Business owners need prioritise office security in order to keep their assets and their staff safe, and prevention is always the best course of action to avoid security issues. From digital defences to physical security, there are a few ways you can keep your business premises safe.
Keep important documents under lock and key
When it comes to security for office buildings, this should be priority number one. And while it may seem obvious, you might be surprised just how many people leave important and confidential data lying around for anyone to access. It’s a major security issue but one that’s very easy to avoid simply by keeping the premises locked using high security locks, and any storage units within the premises secured with a minimum number of people having access.
Give employees and visitors ID badges
ID badges are the best way to verify people quickly, so you can see if someone on the premises is authorised to be there or not. They make it a swift process to sign people in and out of the building, and if visitor badges are a different colour to employee badges, it’s quick to identify staff from clients or third parties on-site.
Install CCTV
One of the best security systems for office premises is a modern CCTV system. Cameras are highly effective in increasing security, acting as a visual deterrent to potential criminals and recording any abnormal activity that goes on. It gives you an extra layer of defence and with modern models, you can access the data remotely so wherever you are, you have complete visibility over the office. In addition to the obvious areas on the exterior of the building, make sure you install cameras in less obvious spots like corridors and reception areas.
Implement an alarm system
In the same way as CCTV, alarms work as a visual deterrent as well as alerting you to criminal activity when a breach is taking place. Alarms can also notify authorities automatically which provides you with a quick response to any unauthorised access. An alarm is one of the most basic but highly effective ways to increase office security and every commercial building should have one in place.
Keep sensitive data to a select few
Most information and confidential data is now kept online, protected by multi-factor authentication and a mix of passwords. But you still need to ensure that access to those files is limited only to those who really need to see it, and that you exercise caution when distributing information to third parties. It should be company policy that all staff know to follow strict protocol when handling sensitive information and that only those who need to gain access can do so.
Invest in a security-rated safe
Important documents, keys and other important company artefacts need to be kept locked away in a fire-proof digital safe which only restricted people have the combination to. It’s also vital that the combination is changed on a regular basis so that if anyone gets access to it through nefarious means, their access is limited. It’s important that any safe you buy is approved by your insurance company.
Make sure there’s sufficient lighting
It’s reported that 60% of burglaries take place at night, so effective lighting can be a strong deterrent for criminal activity. Lighting makes it harder for burglars or arsonists to take the risk of breaking in or causing damage, so it significantly reduces the risk of something happening on your premises, but it also makes it easier for passers-by to see any activity going on at night and ensures cameras can pick up more details. Motion sensor lights are the most effective option and the most affordable for businesses.
Develop an emergency plan
No matter how secure you make your office space, things can go wrong. It’s a good idea to have an emergency plan in place and communicate it to everyone who needs knowledge, so that if something happens, you and your staff know how to react. Emergency plans should include securing sensitive business assets immediately, contacting the police and office security providers, and making sure that anyone on the premises is kept safe from harm.
Carry out staff training
Technology and physical security measures are vital, but it’s also important that you make sure you’re covering all bases with staff training as well. If employees aren’t properly trained, they could put your business at risk purely through human error or negligence which makes the other security measures you have in place meaningless. Make sure that all staff are trained on workplace safety, both physical and data handling, and that it forms part of your onboarding process with new employees.
Take part in a business watch
Similar to a neighbourhood watch scheme, a business watch scheme involves local business property owners alerting the police if they spot any criminal activity taking place on surrounding properties. Local business watches are assigned their own contact with the police force who can provide further security advice, if need be, helping business owners spot any weaknesses in your security set-up.
Use unique Wi-Fi credentials for visitors
You can’t avoid visitors from coming into your premises, and you wouldn’t want to – they’re an essential part of conducting a successful business. But while you want to make sure everyone who sets foot in your office is welcomed and feels safe, you also want to ensure that your property is secure. In addition to checking them in and assigning them a badge to distinguish them from staff, it can help to give them their own unique access code for the Wi-Fi so you’re not opening your business up to cybersecurity risks and hackers.
Final thoughts
The best way to keep your office secure is to make it a priority in your business. From securing digital files and restricting access to essential personnel, to implementing technology to monitor the premises such as CCTV and alarms, you can ensure that your offices are safer for all.
