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A closer look at workplace security

by Patricia J. Sargeant-Matthews

Assessing security risks
Getting everyone involved
Devising a security plan
Creating a crisis responce team

The Sept. 11 terrorist attacks on the US soil prompted employers and their employees to look hard at their safety practices and procedures in workplace security. Although it's logical to be concerned by possible vulnerability to terrorists, the primary concern should be what is most likely to occur.

"The concerns most employees should have are more the things that happen every day – workplace violence," said Steven Johnson, acting director for the BWC's Internal Affairs Department. "We should not neglect the (usual). Don't lose track of what's more likely to occur in the company."

The biggest security risks to companies today are: workplace violence, customer threats and the potential for terrorist-type threats

Possibilities of terrorist threats depend on the nature of the business, said Johnson. Government offices, private businesses with government contracts, energy and public utility facilities are at a greater risk for acts of terrorism than most companies.

When evaluating a company's security, first be conscious of the various types of threats or security risks that could exist, such as disgruntled ex-employees, and unhappy clients or vendors, as well as the business's inherent appeal as a potential terrorism target.

Consider threats not only from terrorist organizations, but also from other individuals, said Thomas Wersell, BWC's director of Security. "You can utilize acts that recently occurred to increase awareness. It's also the time to review your company's security procedures."

Assessing security risks
Risk assessments identify the existence or potential for workplace violence and security breaches. When assessing a company's risk, consider the probability and feasibility of security risks, as well as any past events from which employers can draw. The goal is to remove as many risk factors as possible and establish preventive steps for vulnerabilities employers can't eliminate.

Possible risks to a company's security could stem from dissatisfied customers, Johnson explained. These potential threats should be reported to management for identification, review and evaluation.

The company's physical environment is another concern. Are entries and exits secure? Are security keycards needed? Have there been reports of criminal behavior in the area?

Businesses must be aware of criminal trends not only in the neighborhood but also in the industry. Pay attention to current events – local, national and global – as well as the company's internal activities. For example, is the company experiencing layoffs or takeovers? If so, how are these changes affecting employees?

Johnson suggested security upgrades that might add to operating expenses. Think of the enhancements as an investment, he said.

    Producing telephone stickers for employees that list emergency phone numbers (e.g., building security, local police, sheriff, highway patrol);
  • Provide employees with an updated copy of the company's emergency procedures guidebook;
  • Install panic buttons;
  • Hire security guards;
  • Standardize employee identification cards;
  • Establish a method for screening and tracking visitors.

Even with a good security or safety program, people must remain aware of their surroundings, said Dave Massie, BWC training officer. If employers and employees aren't aware of events, unusual behaviors, or potential safety risks or violations, security can be breached.

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Getting everyone involved
Employees understand the need and importance of security and want to be involved.

"The more people are involved in these issues, the better chance (the company) has of eliminating or at least minimizing security risks," Johnson said.

Employees can tell managers of potential security threats. They should be encouraged to share their concerns regarding workplace safety, and to report things they see or hear that make them suspicious. Often after an incident, people say they thought something wasn't right about a situation or an individual's behavior, but they didn't mention it.

"Have an avenue for them to express their concerns about the workplace's safety and security," Wersell said. For example, companies can create an e-mail address to which employees can send questions and comments that are answered by a security director.

"It's important for everybody to feel like they have a role in this," Massie said. "I think the first step is doing training. Doing those kinds of things show commitment to a safe workplace."

"Employers should obtain training in areas where they may become more proficient in identifying a potential threat from individuals they deal with directly from within and from the outside," Johnson said. For example, customer service representatives should receive training on dealing with disturbing customer service situations, and managers should receive training on handling disgruntled employees.

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Devising a security plan
"No. 1, if you don't have a security plan, develop one. No. 2 would be to establish emergency policies and procedures to include an evacuation plan that includes employees who are physically challenged," Wersell said.

Security plans and policies are created primarily to protect employees and the company. The plan outlines what employees must do before, during and after a threatening event. It should also include escape routes, reporting procedures and security measures.

For assistance in creating a security plan, employers can contact various safety and hygiene organizations, including BWC's Division of Safety & Hygiene. They can also contact private organizations specializing in risk assessment or even law enforcement agencies.

"Remain current with any disaster and evacuation planning and response. The rule of thumb is to review a security policy annually, but employers must remain fluid and review (the plan), as needed depending on the circumstances," Johnson remarked.

A company's security plan should include clear guidelines on how risks are to be reported and resolved. This includes exactly who is responsible for each phase from gathering the initial information, to reporting it, to assessing it, to making special security arrangements, to notifying appropriate law enforcement, if needed.

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Creating a crisis response team
Management should determine the makeup of the company's crisis response team, its responsibilities and how it should work. Employers are getting input from all levels," Johnson advised.

Massie noted that having managers and employees represented on the team "could help heighten awareness throughout the organization of the importance of workplace security."

Although companies have different needs, employers may want to include on the team representatives from departments such as security, facilities management, internal affairs, human resources, public relations, senior management and legal.

  • The team should address issues related to topics such as policies and procedures, workplace violence training and security vulnerabilities. They also could create a crisis reporting guideline that clarifies the policies and direction for reporting and/or responding to security-related issues and incidences.

Employers must review the plan as needed depending on the circumstances, but as Johnson mentioned, the rule of thumb is to review a security policy at least annually.

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