The modern office no longer exists solely within cubicles or open-plan spaces. Since remote work became mainstream during the COVID and post-COVID era, employees now work from homes, libraries, busy coffee shops, coworking spaces, and even vacation destinations. These environments, often referred to as “third places,” offer flexibility and convenience, but they also introduce new risks to company IT systems.
With remote work now a permanent part of business operations, organizations must adapt their security policies accordingly. A coffee shop cannot be treated like a secure office, as its open environment exposes employees to a very different threat landscape. Clear guidance is essential to help employees protect company data wherever they work.
Neglecting security on public Wi-Fi can have serious consequences. Cybercriminals actively target these locations, knowing remote workers often connect without proper protections. By equipping your team with the right tools, training, and a clear external network security policy, you can significantly reduce these risks and safeguard company data.
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Free internet access is one of the main attractions for remote workers in cafés, malls, libraries, and coworking spaces. Unfortunately, these networks are rarely secured properly. Even when encryption is present, public Wi-Fi lacks the monitoring, segmentation, and access controls found in corporate environments. This makes it easy for attackers to intercept network traffic and capture sensitive information such as passwords or emails.
In many cases, attackers go a step further by setting up fake Wi-Fi networks with names like “Free Wi-Fi” or names that closely resemble nearby businesses. When an employee connects, the attacker gains visibility into everything transmitted over that connection. This type of attack, known as a man-in-the-middle attack, is both common and highly effective.
Employees should be advised never to trust open or shared networks. Even password-protected public Wi-Fi can be widely shared and unsafe. Caution must be exercised at all times when accessing business systems outside a trusted network.
One of the most effective defenses for remote workers is a Virtual Private Network (VPN). A VPN encrypts all data leaving the device, creating a secure tunnel through the public internet. Even if traffic is intercepted, it remains unreadable to unauthorized parties.
Providing a VPN is essential for any organization supporting remote work. Employees should be required to use it whenever they are outside the office. The software should be simple to launch and easy to use, as overly complex tools are often ignored. Wherever possible, configure VPNs to connect automatically, eliminating reliance on user action.
To strengthen enforcement, implement technical controls that prevent access to company systems unless the VPN is active. This ensures consistent protection and removes the temptation to bypass security for convenience.
Not all threats are digital. In public spaces, sensitive information can be exposed simply by someone looking at a screen. Visual hacking involves stealing information by observing screens and is surprisingly effective because it requires no technical skill and leaves little trace.
Employees often underestimate how visible their screens are in crowded environments. Client records, financial data, and internal documents can be easily viewed—or discreetly photographed—by people sitting nearby.
To reduce this risk, provide employees with privacy screens for laptops and monitors. These filters darken the display when viewed from an angle, ensuring that only the person directly in front of the screen can see the content. Some devices also include built-in privacy screen technology, offering an additional layer of protection.
Leaving a laptop unattended in a public space significantly increases the risk of theft. Actions that feel safe in a secure office environment—such as stepping away briefly—can result in immediate loss when working from a café or shared space.
Your remote work policy should clearly emphasize physical device security. Employees must keep their devices with them at all times and never leave them unattended. A stolen laptop can lead to data exposure within minutes if not properly protected.
Encourage the use of cable locks, especially in coworking spaces or when working in one location for extended periods. While not foolproof, they act as a strong deterrent. Combined with situational awareness, these measures greatly reduce the likelihood of theft.
Public spaces are not suitable for confidential conversations. Even in noisy environments, sensitive information can still be overheard by nearby individuals.
Employees should avoid discussing confidential business matters in third places. If an important call is unavoidable, they should move to a private area or step outside. While headphones prevent others from hearing the caller on the other end, the employee’s own voice can still reveal sensitive information.
Employees should never be left guessing about security expectations. A clearly documented remote work policy establishes standards, supports training, and enables consistent enforcement.
Include specific sections addressing public Wi-Fi usage, device security, and acceptable work environments. Explain the reasoning behind each rule so employees understand the risks and their role in mitigating them. Make the policy easily accessible through the company intranet or onboarding materials.
Review and update the policy annually. As technology evolves and new threats emerge, your guidelines must adapt. Regular updates help keep security top of mind and reinforce a culture of shared responsibility.
Working from a third place offers flexibility and improves work-life balance, but it also demands heightened awareness. Public Wi-Fi security, physical vigilance, and clear policies are no longer optional—they are essential.
With the right tools, training, and expectations in place, businesses can enjoy the benefits of remote work without exposing themselves to unnecessary risk. Well-informed employees are your strongest line of defense, no matter where they work.
Is your team working remotely without a safety net? We help businesses implement secure remote access solutions and practical security policies to protect data on public networks. Contact us today to strengthen your remote workforce security.
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About Newport Solutions
Newport Solutions has been helping small businesses in Orange County, CA for almost 20 years. Our dedicated team provides comprehensive IT services, ensuring your business operates smoothly and efficiently. From IT support to cybersecurity, we've got you covered. Discover how we can become your business's IT department today.
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