Office Building Security Procedures

By Brian Higgins

How to Balance Safety and Operational Flow

In the wake of recent incidents, particularly the active shooter at the NFL’s New York City headquarters, office building security has become a top priority for organizations across the country. Companies are evaluating how to best protect staff, visitors, and tenants from potential threats while maintaining a welcoming environment that does not impede operational flow. Balancing effective security with accessibility requires careful planning, layered methods, and ongoing attention to procedures, training, and technology.

Leveraging the Latest Technology

After this high-profile shooting, our firm experienced an influx of calls from clients asking, “What should we be doing differently? How can we prevent something like this from happening in our building?” The initial gut reaction of many of these organizations was to inquire about installing the latest security technology. While cameras, access control systems, and AI-driven surveillance tech are powerful tools, they are only effective when paired with trained eyes and consistent assessment.

As I always tell my clients, if you’re going to add a security measure, you must plan on maintaining and monitoring it. Even the most sophisticated systems are only as good as the people and processes behind them. This means regularly testing locks, access controls, alarm systems, and communication tools to make sure they will properly function when you need them, and making sure your tech is updated to the latest versions.

Making Policies and Training a Priority

Today’s technology greatly enhances security capabilities when partnered with well thought out policies and procedures. Although there are not any building security standards per se, employers and building management have a responsibility to keep staff and visitors safe. To that end, they should have robust security plans in place that include training to respond effectively in an active shooter situation, communication tools and procedures, emergency roles and responsibilities, evacuation routes, drills, and regular assessments. Knowing how to respond in a high-stress situation and identifying potential gaps in procedures before a real event occurs, can make all the difference in the outcome.

Layering Security Measures

A secure office building relies on multiple layers of protection - in the lobby, on individual floors, and within office suites - such as:

·      Physical barriers like turnstiles, glass partitions, and controlled entry points

·      Access control systems, i.e., ID cards, check in desks, and biometrics

·      Technology including surveillance cameras, AI analytics, and alarm monitoring

·      Personnel such as trained security officers

Together, these layers create a system that detects and delays potential threats, which enhances response time, giving visitors and employees more time to safely evacuate or shelter in place.

Takeaways for Organizations and Building Management

1.    Create a Robust Security Plan: Codified policies and procedures are key to detecting and responding to threats

2.    Assess Risks Continuously: Regular evaluations help identify gaps and evolving threats

3.    Implement Layered Security Measures: Combining technology, physical barriers, and trained personnel bolsters detection and provides critical delays

4.    Don’t Overlook Training and Drills: Knowing what to do in an emergency situation is just as important as detecting the threat

5.    Maintain Systems: Detection, access control, and communication technology are only effective if they will work in a crisis

6.    Foster a Culture of Awareness: Encourage the internalization of safety protocols so you can react quickly

The goal is to create a balance between safety, functionality, and accessibility. Focusing on long-term preparedness can help organizations reduce risk, protect employees and visitors, and respond effectively to a dangerous event.

The Limitations of Security Measures

No security measure is foolproof. Security is about managing risk, not eliminating it entirely. Until we get a handle on why someone wants to commit an act of violence, I don’t know if there’s any measure we can put in place that will ever be perfect.

Physical barriers, scanners, turnstiles, controlled access points, and armed security guards can all serve as delay mechanisms in office buildings, slowing an intruder and giving security staff and other occupants more time to react. But sometimes an attacker can bypass these safeguards. When that happens, the combination of layered security, training, and routine emergency drills can significantly improves the outcome.

To ensure your building is prepared for an active shooter or other crisis, considering retaining security experts to assess our current measures, create or enhance your security plan, and train staff in emergency response.