Bad WiFi is one of those things that seems minor until you’re trying to join a video call and keep getting dropped, or your point-of-sale system can’t process payments because the connection keeps cutting out. Then it becomes a crisis.
We’ve helped businesses fix WiFi problems, and we’ve learned that most issues come down to choosing the wrong solution for the space or setting it up incorrectly. The good news? Getting WiFi right isn’t rocket science, but it does require some thought about what you actually need.
Here’s what matters when choosing a WiFi solution and what you can probably ignore.
Start With What You Actually Need
Before you start looking at equipment, figure out what you’re trying to accomplish. How many people will be using WiFi? How many devices? Remember, everyone has a phone, a laptop, maybe a tablet. That’s three devices per person minimum.
What are people doing on WiFi? Basic web browsing and email needs less bandwidth than video calls or large file transfers. If you’re running a design agency where people are constantly uploading large files, you need different WiFi than a small office where people mostly check email.
How big is your space? A small office might be fine with a single router. A larger space, or one with lots of walls and obstacles, will need multiple access points. We’ve seen businesses try to cover a 5,000 square foot office with one router and wonder why the WiFi is terrible in half the building.
Also think about the future. Are you planning to grow? Adding more staff? Moving to a larger space? It’s cheaper to plan for growth now than to replace everything in a year.
Wi-Fi 6 vs. Wi-Fi 5: Does It Matter?
Wi-Fi 6 is the newer standard (also called 802.11ax if you want to sound technical). Wi-Fi 5 (802.11ac) is the previous generation. Both work fine, but Wi-Fi 6 has some advantages.
Wi-Fi 6 handles crowded networks better. If you have lots of devices connected at once, Wi-Fi 6 manages the traffic more efficiently. It’s also faster, though honestly, most small businesses won’t notice the speed difference unless they’re doing something bandwidth-intensive.
Wi-Fi 6 includes WPA3 security, which is better than the WPA2 that Wi-Fi 5 uses. But WPA2 is still secure enough for most businesses. If you’re buying new equipment, get Wi-Fi 6 for future-proofing. If you already have Wi-Fi 5 equipment that works fine, you don’t need to rush out and replace it.
The battery life thing is interesting. Wi-Fi 6 is more efficient, so devices use less battery. But that’s more of a benefit for the devices connecting to WiFi, not really a reason to upgrade your router.
Coverage: One Router or Multiple Access Points?
This is where most people get it wrong. They buy one powerful router and expect it to cover everything. But WiFi doesn’t work like that. Walls, floors, and distance all weaken the signal.
For a small office (maybe 1,000-1,500 square feet, open plan), one good router might be enough. For anything larger, or if you have lots of walls, you’ll need multiple access points.
Mesh systems are popular for this. They use multiple units that work together to create one seamless network. You put one unit where your internet comes in, and place other units around your space. They automatically connect to each other and extend coverage.
Mesh systems are easy to set up. Most are designed for consumers, so they’re plug-and-play. But for businesses, we usually recommend access points connected via Ethernet (called “backhaul”). It’s more reliable and faster, though it requires running cables.
Placement matters. Access points need to be positioned where they can actually cover the areas you need. Too close together, and they interfere with each other. Too far apart, and you get dead zones. This is where a site survey helps. Someone walks around with a device that measures signal strength and figures out optimal placement.
Security: Not Just a Password
Business WiFi needs better security than your home network. You’re not just protecting your own devices, you’re protecting business data, customer information, and your network infrastructure.
First, use strong encryption. WPA3 is best, WPA2 is acceptable. If your equipment only supports WPA (the original), it’s time to replace it. That’s not secure anymore.
Create a separate guest network. Visitors, customers, delivery drivers, they don’t need access to your main network. A guest network keeps them isolated. Most modern routers support this, and it’s usually just a checkbox in the settings.
Use a strong WiFi password. We know it’s obvious, but we’ve seen businesses using “password” or their company name. Make it long and random, and change it periodically, especially when employees leave.
If you have different departments with different security needs, consider network segmentation. Maybe your sales team doesn’t need access to the same network resources as your accounting team. This limits damage if one part of your network gets compromised.
And keep your router firmware updated. Manufacturers release updates to fix security vulnerabilities. Check for updates monthly, or enable automatic updates if your router supports it.
Management: Can You Actually Control It?
Business WiFi needs management capabilities that home routers don’t have. You need to be able to see who’s connected, monitor usage, troubleshoot problems, and control access.
Business-grade WiFi solutions come with management dashboards. You log into a web interface and can see everything. Who’s connected, what they’re doing, how much bandwidth they’re using. This is invaluable when troubleshooting problems.
You also want the ability to remotely manage your WiFi. If you’re not in the office and there’s a problem, you should be able to log in and fix it (or at least see what’s wrong).
User access controls are important too. Can you set up different access levels? Can you create time-based access (maybe guest WiFi only works during business hours)? Can you easily revoke access when someone leaves? These features matter for business use.
Installation: DIY or Professional?
You can absolutely set up WiFi yourself. Modern routers come with setup wizards that walk you through it. For a small office with one router, DIY is totally doable.
But for anything more complex (multiple access points, larger spaces, business requirements), professional installation is worth it. Here’s why:
A professional will do a site survey first. They’ll measure signal strength, identify dead zones, and figure out optimal placement. This prevents the “I’ll just put it here and hope it works” approach that leads to problems later.
They’ll configure everything properly. Security settings, network segmentation, guest networks, all set up correctly from the start. It’s easy to miss important settings when you’re doing it yourself.
They’ll test everything. Signal strength in different areas, speed tests, making sure coverage is actually good where you need it. And they’ll document what they did, so you (or your IT person) know how it’s set up.
Professional installation costs more upfront, but it saves you from problems later. And if something goes wrong, you have someone to call who knows your setup.
What About Cost?
WiFi equipment ranges from about £50 for a basic home router to thousands for enterprise-grade systems. For most small businesses, you’re looking at £200-500 for a good business-grade router, or £300-800 for a mesh system.
If you need multiple access points, add £100-200 per access point. Professional installation might add another £200-500 depending on complexity.
Is it worth spending more? It depends. If you have a small office and basic needs, a mid-range router is fine. If you have a larger space, lots of users, or specific requirements (like supporting video calls or large file transfers), invest in better equipment. The cost of downtime from bad WiFi usually exceeds the cost of good equipment.
Making the Right Choice
Choosing WiFi equipment can feel overwhelming because there are so many options. But if you start with what you actually need (coverage area, number of users, types of activities), the choices narrow down pretty quickly.
For most small businesses, a good business-grade router or mesh system, properly configured, is enough. You don’t need enterprise-level equipment unless you have enterprise-level requirements.
If you’re not sure what you need, or if you want help choosing and installing the right solution, get in touch. We’ve helped businesses set up WiFi that actually works and can help you too.