By Keith Fentress (President, Fentress, Inc.) and Mike Jones (President, Major Security Consulting and Design, LLC)
The mass shooting at the Capital Gazette has captured the nation’s attention. This tragedy, which took the lives of five people, promotes fears about the safety and security of the American workplace. Annapolis, the capital of Maryland, is a charming city of history and maritime life, and it’s a shame to see it blemished by this senseless crime. Journalism is a higher threat than many businesses because staff often report on emotionally charged issues. With the Gazette shootings, the U.S. now ranks third in the world for journalist deaths in 2018. However, this tragedy could happen anywhere and at any workplace.
Despite the nature of the business, the Capital Gazette chose to avoid having security in their offices. The Gazette believed it was better to be welcoming and seen as part of the community rather than deterring the public through intimidating security. Many other newspapers around the country have considered themselves to be at higher risk and have implemented security measures in recent years. Undoubtedly, many more will do so after the tragedy in Annapolis.
Welcoming vs. Secure – Is it Either-Or?
Over the years, we have encountered many organizations that want to avoid intimidating and imposing security that might distance them from the community and the public. We have seen this with courthouses, schools, and office buildings. However, both security and openness can exist together. We have watched this transition occur in courthouses over the past three decades. Many office buildings also have security measures and still manage to cater to the public and their customers.
Having said this, many buildings like the Capital Gazette still have no security – not even the basics, including reception, ID check, alarm system, and CCTV. These organizations may find security too intimidating for their culture of openness. The fear is that the 3 G’s - guards, gates, and guns – make the public nervous and fearful to enter the building (or the public may feel unsafe upon entering, wondering why such security is necessary). Our recommendation for these organizations is to focus less on the intimidating aspects of security and more on the safety of employees. So, what can you do if your building is insecure and you are concerned about the safety of your employees? Some tips can improve safety, even without full-blown security measures.
9 Tips for Promoting Security When Your Office Does Not Have It
- Keep Eyes on the Entrance - Many organizations have a reception desk staffed by someone who monitors visitors. One way to promote security is to have receptionists who are trained to identify suspicious behavior and act appropriately in case a problem occurs. A trained receptionist can identify many problems before they escalate and alert coworkers of situations that cause concern. Even if your organization does not have a formal receptionist, a shared workstation can be located near the entrance so that people can rotate in and out to monitor the entrance. When seconds count, a receptionist with minimal security and safety procedures training can make a difference.
- Reinforce the reception desk with ballistic-proof materials. To support the safety of the receptionist, provide a desk made from ballistic-proof materials or with a ballistic-proof panel. If a door separates the reception area from the main office, the door should also be ballistic-proof.
- Have an Alarm to Alert Everyone of Danger - Have an alert button that can be pressed by the receptionist or others monitoring the entrance. The button should trigger an alarm, which does two things: (1) it can disorient an attacker who may not be expecting the sound, and (2) it alerts the organization that there is a problem and provides more time for people to find safety and to call for help.
- Program Phones to Quickly Dial 911—Landlines and cell phones should all be programmed for one-touch dialing of emergency services. When there is a crisis, it’s often difficult for people who are afraid to dial numbers or enter cell phone passwords to get help quickly. Implementing a one-touch emergency call option can increase the odds of getting help quickly.
- Have a Crisis Plan in Place—The wrong time to plan is in the middle of a crisis. Have a safety and security plan in place and rehearse it so that people in your office will be better prepared to take action that can save lives.
- Give Floor Plans to Police - File your office floor plans with the local police department. In the event of a crisis, the police will know your general office layout and will be able to respond more effectively.
- Keep Exits and Hallways Clear—We can’t tell you how many times we’ve seen supply boxes piled in front of seldom-used exit doors and clutter stacked up in hallways. It’s essential to clear exits, doorways, and hallways so people can escape during a crisis.
- Fighting Back - The standard practice for employees dealing with a security threat is to run from the danger, hide from harm, and fight back as a last resort. When backed into a corner, and the alternative is between fighting and a life-threatening injury, it’s helpful to provide people with tools to fight back. We are not discussing an armed workforce - simple supplies can make a difference. A paperweight can give an employee something heavy to throw at an attacker. Even an open water bottle is heavy, and a splash of water can distract an attacker. Another practical supply item is the fire extinguisher that can obscure the attacker's vision, making it more challenging to target victims. If sprayed in the face, the contents can cause temporary blindness and uncontrollable coughing, leaving an attacker vulnerable and maybe preventing further attack. Finally, wasp and hornet spray is a standard product that can be used for self-defense. They can shoot a jet of spray 20 feet or more accurately. Because it can cause eye damage, it is important to check local laws about the legality of using wasp and hornet spray.
- Security and Safety are Everyone's Responsibility - Perhaps the best thing you can do to provide excellent safety is to have a culture of security where everyone is responsible. Many attackers watch a building or office for days in advance to plan the attack. Having observant and aware employees could help head off or prevent a crisis. Promote a culture where people get out of their chairs, walk around, and take notice of their surroundings. Many companies now have wellness programs, and walking around can serve a dual purpose: to promote health and security. Consider rewarding employees through praise or a tiny bonus for bringing issues forward that prevent a hazard or improve safety. Situational awareness should become part of the culture so everyone knows safety and security.
We understand that not all organizations can provide security without intimidating the public and clientele. The tips above can help organizations focus on safety and better prepare for a crisis.
