Recently, we performed a routine follow-up assessment of a client’s improved security based on recommendations that we made the previous year. He claimed that his security policies and systems were all up to date and operating effectively. However, during our brief walk from the parking lot to his office, we saw a host of security issues, including a tree that was partially obstructing an exterior camera, a building exit that was blocked with boxes, and “employee tailgating,” where an employee swiped his badge to gain access to the office and several other people (hopefully employees) followed through the doorway without swiping badges.
Security is often something that happens in the background with little thought given to it. Maintenance and testing of security equipment and policies often get overlooked due to more pressing day-to-day urgencies.
However, security is a rising concern in the workplace. The mass shooting at the Capital Gazette is a horrifying example. The Capital Gazette chose not to have security so that its offices would remain welcoming to the community and visitors.
It is critical to make sure that security is not neglected so that you can prevent tragedies from occurring and keep your employees safe and secure.
Following are the seven most common areas of security neglect we see in the workplace.
1. Not Updating Security Policies and Guidelines
Remember that emergency planning manual that has been collecting dust on the shelf for years? It should be dusted off and reviewed annually. We can already hear the complaints – “You want me to read that dull security manual each year?” But it should not be a dreaded task. It is an important task that can save lives. In addition to the annual review, your security policies and procedures should be reviewed right after major security events hit the news. Often, a major event like a mass shooting or white powder (anthrax) scare will trigger copycats, so it is important to know how your security policies stack up against the latest threat. Dedicate the responsibility for reviewing security policies to a single individual who will take the role seriously and be accountable for following through as necessary. Perhaps workplaces should look at the security policies review as a “plum” assignment and provide incentives to identify and make changes that improve security and safety.
2. Lack of Preventive Maintenance and Testing
All too often, preventative maintenance and testing of security technology is not performed, which can jeopardize safety. If a crisis occurs and neglect can be proven, it could open your organization up to premises liability suits. Therefore, it is very important to maintain and test your equipment and security procedures. Common concerns include blocked egress, not replacing broken equipment (cameras, lighting etc.), and landscaping that blocks camera angles and provides assailants with places to hide. Other issues we frequently see include broken duress alarms and wireless alarms with drained batteries. Routinely inspect your premises and test equipment each quarter to make sure everything will function on the day you need it most.
3. Not Meeting with Security Stakeholders on a Regular Basis
In reality, everyone in an organization is a security stakeholder, but not everyone can or should attend security stakeholder meetings. Many organizations or buildings have a security committee composed of security personnel and representatives from tenant organizations in a building. It is important that the security stakeholders meet regularly – at least quarterly – to discuss issues, review recommendations, and report on any issues. It is also important for the stakeholders to check with their respective organizations when planning for the quarterly security meeting. All too often, the janitor or the late-night IT guy may see something suspicious that goes unreported unless asked. Serving as a security stakeholder should be an active role to ensure the safety of everyone in a building or complex.
4. Not Asking End Users If They Are Familiar with Their Security Features
We have seen the following situation several times: a new building project is completed and commissioning is underway. During the commissioning process, the building manager is asked, “Can you show us how the security works?” We soon realize that the building manager does not have a grasp on the security features. It is important that all key personnel involved in the security procedures and with building management/maintenance be familiar with security systems and protocol. In addition, consider security training during employee on-boarding to familiarize new employees with security policies and procedures.
5. Not Keeping up with Advances in Policy and Technology
It would be helpful if security systems had an expiration date, like perishable food, but they don’t. Therefore, it is important to have a security manager that keeps up with the latest advances in policy and technology trends. Security needs and technology are constantly evolving. Having an understanding of the capabilities and limitations of your current systems is very important, and keeping aware of trends will help you determine when upgrades are needed. Also, the security manager must maintain a balance between procedures, people, and technology. All too often, technology is seen as the solution, but technology can fail so it is important to also stay on top of the latest security policies and personnel training to ensure a balanced approach to security.
6. Assuming One Size Fits When It Comes to Security Systems
Every workplace is unique and, therefore, all security solutions are unique. Many times, we see organizations purchase security equipment that may work fine in a 10 x 15 office but do not function well in a larger, more open space. Make sure your security system is adequate for your unique space and situation. Should you need support, a security consultant can help you design a unique solution for your workplace.
7. Not Keeping up with Crime Trends and Patterns
When your workplace is one office in a multi-tenant building, it is important to become familiar with the other tenants as they may have different security needs than you do. There are also tenants with higher foot traffic that bring more visitors to the building. These patterns are important to identify and monitor. Likewise, it is important to have knowledge of local crime patterns. If there have been thefts or assaults in the surrounding area, your security awareness and policies should respond accordingly. There are many apps like SpotCrime that can send alerts to your smartphone to help you be more aware of crime in your area. Finally, it is important to monitor your organization on social media. So many times, people vent on social media about their workplace. It is not important for you to interact with these people over social media – just make an effort to be aware and to monitor as appropriate. For example, a common site for venting is Glassdoor, where people can enter salary information and other workplace details that can cause an emotional reaction. Similarly, monitoring Twitter, Facebook, Instagram, and other social media channels can often reveal negative criticisms and concerns about your workplace. The frequency and tone of these concerns could alert you to a problem before it happens.
It is our goal to provide practical tips to promote safety and physical security in the workplace. Keeping your security policies and systems up to date and properly maintained is critical. Just because a crisis doesn’t happen every day doesn’t mean it couldn’t happen in your workplace. Preparing for that day right now can save lives.
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