Workplace safety and security incidents frequently make the news, with reports of data breaches and physical violence on the rise. Some state or municipal governments are passing Panic Button laws intended to keep employees safe in potentially dangerous situations. 

However, that’s not an option for every business. A security officer or badge system might not be in your budget, but you still need a way to protect your employees and your data. Investing in a security system is a good start, but there are other steps you can take to ensure bodily safety and data security.  

Potential Threats to Your Workplace Safety

Whether digitally or in person, security and safety are imperative to your company’s operations. If someone is injured or data is lost, businesses often face fines, lose licenses, or worse. A damaged reputation as a result of an incident can also harm your business. 

Here are four threats businesses face in safety and security prevention. 

Unauthorized Persons

There are several ways a bad actor might infiltrate your operations, the most obvious being an in-person visit to your office or facility. If someone who isn’t supposed to be there enters the building, you need to immediately determine who they are and why they’re roaming the hallways.  Some potential reasons a bad actor might be there:  

• To look for unsecured computers and passwords lying around to gain access to information
• To physically harm someone
• To steal expensive equipment or products

Your safety and security depend on being able to identify strangers as quickly as possible.  

Emergencies

Damaged equipment is releasing a dangerous chemical. There’s a fire in the breakroom toaster (Ryan started it), or even just a routine evacuation drill. There are many different reasons you may need to alert everyone in the building that it’s time to book it out of there. 

If one of these events does occur, everyone’s safety rests on your shoulders. 

Stolen Records

Can you imagine being audited by some government agency and having to find visit data from August 2024? And when you go to look for that visit log, it’s gone? 

It’s not unheard of for thieves to steal a paper logbook from a front desk, especially if it contains details about your visitors. They might be looking for addresses, birth dates, and potentially more private information. 

Data Breaches

This one falls more into the security category, but there are scenarios in which a data breach could become a safety concern. 

For example, imagine if a ragtag group of hucksters broke through your virtual defenses and got hold of your bank’s floor plan, and also learned how and when the money is transported. They could use that information to pull off the ultimate heist, potentially putting your employees in danger. 

In all seriousness, though, a data breach can cost your business time and money. It can also damage the trust your customers have in your business. A loss of trust can equal a loss of revenue. 

Ways a Visitor Management System Increases Security

Every visitor management system is different, but The Receptionist for iPad offers the following features designed to improve workplace safety and security.

Emergency Evacuation Lists

You can easily access a list of every person who is currently checked in in your building. That way, if an urgent situation arises and everyone needs to leave the building, you will have an accurate list of who is there. This allows you to check that every person is accounted for once you have left the building. 

Broadcast Notifications

Broadcast Notifications can work in conjunction with emergency evacuation lists. If a situation occurs and you need to alert everyone to evacuate, you can send one message from your mobile device. This will immediately push an SMS blast to everyone in the building, alerting them to the danger and giving them their next steps, such as which door to exit. The caveat is that your system needs to be configured to capture a visitor’s phone number. 

Visitor Badges

When you can quickly and easily identify a stranger in the building, it can give you peace of mind. By configuring a badge printer to go with your VMS, when your visitor has completed their check-in, they will receive a badge displaying their name, photo, and reason for visiting. (Though the information displayed on the badge can change depending on your preferences.)

Digital Visit Logs

Digital Visit Logs offer double protection:

• Visitor information is kept private from prying eyes. And, because it’s digital, there’s no paper logbook to steal. 
• The admin portal for the visit log is easy to search through, allowing you to easily and quickly reference past visit data. 

Why It Matters

Without creating an intentional workplace safety and security plan for your office, you open yourself up to numerous potential issues, including harm to your business or to your employees.

Keep the humans and data in your office away from bad actors. 

To learn more, check out our product tour below.