How Secure Is Your Space?

A client of mine recently had some of their video equipment and computers stolen from their office space that they had only leased for six months. He suspected that it was an “inside” job but had no proof. Besides a lock on his door, my client had no security to his premises and the building had no interior surveillance cameras. My client’s hands were tied without any proof of who committed the crime. My client lost valuable equipment and data that might never be recovered.

How many businesses fail because of workplace theft?
Workplace theft is the cause of failure for one in three businesses according to Joe Mac McConnell of ADT Security Services

The U.S. Chamber of Commerce estimates what percentage of employees steal from their workplace?
An estimated 75% of employees steal from the workplace according to the U.S. Chamber of Commerce

So, how secure is your space?
Personally, I have a hard time believing 75% of employees steal from the workplace unless they are counting staples and using the copying machine for personal use as a theft. The most common items stolen are purses, wallets, smart phones, laptops and important data. We are going to discuss securing your work space to deter the theft of money, electronics, business documents, etc. In addition, this will help with safety of your employees. Office security is an issue no matter the size of the business. There are relatively inexpensive options to improve security in any business’s space. Larger companies or high target companies (jewelry stores) are recommended to have a security audit performed by a professional security company to best assist them in securing their space.
Controlling the access points, having surveillance cameras and training your employees will help secure your business against theft and assaults. The amount and type of security will vary based on the size of the company and the type of business.

Criminal Mindset
There are multiple studies that suggest that most criminals select their targets using a rational decision-making process that is influenced largely by the criminal’s perception of target availability and vulnerability. Most criminals want an “Easy” target, and don’t want to be identified committing their crime. Thieves can be serial thieves, desperate employees, cleaning staff, building visitors or just about anyone. The economic downturn has seen all criminal activity increase and especially theft. Most “professional” thieves will case the joint prior to committing the crime. Here is where a thief makes his opinion on whether the reward is greater than the risk of getting caught. Easy targets will be more attractive than targets with hard access and high security. This is a good reason why it is important to show signs of good security.

Employee Participation
It is very important to educate employees about security in the workplace and how to prevent theft. Employees should feel at ease to report security concerns and should be educated at least once a year on company security policies. It is not a bad idea to make it part of their orientation as well as provide training videos. You can also test your employees’ theft prevention IQ by clicking on “Theft Prevention IQ Test” provided by USDA Office of Procurement and Property Management.
Here are a few tips for your employees:
• Keep all valuables with you or locked in a drawer
• Lock doors after hours
• Do not go into poorly lighted areas after dark
• Bolt down or secure equipment if possible
• Engrave identification numbers on office equipment and keep serial numbers for police and insurance companies.
• Provide each employee a drawer that locks
• Verify identification and purpose of visit before letting non-employees into office space.
• Deposit checks and cash daily.
• Never leave visitors unsupervised.
• Try to leave with at least one other employee if working late.
• Do not advertise social life or vacation plans.
• Don’t use stairs alone.
• Don’t get into elevators with people who look out of place or threatening.
• Keep emergency numbers posted at every phone.
• Make sure confidential files are secured when the office is closed.
Also, it is always a good idea to do a background check on any new hire.

Point Of Control
A point of control is the point in which every employee, vendor or maintenance worker is routed to access a business’ space. Having a secure point of control can be as easy as having a sign-in sheet or as high tech as having a retinal scan. Non-employees should only have one access point in which they should be checked in by an employee or security guard. The most common access device is the card key or access card. Some companies install a “Panic Button” at the access whether it is a receptionist’s desk or security guards desk.

Doors and Windows
Doors and windows are the obvious access points that need to be secured and/or monitored. Risk areas such as delivery areas are recommended to be steel or steel-sheathed doors. Door hinges should face inward or use hinges with non-removable pins and screws. Upgrading locks and hinges are inexpensive and effective at deterring break-ins. A simple deterrent is to install a door chime to doors so people are notified when someone has entered the building.

Lighting
Well lit buildings and parking lots are important deterrents for thieves. Installing motion-sensitive and constant outside lights in certain areas will deter most thieves. Leave a few interior lights on during non-business hours. Parking lots are frequent targets of criminals so it is very important to maximum lighting in the parking lot and in certain control points.

Company Badges
One of the cheapest and very low tech deterrents is to have employees wear company badges at all times while in the premises. Visitors and vendors would have to wear similar badges but identifying them as a visitor or vendor.

Alarm Systems
Alarm systems can detect break-ins through open door sensors, open window sensors, motion sensors, audio sensors or broken glass sensors. Installing a security system is one of the easier ways to deter break-ins from outside the premise but it needs to be monitored to have its full affect. Check with your local security installer for details and options.

Card Key Access
As mentioned before, the card key is the most commonly used security device for accessing a premise. Metal keys are easy to copy and a hassle to change when a disgruntled employee leaves. Card keys typically will have a central computer which maintains all the pertinent information such as who accessed the space and at what time. The computer can also contain personal information for each card key holder such as the description of their car and license plate number. In addition, a company can use the card key to monitor employee work hours and can immediately deactivate a card key for a disgruntled employee.

Surveillance Systems
Surveillance cameras are affective during business hours and after business hours. Video surveillance has psychological impact to deter external and internal thieves from attempting theft. Visible cameras and signage are effective deterrents to office crimes. It is not uncommon for companies to install real surveillance cameras along with fake surveillance cameras to lower security costs but increase the security presence.
Some companies use small cameras that are hard to detect because they can be installed in a ceiling vent or inside a wall clock. This typically only works if the existence and location of the cameras are kept secret from employees.

Natural Surveillance
Reduce “blind spots” surrounding premises and in common areas. Create sufficient numbers and size of windows for visibility in and out, along with low shrubs and high tree canopies so as not to obstruct visibility. If a building looks well cared-for and crime-free then it sends a message to criminals, and others, that someone cares and is “looking-out” for and responsible for building.

The Building You Choose To Lease
It is important to do your security due diligence on a building before signing a lease.
Here are few things to look for while considering a building to lease space:
• What plan does the building have in place for security?
• Size of building.
• Location of building.
• Location of the space you are leasing.
• Who are the tenants within the building complex?
• Is landlord maintaining the premises?
• How is the lighting in the parking areas and surrounding the building? It is a good idea to drive by the property at night to really see how it looks.
• Review crime data for area. Local law enforcement usually can provide data.
Your building’s security may decide whether or not your business is a potential target. You and your landlord both need to be active in creating a safe and secure business place.

About LeaseWithEase
LeaseWithEase empowers tenants to make their own leasing decisions and can save a tenant 10% to 20% on their next lease negotiation. LeaseWithEase is similar to Lending Tree, Travelocity and E*Trade in that we provide free data and tools that were previously only available to the professionals. LeaseWithEase was built for tenants wanting to make their own leasing decision and at no cost to the tenant.

Take A Test Run
Fell free to go to www.leasewithease.net and test our site for selecting office, medical office and retail space. All you need to do is select “Test” submarket when entering your search criteria. For more information please go to www.leasewithease.net.

The Move
Need help with preparing for “The Move” then feel free to contact LWE with any questions or if you need a referral for getting your office moved and set up smoothly.

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Note: Each state and each market will differ from other states and markets. It is advisable to ask a real estate professional any questions you might have about a leasing commercial space. The above article used general terms which could apply to your state or not. LeaseWithEase provides free consulting to our clients who use our free website to find their office, retail or medical office space.

LeaseWithease, LLC
http://www.leasewithease.net
“Bringing The Local Real Estate Market To Your Desk”
Contact: agore@leasewithease.net
Texas Broker License #0449773
Sources: USDA Physical Security Program, Answers.com, Buildings.com, OfficeTimes.com