Workplace security: 8 key tips to protecting your employees

What is security in the workplace?

Workplace security concerns the policies, procedures and technological solutions deployed by businesses to deter and respond to security threats. This includes equipment like access control, CCTV and alarm systems designed to improve physical security in the workplace, as well as cybersecurity solutions deployed to protect sensitive data from unauthorized access.

Improving security at work also requires the development and management of organizational policies and best practices. Leaders and managers must offer guidance regarding the safe use of workplace security equipment, computer systems and other similar assets that may expose the organization to attackers if improperly handled or left unsecured.

While business owners, office managers, IT leaders and security teams will be in charge of creating and maintaining workplace safety and security measures, all employees should be responsible for following mutually agreed best practices. Security awareness training at work must be performed frequently to ensure all stakeholders understand how best to mitigate threats.

The importance of security in the workplace

Aside from the obvious reasons why security is important for business owners and workers — including keeping stakeholders safe from physical and financial harm — there are numerous important benefits to developing a strong workplace security culture. Examples include:

Staff and visitor safety

People are the heart of any organization, so ensuring their safety and preventing workplace violence must always be a top priority. Developing reliable security systems and easily followed safety policies demonstrates a commitment to helping to ensure the safety of all staff and guests, cultivating a positive work culture and enhancing levels of customer trust.

Data protection

Cyber threats continue to be a growing concern for organizations on a global scale, with data suggesting cyber-attacks have more than doubled since the pandemic. With only 50% of small businesses utilizing workplace cybersecurity tools to protect sensitive data, businesses remain a primary target for cyber-attacks.

Regulatory compliance

Maintaining good security in business environments ensures organizations operate in line with strict laws and regulations. Considering the average cost of non-compliance sits at over $14.8 million, creating reliable workplace security solutions can help businesses avoid significant financial and reputational harm.

Employee well-being

Prioritizing workplace security helps employees feel safe while performing their roles, enabling them to focus on important tasks and remain productive without worrying about security risks. In addition, data reveals as many as 97% of staff consider workplace security when comparing employment opportunities.

Financial security

Falling victim to a security breach can be incredibly costly, with the average cost of a data breach alone totaling $4.45 million. With additional costs including physical damage, lost equipment, reputational harm and unplanned downtime adding to this value, prioritizing workplace security should be seen as a cost-effective undertaking.

8 essential workplace security tips to protect employees

Even for smaller organizations, planning, implementing and maintaining effective workplace security solutions can feel like a daunting task. Considerations must be made regarding multiple potential risk factors, complicated organizational requirements and the efficient use of resources. However, creating and sticking to a clear plan will help to simplify the process.

Separating workplace security requirements into distinct categories can help business leaders and security teams develop bespoke, effective and scalable solutions. To aid businesses in this process, below are some actionable workplace security tips and best practices to follow.

1. Develop smart access control systems

Access control systems should be considered the cornerstone of any effective workplace security solution. By requesting verification from all persons attempting to enter the property, leaders can dramatically reduce the threat of unknown individuals causing harm or damage.

Access control systems should be positioned to cover all main entrances and exits, as well as used to secure high-risk workplace locations, such as server rooms and file storage areas. Different credential types can be used to lock high and low-risk areas. For example, simple key cards may grant access to public areas, with advanced biometric readers securing high-risk areas.

The deployment of electronic access control systems also enables security teams to review and record access events for auditing purposes. When linked to a cloud-based workplace security management system, live alerts can be sent to security teams remotely warning of suspicious events, with options to instantly revoke permissions to limit the impact of threats.

2. Leverage role-based access control models

Physical security in the workplace can be further enhanced via the deployment of access control models. Issued credentials can be assigned unique permissions directly linked to the role of each user, limiting the number of employees able to gain entry to high-risk locations.

For example, only credentials belonging to IT teams and business leaders will grant access to server rooms, while only HR staff can access file storage systems. Access control models can help to improve security at work by dramatically reducing the number of credentials that could be exploited by malicious actors, limiting risks and simplifying security investigations.

Access models can also be applied to visitor management systems, enabling businesses to issue time-based credentials to temporary guests. A visitor may request credentials before an appointment with unique permissions granted based on the nature of the visit. This helps to improve workplace security by ensuring credentials can only be used for select purposes.

3. Use real-time sensors and alarms

Installing real-time sensors and alarms in key areas of the workplace will help security staff identify and address suspicious activity efficiently. Using Internet of Things (IoT) motion, sound, pressure, temperature and vape detection sensors, leaders can develop bespoke workplace security installations designed to instantly warn staff of suspicious or potentially dangerous incidents.

For example, motion sensors may be programmed to trigger on-site alarms in response to movement in restricted areas, with remote alerts sent to admins via cloud-connected systems. Similarly, noise detectors may be configured to activate alarms if sounds consistent with a break-in are identified, improving safety and security in the workplace via instant responses.

Vape detection sensors can identify the presence of vapor from e‑cigarettes and other substances, including THC, and can trigger alerts to security staff. This can be particularly useful in areas where vaping is prohibited, ensuring compliance with workplace policies and improving overall safety. Advanced devices such as the HALO Smart Sensor can also be utilized to detect workplace security concerns in privacy-sensitive areas like bathrooms, changing rooms and other areas that are difficult to monitor with traditional security solutions. 

IoT sensors may also be linked to wider workplace security systems to enable automated incident responses. For example, sensors may be linked to smart locks and CCTV cameras, with these devices automatically activated in response to suspicious activity. Creating such integrations ensures prompt incident responses even when security teams are unavailable.

4. Observe activity with video security

Video surveillance installations can deter criminality and help security teams better address security events. Research shows the presence of visible security cameras installed outside of private properties may deter up to 60% of intruders from proceeding with break-ins, demonstrating the importance of security cameras in the workplace for threat prevention.

Video surveillance technology, such as IP security cameras, installed throughout the property also help security teams observe suspicious activity. Admins can manage workplace security systems from a central control room or via personal smart devices, enabling teams to visually assess suspected security incidents and plan in-person patrols in response to accurate, real-time information.

Video security in the workplace can be further improved if leaders choose to utilize intelligent AI-informed video analytics tools. Cameras can be programmed to continuously observe key locations in search of anomalous events, like crowds forming or the presence of contraband items. If a threat is detected, staff can be warned remotely and asked to respond.

5. Consider Wi-Fi security

Alongside improving physical security in the workplace, efforts must be made to prevent hackers from gaining access to digital systems and sensitive data. Wi-Fi networks can be a main avenue for hackers looking to exploit essential digital systems, meaning leaders should be careful when allowing temporary Wi-Fi access to visitors, contractors and guests.

To help security and IT teams appropriately manage Wi-Fi access, it’s wise to issue unique Wi-Fi access codes to all visitors on request. This enables admins to link suspicious activity to individual users, meaning access can be revoked and events can be investigated quickly.

In addition, all data communications between devices, servers and Wi-Fi routers should be encrypted to prevent outside sources from intercepting private data. It’s also recommended that businesses disable any SSID broadcast features present on their Wi-Fi routers, as this prevents outside sources from viewing the network names to further deter unauthorized access.

6. Implement strict cybersecurity measures

Cyber threats have been a significant issue for businesses for many years. With the growing popularity of remote work and the advent of generative AI tools, cyber-attacks have become increasingly prominent and sophisticated in recent times. Workplace cybersecurity measures must be developed and frequently reviewed to ensure businesses remain secure.

Effective workplace cybersecurity measures examples include:
 

• Virtual Private Networks (VPNs): VPNs reroute data traffic through an encrypted virtual network, hiding the user’s IP address and masking their activity from outside sources. All staff should use VPNs when accessing private business networks, this is especially important for any employees working in remote or hybrid environments.

• Firewall applications: Firewalls continuously monitor network traffic in search of suspicious or anomalous events, with automated filters blocking any activity that falls outside of expected use. Firewall applications should be used to monitor all business networks to ensure cyber-attacks can be blocked before affecting workplace security.

• Mobile device action plans: Data suggests 97% of employees access business accounts from unsecured personal devices, representing a significant workplace cybersecurity risk. Only company-owned, secure mobile devices should be used to access business accounts, with plans in place to report and deactivate lost devices.

• Multi-factor Authentication (MFA): MFA policies ensure all digital systems remain secured behind multiple credentials, reducing the likelihood that sensitive information will be compromised. Alongside frequently changed passwords, staff should use one-time passcodes or biometric authentication methods to manage account access.

7. Conduct regular employee training

Promoting and enhancing workplace security must be viewed as a regular process, with employees receiving frequent training to reinforce existing policies and highlight new threats. Security awareness training should discuss both physical and workplace cybersecurity best practices, as well as cover workplace emergency preparedness and threat response plans.
 

• Security systems: Staff should be reminded of CCTV camera placements, best practices regarding access security and the correct procedures for raising alarms, including who to contact in the event of a workplace security breach or emergency.

• Evacuation procedures: Staff should be informed of safe evacuation routes and walked through evacuation procedures, with this information compiled into an easily accessible document stored on a shared workplace security database or file system.

• Environmental security: This includes situational awareness best practices like addressing tailgating incidents, logging out of work accounts when leaving devices unattended and how to report unknown persons on the premises.

• Social engineering awareness: Social engineering attacks impacted 94% of businesses in 2023. Staff must be informed of how to identify, avoid and report these threats, including best practices like never opening emails from unknown senders.

• Data management: Staff must understand how to appropriately manage and handle sensitive data during normal business. Leaders should reinforce data classification strategies, cover appropriate data storage processes and discuss password hygiene.

8. Perform regular workplace security assessments

Alongside continuous staff training, leaders must frequently review existing security systems and workplace security policies to ensure all solutions are working as intended. Conducting regular security assessments will help leaders identify any gaps in current security measures that may need to be addressed, as well as inform later workplace security training programs.

Consider the following workplace security checklist to help plan effective assessments: 

• Are CCTV cameras active and positioned to cover key locations?

• Are systems in place to control access for employees and visitors?

• Do security staff receive real-time alerts regarding security incidents?

• Are alarm systems in place and frequently serviced/​maintained?

• Are all computer systems protected by digital access controls?

• Are private Wi-Fi networks appropriately secured and monitored?

• Are cybersecurity solutions in operation and frequently updated?

• Do staff know how to report security incidents safely and efficiently?

• Is security information available to staff on accessible internal systems?

Conclusion

Safety and security in business have always been a top priority for business leaders. But as technologies become more advanced and threats become more sophisticated, the importance of security becomes greater. Viewing workplace security as a continuous process enables leaders to proactively defend against novel threats, as well as identify and address gaps in existing measures, helping to foster a strong culture of workplace security.

By developing and maintaining well-implemented security technologies, regularly assessing incident response plans, committing to continuous employee training initiatives and following the other workplace security tips mentioned in this guide, leaders can maintain a secure workplace for staff and visitors, ensuring all assets are well-protected.