the rules, set up technical controls that block access to company systems unless the VPN is on. This way, there is no confusion and protection stays consistent.

The Often-Ignored Threat of Visual Hacking

Not all risks are digital. In public places, screens can be easy targets.

Visual hacking occurs when someone nearby glances at or secretly photographs information on a screen. In busy coffee shops, sensitive emails, financial data, client records, or product plans can be exposed without the employee realizing it.

Privacy screen filters are a simple and effective solution. These filters limit viewing angles so only the person directly in front of the screen can see the content. Many modern laptops also have built-in privacy screen features. Supplying these tools helps close a major physical security gap for third-place work.

Protecting Devices From Physical Theft

What feels safe in an office can be risky in public. Leaving a laptop unattended, even for a short time, invites theft. Thieves look for distracted workers in crowded spaces and can steal a device in seconds.

Remote work policies should make it clear that devices must stay with employees at all times. Laptops should never be left unattended or given to strangers to watch.

For longer visits to coworking spaces, cable locks can provide extra protection. While not perfect, they can discourage theft and buy time. Being aware of your surroundings is just as important as using technology for physical security.

Managing Phone Calls and Conversations in Public

Security risks involve more than just screens and keyboards. Conversations are important too.

Discussing confidential topics in public places can easily expose sensitive information. Even in noisy settings, people nearby might overhear details about clients, finances, or internal projects.

Employees should avoid sensitive discussions in third places whenever possible. If a call is necessary, stepping outside, using a private room, or moving to a car is safer. Headphones help, but they only protect what the other person says, not what the employee says out loud.

Put Clear Rules Into a Written Policy

Employees should not have to guess what is allowed. A clear, easy-to-understand policy sets expectations and makes enforcement fair and consistent.

Your third-place work policy should clearly address:

• Public Wi-Fi usage

• Mandatory VPN requirements

• Physical device security

• Screen privacy and visual risks

• Guidelines for calls and meetings

Explain the reasons behind these rules. People are more likely to follow policies they understand. Make the document easy to find, and review it at least once a year as technology and threats change.

Work Anywhere with Confidence — Powered by Ayvant IT

The freedom of remote and hybrid work shouldn’t come at the cost of security. Ayvant IT helps organizations protect data, devices, and employees beyond the office—whether they’re working from coffee shops, coworking spaces, or on the road. We create clear third-place security guidelines, enforce always-on VPN protection, and reduce real-world risks like public Wi-Fi attacks, visual hacking, and device theft. With Ayvant IT, your team stays productive, your policies stay practical, and your business stays secure—no matter where work gets done.

Contact us today to schedule a free consultation and build a safer remote work strategy.