Safety and Security in the Workplace Overview

What is workplace security?

Workplace security refers to the steps that a business takes to protect its employees from work-related injuries and illnesses. It also encompasses strategies that help secure the building and premises from intruders and safeguard assets, data, and networks against theft and damage.

Every company should have an Environmental, Safety and Health Policy statement, also known as a workplace safety plan, that details your organization’s approach to office security.

The importance security in the workplace

In 2023, 8,214,886,660 records were breached. A workplace security plan establishes a firm set of guidelines and practices that your organization will follow to limit these and other risks to your employees, property, and assets. Documenting and implementing this plan for security at work achieves a wide range of benefits for your company.

Protecting people

Your employees are the backbone of your company and your most valuable asset. As such, their safety should be your central concern. Putting a workplace security policy and procedures in place reduces the chance that they’ll fall victim to a physical attack or violent crime. Staying aware of who is entering and exiting your buildings also enables you to rapidly reach out to emergency responders if an incident occurs, so people can receive care promptly if they are injured. This same level of protection extends to your clients and visitors, who are also the heart of your business.

A productive work environment

People feel more valued and respected when they know that their employer puts a high priority on their safety by securing the workplace. These emotions are powerful motivators that inspire employees to work harder for the business.

Employees also need to know that your business puts equal effort into ensuring their data security. Protecting your network from hackers, using it strictly for office purposes, and avoiding sharing it with outside parties are all vital steps that limit the chances that your team’s data will be compromised. This gives your employees greater confidence in your business, reassures them that it’s safe to share information on your company network, and prevents you from wasting time and money addressing employee concerns.

Happier employees and lower turnover

Securing your company’s critical data and employees fosters a healthier work environment. Employees are more likely to communicate and collaborate when they’re not worried about their health and safety. Knowing that you are committed to their physical and emotional well-being contributes to a happier workplace with higher morale.

On the other hand, an unsecured office building leads to insecure employees who feel less invested in your business. If members of your team feel unsafe or get injured while on the job, their absences will gradually increase, hindering your operations. Ultimately, choosing not to install a security system on your premises could result in people slowly—or suddenly—backing away from your company and seeking employment elsewhere.

In a 2022 survey, 58% of respondents said they would start looking for new job opportunities if their employer had poor work security and failed to communicate information about an emergency or dangerous event. Implementing security in the workplace is essential to avoiding excessive resignations and attendance issues.

Better client retention

Like your employees, your clients rely on your business to guard their physical safety and secure their confidential information. Criminal activity on your premises and exposure of your customer or client files could put those relationships in jeopardy. Having solid security procedures in the workplace cultivates trust and helps you retain clients moving forward.

Higher workplace standards

A proper security program sets higher standards for your workplace. It discourages property theft and damage, such as vandalism, as well as more minor offenses like littering. This helps you maintain a neat and clean environment that speaks to your business’s professionalism and integrity. Meeting these high standards gives clients, visitors, and employees alike a more positive perception of your organization.

Fewer insurance claims

When it comes to your organization’s long-term success, insurance is just as important as security in the workplace. While your business is wise to invest in one or more insurance policies, it’s also in your best interests to limit the number of claims you have to file.

To meet that goal, your business should take precautionary steps to protect its critical data and employees. Security systems are excellent deterrents against crime and also help you react more quickly to on-site accidents or emergencies that could place your employees at risk. Minimizing employee injuries is an important part of keeping the number of insurance claims down.

Reduced business costs and disruption

Security issues can have devastating effects on your business’s bottom line. A single act of vandalism could cost your organization thousands of dollars in losses, an especially overwhelming prospect for small businesses. More severe damage to your building, theft of your assets, and cyber attacks typically have substantially higher recovery costs.

Your company is less likely to experience these financial impacts if you have a strong security plan. In addition to the costs of repairing or replacing your property, your company will also be less likely to lose vital projects, clients, and employees. This, in turn, keeps your business costs down.

Data security

Your employee security should go beyond your physical premises to include cyber and data security. That means protecting your company’s data, networks, software, equipment, and assets, both on-site and for remote employees. According to a 2023 report from Apple, approximately 2.6 billion personal records were exposed from 2021 through 2022. This represents a dramatic increase over prior years. Considering that the global average cost of a data breach in 2023 reached $4.45 million, businesses face serious financial and reputational risks when their data isn’t secure.

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Security tips for the workplace

A company should thus employ a strong security system and the employees should also cooperate to ensure their safety and the safety of critical information.

Deploy an access control system

One of the best ways to bolster security in the workplace is by controlling access to your facility. An access control system manages and monitors who has access to the internal and external doors, as well as certain devices such as printers.

Unauthorized access to buildings is one of the biggest security threats companies face, so consider adding access control in these spaces:

• Gates: Access control sometimes begins before you even reach a building’s front door. Start your security check at the initial entry point by placing access control devices on your gates and using specialized locks to open and close them. Pairing gate access control with a video camera or intercom allows staff to confirm a visitor’s access before allowing them to enter.
• Exterior doors: One of the most common locations for access control is the exterior doors. With a system like Kisi, employees can use mobile devices or traditional keycards to open the door. Visitors can receive temporary credentials or request access at the door when they arrive.
• Accounting areas: There should be limited access to the HR and accounting areas. The employee or the visitor should have to take permission to get clearance to these two departments.
• Departments with confidential information: Certain areas in your building, such as the human resources and accounting offices, likely handle sensitive data. As a result, you should offer limited access to these spaces. With an access control system like Kisi, you can restrict entry to these rooms to specific employees and approved visitors.
• Elevators: In some cases, your business might want to limit access to entire floors rather than single rooms. Adding access control to elevators is a straightforward way to prevent unauthorized individuals from entering restricted floors. Systems like Kisi also offer elevator scheduling so you can change authorizations based on the time of day, such as closing off access at night.
• Data closets and warehouse areas: Hackers can do a lot of damage in a short period of time if they gain access to your server rooms or data closets. To maintain network security, limit access to these areas with access control. Warehouses or storage rooms holding company property or inventory are also high-interest areas where access restrictions are worthwhile.

No matter what part of the building you want to protect, your access control system will consist of several components that you can customize to meet your business’s needs and specifications. These might include:

• Electronic locks: A commercial door with access control usually has one of three types of electronic locks: electric strikes, magnetic, or electrified push bars. They’re all easy to install in the doorframe and provide a high level of protection for your building.
• Cloud-based readers: Rather than carrying keys or fobs, employees can use digital cards, phones, or other means to gain entry to a building. These readers have a simple installation process and can scale with your business.
• Controllers: These behind-the-scenes access elements are crucial in maintaining workplace security and streamlined operations. You can use modern controllers to manage access remotely from an intuitive dashboard even without installing readers (users can unlock with a mobile app).

These and other components of an access control system can serve as the foundation of your workplace security policy.

Use video surveillance

Video cameras are another critical piece of your workplace security system. With video surveillance, you can monitor who is entering or exiting your premises and record footage for later use. Some access control systems, including Kisi, can also integrate with your video security system so you can review access incidents, such as forced entry events or attempts. In addition, video surveillance allows you to keep an eye on parking lots and other areas where property damage and vandalism commonly occur.

Install sensors and alarms

Access control and workplace security systems use door contact sensors to detect when a door has been opened or closed. When a door is opened without authorization, the sensor can trigger an alarm that alerts you or the authorities that a crime might be taking place. Sensors and alarms are also important for detecting and warning you about smoke, fire, or other hazards.

Conduct security audits and reviews

To further enhance your workplace security and limit insurance claims, regularly test your system to see whether it’s foolproof. When necessary, refine your system to remedy any flaws that you find. Even if your existing system performs well, you’ll still need to make changes from time to time as hackers find ways to access your property or files.

Provide employee training

For your workplace security system to work to its full potential, your employees need to understand its importance and how it works. Offer training sessions on how to use your access control system and seek help when necessary. To enhance your cybersecurity, teach employees safe online practices, such as creating strong passwords and avoiding phishing scams.

No matter where they do their jobs, every employee deserves to have a secure workplace that makes them feel protected and comfortable. Coming up with a plan for security in office and commercial spaces creates a safe, respectful atmosphere that encourages both employees and clients to keep coming back, allowing your business to grow and thrive.