From smart thermostats and security cameras to voice assistants and intelligent lighting systems, smart offices are becoming more common in today’s business environment. These innovations, powered by the Internet of Things (IoT), make offices more efficient, productive, and adaptable. But as convenient as they are, IoT devices can be a serious security risk if not properly managed.
Cybercriminals are actively targeting IoT devices, which often lack the security defenses of traditional IT systems. And in workplaces filled with dozens or even hundreds of connected devices, the threat surface grows rapidly.
So, how do you secure IoT devices in smart offices without compromising on innovation and convenience? This guide breaks it down in simple, professional terms.
What Are IoT Devices in Smart Offices?
IoT devices are internet-connected devices that collect, share, and sometimes act on data. In the workplace, common IoT devices include:
- Smart door locks and access controls
- Connected printers and copiers
- Smart HVAC and lighting systems
- Voice-controlled assistants (like Alexa for Business)
- Smart TVs and video conferencing tools
- Occupancy sensors and motion detectors
Each of these devices plays a part in making the office smarter, but also opens a potential backdoor for hackers if left unsecured.
Why Are IoT Devices Vulnerable?
Unlike traditional computers and servers, many IoT devices are:
- Built with minimal processing power, limiting advanced security features
- Shipped with default credentials that users rarely change
- Rarely updated, making them prone to unpatched vulnerabilities
- Difficult to monitor, especially in larger networks with hundreds of devices
According to 1nce, over 112 million IoT cyberattacks were reported globally in 2023. Many stemmed from unsecured endpoints, poor access control, or outdated firmware.
How to Secure IoT Devices in Smart Offices
Here are practical and professional steps you can take to secure IoT devices in your workplace:
1. Inventory of All IoT Devices
You can’t protect what you don’t know exists. Start with a full inventory of every connected device on your network. Include:
- Device type and function
- IP address and MAC address
- Manufacturer and firmware version
- User access or control permissions
Use automated asset management tools or network scanners like Nmap or Angry IP Scanner for this process.
2. Segment Your Network
Place IoT devices on a separate Virtual LAN (VLAN) or network segment. This way, even if a device is compromised, attackers won’t have immediate access to your core business systems.
Example: Keep smart thermostats and security cameras on a different subnet than your email servers or HR database.
3. Change Default Passwords Immediately
Many devices ship with default logins like “admin/admin” or “user/1234.” These are publicly available in hacker databases like Shodan.io. Change these immediately to strong, unique passwords, and disable unused accounts.
Use a password manager to store credentials securely.
4. Enable Automatic Firmware Updates
Manufacturers regularly release firmware updates to patch known vulnerabilities. Enable automatic updates where possible—or assign a team member to check for and apply updates manually every month.
5. Use Strong Authentication and Encryption
If your IoT devices support Multi-Factor Authentication (MFA), turn it on. Also, ensure all device communications are encrypted using HTTPS, SSL/TLS, or VPN tunnelling where applicable.
Avoid devices that transmit data in plain text or lack encryption support altogether.
6. Monitor Device Behavior
Set up traffic monitoring with tools like Wireshark or enterprise-grade solutions such as Cisco Secure Network Analytics. Watch for unusual data transfers or sudden spikes in bandwidth, which could signal a breach.
Consider deploying Intrusion Detection Systems (IDS) that are IoT-aware.
7. Limit Device Permissions
Apply the principle of least privilege. Only give devices the permissions they need to function, nothing more.
For example, a smart TV doesn’t need access to your internal CRM system.
8. Train Your Staff
Human error is still one of the biggest risks in cybersecurity. Train employees on:
- Recognizing phishing attacks targeting IoT control apps
- Not connecting unknown devices to the office network
- Reporting unusual device behavior promptly
Make security awareness part of onboarding and continuous training programs.
9. Choose Trusted Vendors
Buy IoT devices from manufacturers known for strong security practices. Look for:
- Regular firmware updates
- Clear privacy policies
- Strong after-sales support
- Compliance with security standards like ISO/IEC 27001, UL 2900, or OWASP IoT Top 10
Avoid no-name brands or ultra-cheap devices that cut corners on cybersecurity.
10. Plan for End-of-Life Devices
When an IoT device becomes outdated or unsupported, it’s time to retire it. Before disposing of it:
- Wipe all stored data
- Reset it to factory settings
- Revoke its access from your network
Keeping outdated, vulnerable devices online is asking for trouble.
By taking proactive steps like inventory management, network segmentation, firmware updates, and employee education, your smart office can enjoy the benefits of IoT without becoming a soft target for cybercriminals.
Ready to fortify your smart office?
Contact Manifold Computers to protect your workplace from the inside out.