Why Your Office Wi-Fi Is Slow, and Fixes to Try First

What you will need: your router (the box that creates your Wi-Fi), a laptop or phone, about 30 minutes, and your most recent internet bill or plan details.

Slow Wi-Fi is frustrating, and the cause is often simpler than it seems. Work through these fixes in order, starting with the quickest. Stop when things improve.

Step 1: Restart your router and modem

Many routers run for months without a break, and a restart can clear up temporary glitches. The modem is the box that brings the internet into your office from your provider. Some setups combine the modem and router into one device.

1. Unplug the power cord from your modem and router. If you have two separate boxes, unplug both.
2. Wait about 30 seconds.
3. Plug the modem back in first and wait a few minutes for its lights to settle.
4. Plug the router back in and wait a few more minutes.
5. Test your Wi-Fi on a laptop or phone.

Tip: do this at a quiet time, since everyone in the office will lose internet for a few minutes.

Step 2: Check where your router is placed

Wi-Fi is a radio signal. Walls, floors, and large objects weaken it. A router tucked in a closet, behind a filing cabinet, or in a corner of the building will struggle to reach everyone.

1. Move the router to a central spot in the area where people work, if you can.
2. Raise it off the floor. A shelf or the top of a bookcase works well.
3. Keep it out in the open, not inside a cabinet or behind a TV or monitor.
4. Keep it away from large metal objects, thick concrete or brick walls, and aquariums. These can block or absorb the signal.
5. Test the speed again in the spot where you usually work.

Step 3: Look for interference

Interference means other devices or signals are crowding the same radio space as your Wi-Fi, which can slow it down or make it drop.

Common sources include:

• Microwave ovens
• Cordless phones
• Baby monitors
• Bluetooth devices
• Neighboring Wi-Fi networks, especially in office parks and apartment buildings

Here's what to try:

1. Move your router away from microwaves and cordless phone bases.
2. Check whether your router offers two Wi-Fi bands. A band is a range of radio frequencies your Wi-Fi uses. Most modern routers offer 2.4 GHz and 5 GHz. In general, 2.4 GHz reaches farther but is slower and more crowded, while 5 GHz is faster but covers a shorter distance.
3. If you see two network names, try connecting your devices to the 5 GHz one when you're in the same room as the router or close to it.
4. If the router has only one network name, it may be switching bands for you automatically. Check its manual or your provider's support page for how to see or change bands. Menu names vary by brand.

Step 4: Count the devices on your network

Every phone, laptop, printer, smart TV, security camera, and smart speaker shares the same connection. A handful of devices streaming video or running large updates can slow things down for everyone.

1. Make a quick list of everything connected to your Wi-Fi. Your router's app or settings page often shows a list of connected devices. Look in the manual or on the manufacturer's website for how to open it.
2. Disconnect devices you don't need, such as old phones, unused tablets, or a TV nobody watches.
3. Ask whether anything is doing heavy work right now, such as video calls, large file backups, or software updates.
4. If you see a device you don't recognize, check it before you worry. Printers, cameras, and smart devices often show up under odd names. If you still can't place it, change your Wi-Fi password and reconnect your own devices. An unfamiliar device could be a neighbor or someone else using your network.

If customers or visitors use your Wi-Fi, give them their own network. Our guide on how to set up a separate guest Wi-Fi for your business walks you through it.

If you have a computer or printer that stays in one place, plugging it into the router with an Ethernet cable (a wired network cable) frees up Wi-Fi for everything else. Wired connections are usually faster and more stable.

Step 5: Run a speed test

A speed test measures how fast data moves to and from your device. Speeds are usually shown in Mbps (megabits per second). A higher number is faster. Your ISP (internet service provider, the company you pay for internet) sets the speed your plan is supposed to deliver. Plans are usually sold as "up to" a certain speed, so expect real results to land somewhat below the advertised number.

1. Find your plan's advertised speed on your bill or in your provider's account page.
2. If possible, connect a laptop directly to your router with an Ethernet cable. This shows what your internet connection can do without Wi-Fi in the way. Many thin laptops don't have an Ethernet port; a USB Ethernet adapter works, or skip this step.
3. Search for "internet speed test" in your browser, choose a well-known test site, and run it.
4. Write down the download speed, upload speed, and time of day.
5. Unplug the cable and run the test again over Wi-Fi, standing near the router. Then run it from your usual workspace.

Speeds can vary a bit from test to test, so run each test a few times.

How to read the results:

• Wired speed is much lower than your plan: the issue is likely with your modem, your line, or your provider. Contact your ISP.
• Wired speed is good, but Wi-Fi is slow: the issue is likely with your router, its placement, interference, or too many devices. Go back through Steps 2 to 4.
• Speeds are fine near the router but drop far away: the signal isn't reaching your workspace. You may need a better router position or extra equipment, such as a mesh system or a wireless access point.

Step 6: Check for updates and old equipment

1. Check whether your router has a firmware update available. Firmware is the built-in software that runs the router. Updates often fix bugs and security problems, too. Many routers update through their app or settings page, but the steps vary by model.
2. Check what Wi-Fi standard your router supports. Look on the label or in the manual for "Wi-Fi 6" (also written 802.11ax) or newer. A router that only lists Wi-Fi 4 (802.11n) or older can't keep up with today's devices and is worth replacing.
3. If your router came from your internet provider, ask them about a newer model. Providers often swap out old rental equipment for little or no cost.

When to call for help

It may be time to bring in help if:

• You've worked through these steps and Wi-Fi is still slow or keeps dropping.
• Speeds are low even on a wired connection. Contact your ISP first.
• Your office has several rooms or floors, and the signal doesn't reach everywhere.
• You're unsure what's connected to your network or suspect someone else is using it.
• You're considering new equipment and aren't sure what your office needs.
• Slow internet is costing your team time, and you need it sorted out quickly.

If you're in Southeast Michigan and would like a hand, get in touch with us at ITProsphere. When you do, tell us what you've already tried and share your speed test results. It helps us get to the cause faster.