Maximizing the safety of your office building is vital for protecting employees and company assets. A safe work environment will foster productivity, reduce hazards, and enhance overall work morale. Keeping your team and assets safe requires the implementation of the right policies, medical necessities, vigilant oversight, ongoing assessments, and proper training.
If you are wondering how you can improve your office building’s safety, look no further. As the COO of DUSAW smart locks for office buildings and other commercial establishments, I have identified many often-overlooked ways to significantly enhance your office building’s security. Here are 18 steps to maximize the safety in your workplace:
Proper lighting is critical to the overall security and safety of an office building. Well-lit hallways, stairwells, and parking lots will help reduce the likelihood of accidents and criminal activity. The strategic placement of lights will also help people navigate safely and move quickly in the event of an emergency. So take time each week to walk around your building and look out for any flickering or dim lights that need to be replaced. If any areas are in need of illumination, see about adding portable lighting solutions.
Install Emergency Lighting
A sudden power outage can create panic in your office building, especially in the event of an emergency. So install battery-powered emergency backup lights near all exits, stairwells, and along evacuation routes to help guide your employees to safety. These lights should automatically activate and provide reliable illumination if the power goes out and normal lighting fails. Emergency lighting ensures safe navigation and can also help emergency responders locate and assist those in need.
Add Clear Signage About Fire Safety
If a fire breaks out in your office building, the last thing you would want are your employees confused about how to safely exit the premises and where to find fire extinguishers. Prominent fire safety signage will play a critical role in minimizing panic and chaos in the event of a fire. Place clear fire exit signage in prominent locations throughout the building to inform your team about safe fire evacuation routes, fire extinguisher locations, and general protocols.
Conduct Regular Fire Drills
Regular fire drills are indispensable for an office building’s overall safety, as they help employees know exactly how to evacuate the premises quickly and safely if a fire breaks out. Fire drills will help your team members become familiar with evacuation routes, procedures, and designated meeting points, which will reduce panic and confusion in the event of a fire. This in turn will improve response times, minimize injuries, and save lives.
During fire drills, test the effectiveness of the fire alarm system, ensure sprinkler systems are in proper working order, and check the functionality of emergency exits. Also make regular weekly rounds around your office building to make sure these emergency exit routes stay unobstructed. These drills will instill a culture of safety and preparedness that prioritizes your team’s wellbeing.
Keep Stocked First Aid Kits Handy
Stocked first aid kits that are well-placed, highly visible, and easily accessible will allow your team to address injuries and/or health issues in a moment’s notice. In case of an emergency, quick access to a first aid kit can also help team members address an injury before medical professionals arrive. So place first aid kids stocked with bandages, gauze, antiseptics, gloves, and other medical essentials in high-traffic areas throughout your office building. I recommend keeping these first aid kids in easily accessible locations such as near the main entrance, along central corridors, and in break rooms.
Are Emergency Contact Lists Accurate & Easily Accessible?
Always have an up-to-date, readily available emergency contact list at the ready. These contacts will be vital in the event of an accident or medical emergency. The list could include contact information for local emergency services, medical professionals, building management, and emergency contacts for employees. It would be wise to post this emergency contact list near phones and in common areas of the office such as in break rooms and near elevators. Also regularly check to ensure this contact list is accurate or if it needs any changes.
Do You Have Automated External Defibrillators (AED)?
AEDs (Automated External Defibrillators) are a type of computerized defibrillator that provide life-saving assistance during sudden cardiac arrest. Strategically place AED devices throughout your office building and train your employees on how to properly use them. This will ensure that if a cardiac emergency arises, your team can act swiftly and confidently to save a life. Keep AEDs in high-traffic areas like corridors, the main lobby, near elevators, at the reception desk, and in break rooms, and conduct regular maintenance checks to make sure they work properly.
Are Emergency Exits and Evacuation Routes Clear?
It is vital to regularly inspect emergency exits and evacuation routes to ascertain that they are always unobstructed, well-lit, and easily accessible at all times. If an emergency arises, clear pathways will help ensure a swift evacuation. Evacuation routes should be wide enough and accessible to everyone, including people with disabilities. Just as important is making sure that every staff member is thoroughly trained and familiar with every exit route. This will allow them to act quickly and efficiently to evacuate to safety while minimizing panic.
Prevent Slips, Trips, and Falls
Worn carpets, loose rugs, sloping pavements, uneven flooring, cables trailing across a floor, and flooding can all lead to slips, trips, and falls in your office building. So implement a regular, comprehensive housekeeping strategy to inspect the floors in your premises. This will help you keep walkways clear and address any potential tripping/slipping hazards, which will create a safe and comfortable work environment for employees and visitors.
Hire Security Personnel
Security personnel will help maintain a safe office building environment by providing protection, discouraging potential intruders, and responding quickly to security issues. A security officer will also make sure any safety threats are properly addressed so they don’t escalate. Hire or designate trained security personnel who are well-versed in emergency protocols, surveillance systems, and conflict resolution to monitor the office building. This will help keep your office building, team members, and company assets safe.
Install Surveillance Cameras with Prominent Signage
In the event of a security breach, strategically placed security cameras will help monitor activities and gather evidence. Install HD security cameras in key areas such as building entrances and exits, parking lots, stairwells, and hallways to monitor activity and improve security. Also display prominent signage that alerts everyone of the presence of security cameras. Sometimes just knowing they are being watched and monitored can be a powerful deterrent for criminals.
Bolster Your Visitor Check-In Procedure
Do you allow visitors into your office building? It is crucial to establish a process to properly check and document all visitors. Each visitor should be issued a visitor pass that identifies them as authorized guests. This check-in procedure should be clear, consistent, and well-communicated to all of your employees. Doing so will prevent unauthorized access to your office building and help foster a safe environment.
Schedule Regular Safety Trainings for Employees
Comprehensive and effective safety training will help prevent accidents and injuries in your workplace. So schedule regular safety training for employees regarding emergency response, evacuation procedures, first-aid fundamentals, and the correct usage of safety equipment to foster a secure work environment. Ensure your employees are well aware of all of the building’s security protocols and are prepared enough to identify potential safety hazards. Regular safety training will keep employees up to date on ways to recognize suspicious behavior, monitor security risks, and respond swiftly and effectively to emergencies.
Bolster Cybersecurity Measures
A cybersecurity breach can compromise sensitive company data, private customer information, and critical documents. This can wreak havoc on a business’s operations and damage its credibility and overall reputation. Cyberattacks often happen when a business’s systems or software are not fully up-to-date and have vulnerabilities that hackers can exploit. So regularly update programs, applications, and operating systems to ensure they have the latest, most robust security initiatives. Also implement security software, like anti-virus and anti-malware that will detect and remove malicious code if it enters your network
Prioritize Ergonomics
Poor ergonomics can overstrain the body and cause discomfort, fatigue, and long-term injuries. Prioritize ergonomics in your workplace by investing in ergonomically correct office furniture, such as adjustable desks and chairs that promote proper posture. Also train employees on proper ergonomic safety techniques and provide posture education to prevent strain injuries. Creating an ergonomic-friendly environment will support the long-term health of your employees, enhance productivity, and reduce absenteeism.
Upgrade to a Badge or Key Card Security System
Is your office building still using traditional old-school key locks? Physical keys can be easily lost or stolen and are vulnerable to duplication, which can give criminals easy access to the premises. And replacing one of these keys means changing the entire lock, which is expensive and time-consuming. So it would be wise to upgrade to a security system that uses key cards or security badges. A key card is a credit card-sized security system that grants access to certain areas. The encrypted RFID (Radio Frequency Identification) key cards can be deactivated if lost or stolen to avoid unauthorized access.
Provide Lockable Storage
Lockable storage cabinets are a secure option for keeping valuable assets, sensitive documents, and personal belongings safe and secure. Not only does lockable storage reduce the risk of theft, loss, and unauthorized access, but also it helps to promote a clutter-free and organized work environment. Providing lockable drawers, cabinets, and drawers for sensitive materials will foster a sense of trust and help maintain a safe and productive work environment.
Regularly Inspect the HVAC System
Your building’s HVAC system is vital for regulating the temperature, maintaining indoor air quality, and ensuring a comfy and healthy environment for employees. Regular inspections and maintenance will keep your HVAC system functioning efficiently and effectively. Routine checks can also identify potential problems, prevent costly breakdowns, extend the system’s lifespan, and reduce the risk of fire hazards caused by dust buildup or mechanical failures.
Final Thoughts
It is important for businesses to take a multifaceted, preventative approach to enhance the safety and security of their office building. By implementing a comprehensive strategy, companies can create layers of protection for the people and assets that make business operations possible. The above initiatives will not only ensure the safety of employees and sensitive business assets but also help to foster a productive and positive work environment.
Ben Eidlisz is the COO of DUSAW smart locks and a workplace safety expert. He advises company executives on the best door locks for office buildings and ways to improve overall safety and security. DUSAW offers safer, smarter, stronger, and more secure door locks as well as a range of advanced software solutions to meet all of an office building’s security needs. www.dusaw.com
