The extensive analysis and discussion preceding any decision to implement a new physical security solution – whether it’s hardware, software or a combination of both – often focuses on technology, ROI and effectiveness.
When it comes to deciding what type of security entrances to install at your facility, you will almost certainly also consider the aesthetics of the product, along with throughput and, if you’re smart, you’ll also look into service concerns. Each of these factors has its important place within the evaluation process, and none should be overlooked as they all have a significant effect on how well your entrances will perform once they are installed.
Culture influences door solution decisions
How significant will the change from current entrances to security entrances be for employees?
Still, one additional factor actually trumps everything: if you have not considered your organisation’s culture in choosing a security entrance, you may be missing the most important piece of the puzzle. Culture is a part of every other decision factor when selecting an entry solution. Before you make a decision about what type of entrance to deploy, you need to consider and understand the values, environment and personality of your organisation and personnel.
For example, how significant will the change from current entrances to security entrances be for employees? If people are accustomed to simply walking through a standard swinging door with no access control, this will be a culture change. Beyond this, whether you are considering a type of turnstile, a security revolving door or possibly a mantrap portal, simply walking through it will be a significant change as well.
Training employees on door security
You’ll want to know whether employees have ever used security entrances before. If these types of entrances are in place in another part of the facility, or in a facility they’ve worked in at an earlier time, the adjustment will not be as great as if they’ve never used them at all.
Consider, too, how your personnel typically react to changes like this in the organisation or at your facility. They may be quite adaptable, in which case there will be less work to do in advance to prepare them. However, the opposite may also be true, which will require you to take meaningful steps in order to achieve buy-in and train employees to properly use the new entrances.
With the increased importance of workplace security, discussing new entrances with workforces will help maintain a safer environment
Communicate through the decision-making process
All of this will need to be communicated to your staff, of course. There are a number of ways to disseminate information without it appearing to come down as a dictate. Your personnel are a community, so news about changes should be shared rather than simply decreed. As part of this process, you’ll need to give some thought to the level of involvement you want for your staff in the decision-making process.
Finally, do not overlook the special needs among your personnel population. You undoubtedly have older individuals on staff, as well as disabled persons and others who bring service animals to the office. Entrances need to be accessible to all, and you never want to be in the position of having a gap in accessibility pointed out to you by the individual who has been adversely affected.
New security entrance installation
By communicating early and often with your personnel, you can alleviate a great deal of the anxiety
Once you have made the decision about which security entrances to install, training your personnel on how to use the new security entrances – both before and after the installation – will help to smooth the transition. Because workplace security is such a big issue right now, it makes sense to discuss the new entrances in the context of helping to maintain a safer environment.
They will prevent violent individuals from entering, decrease theft, and most of all, promote greater peace of mind during the workday. If you can help them take control of their own safety in a responsible way, you have achieved much more than just a compliant workforce. By communicating early and often with your personnel, you can alleviate a great deal of the anxiety and concern that surrounds a significant change in the work environment.
Schedule group meetings
Consider your employees; what type of communications do they respond best to? A few suggestions to educate staff on the benefits of the new entrances include: Typically, you would communicate a general message 2-3 months in advance and then provide more specific information (for example, impacts to fire egress, using certain entrances during construction) in a follow up message closer to the installation date.
Schedule group meetings to: announce the rationale for increased security, share statistics on crime, review the new security changes that are coming, show drawings/photos of the new doors/turnstiles, and show the orientation videos available from the manufacturer. These meetings are an excellent way to work through user questions and directly address any concerns.
Once the installation of a new security system is complete, it is a good idea to have an "ambassador" on board to help employees use these new systems
Ensure you monitor public areas
If you are implementing a lot of new changes, such as a new access control system, new guard service and security entrances, you might consider hosting a ‘security fair’ on a given day and have the selected vendors come for a day with tabletop displays to meet employees and answer questions during their lunch. This could be a great way to break the ice in a large organisation.
Make user orientation videos (provided by the manufacturer) available in several ways, for example:
- Intranet Site
- Monitors in public areas—lounges, cafeteria, hallways, etc.
- Send to all staff as email attachments
Immediately after installation, once the doors or turnstiles are operational but before they are put into service, train ‘ambassadors’ on how to use the door/turnstile. Have these people monitor and assist employees during peak traffic times.
What is the ultimate success of the installation?
By communicating clearly and openly with your population you can greatly facilitate adoption and satisfaction
If you have thousands of employees, consider dividing them into groups and introduce the new entrance to one group at a time (Group A on Monday, Group B on Tuesday, etc.) to allow a little extra orientation time.
Place user education ‘quick steps’ posters next to the door/turnstiles for a few weeks to help employees remember the basic steps and guidelines, e.g., ‘stand in front of the turnstile, swipe badge, wait for green light, proceed.’ Ask your manufacturer to provide these or artwork.
While there are always going to be people who are resistant to change, by communicating clearly and openly with your population you can greatly facilitate adoption and satisfaction. Your responsiveness to any issues and complaints that arise during and after the implementation is equally fundamental to the ultimate success of the installation.